Billable hours capacity worksheet
How many hours can you actually sell this week? Start from the hours you're available, take off an admin percentage and any blocked time, add a buffer if you want one, and the sheet gives a billable target. Weeks roll up into a month, so the capacity you have left is visible before you say yes to the next job.
On the Week capacity tab
| Output | Meaning |
|---|---|
| Hours after PTO | Available minus already blocked |
| Admin hours | Non-billable share of what is left |
| Billable target | After admin and optional buffer; book to this |
| Month rollup | Target vs booked and remaining each week |
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What's in the file
Three tabs · plan the hours you can sell
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Tab 1
Start here How week and month tabs connect before you fill the first cream cell.Guide · setup
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Tab 2
Week capacity Available hours, admin %, PTO, buffer → billable target, plus an optional daily check.You type · this week
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Tab 3
Month rollup Weekly targets vs booked hours, remaining capacity and utilisation.You plan · the month
Use with the freelance pricing calculator and the free rate-breakdown worksheet so the rate and the hours agree.
Worked sample week
40 available · 30% admin · 4 h blocked · 10% buffer
| Step | Hours |
|---|---|
| After PTO | 36 |
| Admin (30%) | 10.8 |
| Billable before buffer | 25.2 |
| Billable target (after 10% buffer) | 22.7 |
Book to the target, not the 40 on the calendar. Pair with the freelance calculator so the rate matches the hours.
Questions
Is this a time tracker?
No. It is a planning sheet: how many hours you can realistically sell after admin and blocked time. Track actuals however you like; this sheet sets the target.
How does it pair with the freelance calculator?
The calculator sets the rate. This sheet sets how many hours that rate can fill without burning the week. Use both so the number you quote matches the calendar.
Google Sheets or Excel?
Both.
Is utilisation a KPI we invent?
No. Utilisation here is simply booked ÷ billable target on the rows you fill. Over 100% means you sold more than the plan.
What paid file goes next?
The Freelance rate card & boundaries pack ($29 planned) turns your hours into hourly, day and project prices and a one-page client rate card. Checkout isn't open yet; its page has a list for one email when it is.
Also useful
- Freelance pricing calculatorHourly floor and recommended rate.
- Rate-breakdown worksheetPrintable defence of the number you quote.
- Tax set-aside sheetPut cash aside for tax as you get paid.
- Project quote one-pagerScope and price for the client.
Updated