Everhour turns tracked hours into payroll-ready records, while a printable utilization report gives teams a clean offline review.
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 printable utilization report answers one practical question: how much of a person's available capacity became billable work during the selected period. The core ratio is billable hours divided by available hours. The report becomes useful when it also shows the capacity policy behind the denominator, such as gross scheduled capacity, working hours net of PTO and holidays, or total logged hours.
For U.S. teams, full-time capacity comes from employer policy because the FLSA does not define full-time or part-time employment. Many firms start from a 40-hour weekly baseline because federal overtime rules require covered nonexempt employees to receive overtime pay for hours worked over 40 in a fixed 168-hour workweek. That baseline equals 2,080 annual gross hours before company PTO, holidays, unpaid leave, and other absences.
A printable report needs enough columns for a manager, bookkeeper, or operations lead to audit the number without reopening every timesheet. Use period, person, role, billable hours, non-billable hours, PTO, holidays, unpaid leave, available hours, utilization target, actual utilization rate, and variance. Add approval status if the report supports payroll or client billing review.
The main mistake is mixing denominator policies on one page. One person may show 70% against gross capacity and 82% against net available hours during the same month. Both figures can be valid, but the report must label the denominator beside each rate. A paper or PDF export loses context fast when the formula note sits only in a spreadsheet tab.
Use this formula: utilization rate = billable hours ÷ available hours × 100. Available hours should match the policy printed on the report. For a monthly example, start with 40 hours per week for 4 weeks, giving 160 gross capacity hours. Subtract 16 hours of PTO and 8 hours of holiday time. Net available hours equal 136.
If that person recorded 102 billable hours, the utilization rate is 102 ÷ 136 × 100 = 75%. Print the rate as 75.00% when the report feeds finance review, and keep the raw hours visible. The FLSA does not require payment for time not worked, including vacations, sick leave, or federal or other holidays, so paid leave deductions must follow employer policy, contract terms, or applicable state or local rules.
A one-off printable utilization report is enough for a monthly partner meeting, a client profitability review, or a quick staffing check. It works when the underlying hours are already approved, leave has already been classified, and the denominator policy is settled. The printout should support a decision, such as adding capacity, adjusting targets, or checking whether billable workload matches staffing assumptions.
A managed workflow becomes necessary when people edit time after review, managers need approvals, or payroll needs daily, weekly, and monthly work-hour totals. Everhour timecards support payroll review with work-hour totals, project-versus-working-hour comparisons, approval, and PDF, CSV, or XLSX exports. That turns the printed report into an output of the workflow, instead of the place where the cleanup happens.
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 report includes person, role, reporting period, billable hours, non-billable hours, PTO, holidays, unpaid leave, available hours, target utilization, actual utilization, and variance. Add approval status and manager notes when the report supports payroll, billing, or staffing decisions. The formula note should sit on the report page, not only in the source spreadsheet.
A printed report should show the denominator your team uses for the decision. Gross capacity fits high-level staffing comparisons. Net available hours fit individual performance review because PTO, holidays, and leave reduce the hours a person was available to work. The report should label the denominator beside every utilization rate.
A U.S. report can use 2,080 annual gross hours when the firm defines full-time capacity as 40 hours per week. That figure comes from 40 × 52 before PTO, holidays, unpaid leave, and other absences. Federal law does not create a professional-services utilization target or a federal full-time denominator.
Leave and non-billable work answer different management questions. PTO, holidays, sick leave, and similar absences reduce available hours when the firm uses a net-working-hours denominator. Non-billable work still consumes available work time, so it belongs outside the billable numerator but inside the available-hours base unless the firm's policy excludes it.
A printable report is enough for review only after hours, leave, and approvals are final. Payroll review needs daily, weekly, or monthly work-hour totals, plus a clear distinction between project time and working time when both are tracked. A static report creates risk when employees can still edit entries after the report date.
Everhour timecards record daily, weekly, and monthly work-hour totals for payroll review, including project-versus-working-hour comparisons. Approved timecard data can be exported as PDF, CSV, or XLSX, giving managers a cleaner source for printable utilization reports and audit files.
Everhour Reporting turns logged time, budgets, costs, and project data into customizable reports with columns, grouping, filters, date ranges, and exports. Teams can report billable and non-billable time by person, project, or client, then compare utilization results against the target used for the period.
Use approved timecards, work-hour totals, and exportable reports to keep utilization printouts consistent. Everhour turns reviewed hours into a cleaner payroll and operations record.
14-day free trial · No credit card · Cancel anytime
