Agency Capacity Calculator
Work out how many billable hours your team can deliver and the revenue ceiling that implies, so you know when you are full and when to hire.
Free · Runs in your browser · Nothing is stored
How it is calculated
Formula: Billable capacity = team size x available hours x target utilization
Capacity planning matches the billable hours your team can realistically deliver to the work you take on, so you are neither overloaded nor idle. Start from available hours per person after holidays, PTO, and admin, apply a realistic target utilization, and you get the billable hours the team can produce.
Multiply that by your average billable rate and you have a revenue ceiling. When your committed work approaches the ceiling, you are full, and the only ways past it are a higher rate, higher utilization, or more people. A target utilization of 100% is not realistic; 70 to 80% for delivery staff is a healthy planning figure.
Plan capacity from real data
AgencyKit shows logged hours against retainers and projects, so your capacity and utilization come from what the team actually does, not a guess.
Start a free trialFrequently asked questions
Multiply your delivery team size by the available hours per person per week, then by a realistic target utilization. For example, 5 people at 32 available hours and 75% utilization is 120 billable hours a week. Multiply by your rate for revenue capacity.
Plan with a realistic figure, not 100%. Delivery and production staff sustain about 70 to 80% over a year once you account for admin, business development, and gaps between projects, so 75% is a common planning target.
When committed and forecast work consistently pushes the team past its billable capacity, or utilization stays uncomfortably high (above 85%) for weeks. Hiring ahead of that is a bet on demand; hiring after it risks burnout and slipped deadlines.