Everhour gives teams timecards for payroll review, while Google Sheets handles capacity and utilization math from structured inputs.
Measure billable utilization against total capacity and see exactly how many hours you're leaving on the table each period.
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A Google Sheets resource planning sheet answers one practical question: how much of a person's available work capacity went to billable work during a selected period. The sheet needs rows for date, person, role, team, project, hours, billable status, PTO, and holiday status so rollups do not mix source data with assumptions.
Google Sheets can total billable hours with `SUMIFS` and group results by person, role, team, project, or period with a pivot table or `QUERY`. The calculation still depends on your denominator policy. U.S. federal law does not set a utilization target, and the FLSA does not define full-time employment, so capacity belongs to firm policy.
For a working-time denominator, use net working days instead of a flat calendar count. A typical Google Sheets structure follows `NETWORKDAYS(start_date, end_date, holidays) * daily_capacity_hours - PTO_hours`. By default, `NETWORKDAYS` treats Saturday and Sunday as weekends. Teams with different weekend patterns need `NETWORKDAYS.INTL`.
For example, a planner covers 10 working days, uses an 8-hour daily capacity, and records 8 hours of PTO. Available capacity equals 72 hours. If the person logs 54 billable hours in the same period, utilization equals 54 divided by 72, or 75.00%. The sheet should guard against zero available hours because `DIVIDE` cannot use 0 as the divisor.
Google Sheets works well for resource planning when the source table uses controlled values. Dropdowns or data validation should standardize billable, non-billable, PTO, holiday, project, and role labels. Without that control, one person's `Billable`, another person's `billable`, and a third person's `Client work` can split the same category across separate totals.
Separate files can feed one planning workbook with `IMPORTRANGE(spreadsheet_url, range_string)` after access is granted. That fits teams that keep time entries, PTO, holidays, and capacity in different Sheets files. Imported dashboards are not real time, because `IMPORTRANGE` checks for updates every hour while the destination file is open and can lag across chained imports.
A one-off Google Sheets calculation is enough when you need a quick utilization check for one person, one project, or one period. It also works for a small team if someone owns the source rows, validates labels, updates holidays, and confirms PTO before the sheet feeds planning decisions.
A managed workflow becomes necessary once the result affects payroll review, billing, or recurring staffing decisions. Everhour timecards support daily, weekly, and monthly work-hour totals, compare project hours with working hours, and export approved timesheet data. That gives managers a cleaner handoff than a copied percentage with no review trail.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Calculate utilization by dividing summed billable hours by the selected available-hours denominator. In Google Sheets, billable hours usually come from `SUMIFS` over a flat time table, while available hours come from working days, daily capacity, holidays, and PTO. Format the result as a percentage after the division.
A practical denominator uses `NETWORKDAYS(start_date, end_date, holidays) * daily_capacity_hours - PTO_hours`. That structure counts working days, excludes listed holidays, applies the person's daily capacity, and subtracts recorded leave. Use `NETWORKDAYS.INTL` if the team does not follow a Saturday-Sunday weekend.
A pivot table can roll up hours by person, role, team, project, or period when the source range has clear column headers. Add billable-hour and available-hour values first, then use a calculated field for the utilization percentage if the required fields are available in the pivot.
Inconsistent status labels break utilization dashboards because formulas treat different text as different categories. Use dropdowns or data validation for billable status, PTO, holidays, project names, and role names. This prevents totals from splitting across near-duplicate values that look obvious to a person but separate to a formula.
U.S. federal law does not set a professional-services utilization denominator or target. Many firms use 40 weekly hours as a gross capacity baseline because federal overtime rules require covered nonexempt employees to receive overtime pay for hours worked over 40 in a fixed 168-hour workweek. Net capacity still follows employer policy.
Everhour timecards show daily, weekly, and monthly work-hour totals for payroll review. Teams can compare project hours with working hours, review normal-hours patterns, approve weekly timecards, and export team timesheet data in PDF, CSV, or XLSX format.
Everhour supports report exports, team timesheet exports, and owner-level ZIP exports of team time logs. Those exports give spreadsheet users structured time data for utilization review without relying on copied totals from individual timesheets.
Use Sheets for quick capacity math, then move recurring payroll review into Everhour timecards with approved weekly totals, project-vs-working-hour checks, and exportable timesheet data.
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