Agency Capacity Planner: Know If You Can Take the Next Client
Enter your team, time off, internal hours, and booked client work to see monthly billable capacity, open hours, and whether you need to hire.
Meetings, admin, sales
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Frequently Asked Questions
Start with each person's weekly hours, subtract internal time such as meetings and admin, multiply by working weeks after PTO and holidays, divide by 12 for a monthly figure, then multiply by your target utilization.
Most agencies target 70% to 80% billable utilization for delivery staff. Higher targets leave no time for internal work and usually lead to burnout.
When booked client hours stay above your billable capacity for more than a month or two, you are overbooked. The planner divides the shortfall by one person's billable capacity to estimate how many people to add.
Count PTO, public holidays, and sick days. Five weeks a year is a common US starting point: about three weeks of PTO plus two weeks of holidays.
Internal hours are time that cannot be billed: team meetings, sales calls, admin, training, and internal projects. Most agencies lose 5 to 10 hours per person each week to it.
Estimates drift from reality quickly. Rize tracks time automatically by client and project, so you can see actual utilization and booked load for every team member.