Google Sheets handles capacity math, while Everhour Reporting turns approved time into grouped reports and exports.
Measure billable utilization against total capacity and see exactly how many hours you're leaving on the table each period.
Working hours this period
Industry average for agencies: 75–85%
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
A Google Sheets capacity tracker answers one practical question: what share of available working capacity was spent on billable work for a person, role, team, project, or period. The sheet usually starts with a flat source table containing date, person, role, team, project, hours, billable flag, PTO, and holiday status. Pivot tables or QUERY rollups then summarize the rows into usable capacity views.
The U.S. denominator is a firm-defined policy choice, not a federal full-time rule. The FLSA does not define full-time or part-time employment. Many firms use 40 weekly hours as gross capacity because federal overtime rules require covered nonexempt employees to receive overtime pay for hours worked over 40 in a fixed 168-hour workweek. A 40-hour baseline equals 2,080 gross annual hours before PTO, holidays, unpaid leave, and other nonworking time.
Google Sheets can calculate billable hours with SUMIFS by summing an hours column only when rows match billable status, person, project, role, team, or date range. It can build working capacity with a structure such as `NETWORKDAYS(start_date, end_date, holidays) * daily_capacity_hours - PTO_hours`. The default NETWORKDAYS weekend is Saturday and Sunday, so firms with different weekends need NETWORKDAYS.INTL.
The sheet also needs controlled labels. Dropdowns or data validation keep billable, non-billable, PTO, holiday, project, and role values from splitting totals across inconsistent text. If time entries, PTO, holidays, or capacity tables live in separate files, IMPORTRANGE can pull ranges after access is granted. Imported dashboards are not real time because IMPORTRANGE checks for updates hourly while the destination document is open and can lag across chained imports.
The core formula is billable hours divided by available hours. Suppose a consultant has 20 working days in a month, 8 daily capacity hours, 16 PTO hours, and 8 holiday hours. Available capacity is 20 * 8 = 160 gross hours, then 160 - 24 = 136 available hours after leave and holiday time. With 102 billable hours, utilization is 102 / 136 = 0.75, or 75%.
A Google Sheets formula must guard against a zero denominator because DIVIDE cannot use 0 as the divisor. Periods with no available hours should return blank, excluded, or a clear status label rather than a false utilization percentage. Paid vacation and paid holidays are not required by the FLSA for private employers, so the sheet should follow company policy, contract terms, or another applicable rule when subtracting leave from capacity.
A one-off Google Sheets calculation is enough when you need a quick monthly utilization check, a project postmortem, or a small team rollup with clean source rows. The sheet ends where review and control begin. Manual edits, delayed imports, inconsistent labels, and missing approvals change the result even when the formula itself is correct.
A managed workflow fits teams that use utilization for billing, staffing, payroll review, or profitability reporting. Everhour Reporting can group logged time by project, client, member, billable time, labor costs, budget metrics, and integration fields, then export CSV, Excel/XLSX, or PDF reports. That gives the spreadsheet user a cleaner source for analysis without turning the sheet into the system of record.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A practical source table needs one header per column, with fields such as date, person, role, team, project, hours, billable flag, PTO, and holiday status. Pivot-table rollups require headers, and clean headers also make QUERY statements easier to maintain. Extra fields such as client, department, or approval status help when the same tracker supports billing, staffing, and management reporting.
Google Sheets calculates billable utilization by dividing summed billable hours by selected available hours. SUMIFS can filter the hours table by billable status, person, project, role, team, and date range. Available hours can come from scheduled capacity, net working days, or a firm-defined policy table. The percentage changes whenever either side of that fraction changes.
A person on full leave, outside the date range, or without assigned capacity can have zero available hours for a period. Dividing by zero produces an error, not a meaningful utilization rate. A good sheet returns blank, excluded, or a status such as no available capacity so the dashboard does not treat an invalid result as underutilization.
NETWORKDAYS can count working days between a start date and end date while excluding a holiday range, then the sheet can multiply those days by daily capacity hours. The default weekend is Saturday and Sunday. Teams with different weekend patterns should use NETWORKDAYS.INTL so the denominator reflects the actual working calendar.
Imported data can lag. IMPORTRANGE checks for updates every hour while the destination document is open, and chained imports can add delays. A tracker fed by imported time entries, PTO, holidays, or capacity rows should show a refresh date or review step before anyone uses the utilization result for billing, staffing, or payroll review.
Everhour Reporting turns logged time, budgets, costs, and project data into configurable reports with 45+ columns. You can group and filter by project, client, member, billable time, labor costs, budget metrics, and integration custom fields, then export CSV, Excel/XLSX, or PDF files for spreadsheet analysis.
Everhour can send saved reports by email once or on a recurring schedule with selected recipients, subject, message text, and delivery timing. That workflow supports regular capacity reviews when managers need the same utilization inputs by week, month, team, or project without rebuilding the report each period.
Turn tracked time into grouped utilization reports, then export the numbers for spreadsheet review. Everhour Reporting gives teams cleaner recurring capacity data for billing, staffing, and profitability decisions.
14-day free trial · No credit card · Cancel anytime
