Everhour keeps timecards and payroll review organized, while Google Sheets gives you flexible utilization math.
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 utilization rate shows the share of available working capacity spent on billable work. In Google Sheets, the core calculation is summed billable hours divided by the selected available-hours denominator. The spreadsheet supplies the arithmetic, but your firm decides whether available hours mean gross capacity, scheduled working time net of leave, or another policy-defined denominator.
Google Sheets fits this calculation when you need a transparent table by person, role, team, project, or period. A useful source table labels date, person, role, team, project, hours, billable flag, PTO, and holiday status. Those headers matter because pivot tables and QUERY rollups depend on clean fields before any utilization percentage can be trusted.
Billable hours usually come from a flat time table. In Sheets, a SUMIFS-style structure sums the hours column only where rows match billable status, person, project, role, team, and date range. Dropdowns or data validation keep labels consistent, so one worker does not split totals across "Billable," "billable," and "Client work."
Available hours need a separate policy choice. A working-time denominator can use NETWORKDAYS(start date, end date, holidays) multiplied by daily capacity, then reduced by PTO or other leave hours recorded in the sheet. NETWORKDAYS treats Saturday and Sunday as weekends by default. Teams with different weekend patterns need NETWORKDAYS.INTL instead of the default function.
The formula is utilization rate = billable hours / available hours. Suppose a consultant has 20 working days in the period, an 8-hour daily capacity, and 10 approved PTO hours. Available hours equal 150. If the consultant logs 96 billable hours, the utilization rate is 96 divided by 150, or 64%.
A Sheets formula should also handle zero available hours. DIVIDE cannot use 0 as the divisor, so periods with no scheduled capacity, full leave, or missing capacity data need a guard that returns blank or a review label. That prevents one bad denominator from turning a team dashboard into an error-filled report.
U.S. federal law does not set a statutory professional-services utilization target. The FLSA also does not define full-time or part-time employment, so a U.S. utilization denominator should treat full-time capacity as an employer policy rather than a federal legal threshold. Many firms start from a 40-hour week because covered nonexempt employees receive overtime pay for hours worked over 40 in a fixed 168-hour workweek.
A 40-hour weekly capacity baseline equals 2,080 annual gross hours before subtracting company PTO, holidays, unpaid leave, or other nonworking time. The FLSA does not require payment for time not worked, including vacations, sick leave, or federal or other holidays. Private-sector paid holidays remain a matter of employer policy unless another law or contract applies.
A Google Sheets calculator is enough for a one-time utilization check, a small team review, or a transparent model that finance wants to inspect. It also works when time entries, PTO, holidays, and capacity tables stay in one file. IMPORTRANGE can pull ranges from separate Sheets files after access is granted, but imported dashboards are not real time because update checks can lag.
A managed workflow becomes necessary when utilization affects payroll review, billing, approvals, or capacity planning every week. Everhour timecards support daily, weekly, and monthly work-hour totals, compare project hours with working hours, and export team timesheet data for payroll or archive workflows. That gives managers a cleaner source of approved hours before spreadsheet reporting starts.
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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Use billable hours divided by available hours. Billable hours can come from SUMIFS criteria such as billable flag, person, project, role, and date range. Available hours can come from working days times daily capacity, reduced by PTO or other leave if your firm uses a net-working-hours denominator.
NETWORKDAYS counts working days between two dates and excludes Saturday and Sunday by default. It can also exclude a holiday range. Firms with a nonstandard weekend pattern should use NETWORKDAYS.INTL, since the default weekend rule will overstate or understate available hours for those schedules.
A zero available-hours denominator is a common cause. DIVIDE cannot divide by 0, so a formula needs a guard for people or periods with no capacity, full leave, or missing capacity records. A blank result or review label is clearer than an error in a team rollup.
PTO and holidays should reduce available hours when your firm measures utilization against net working time. They should stay outside the denominator when your firm measures against gross capacity. U.S. federal law does not mandate paid vacation or holiday time for private employers, so the denominator follows policy, contract, or another applicable rule.
Google Sheets can roll up utilization inputs with pivot tables or QUERY clauses such as select, where, group by, and pivot. The source range needs headers and consistent labels. A pivot calculated field can show the utilization percentage after billable-hour and available-hour values are summarized.
Everhour timecards record daily, weekly, and monthly work-hour totals for payroll review, including clock-in, clock-out, breaks, and work-hour totals. Teams can compare project hours with working hours, approve weekly timecards, and export team timesheet data before using those hours in utilization reporting.
Use Everhour timecards to review working hours, compare project time with gross work totals, approve weekly records, and export cleaner utilization inputs for payroll review.
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