Team Profitability Calculator: Find Your Hidden Billable Hours
Rize's team profitability calculator is a free tool that estimates your team's monthly revenue, cost, profit margin, and utilization, then shows how many billable hours your current tracking method misses. Agencies and professional services teams lose 6–30% of billable hours depending on tracking discipline.
How margin leakage works
Most agencies calculate profit by subtracting costs from revenue. What they miss is the cost of untracked work — context switching, admin tasks, and sessions under 15 minutes that never make it onto a timesheet. This is margin leakage: the gap between what your team actually works and what gets billed.
Utilization Rate = Billable Hours ÷ Total Available Hours × 100. The industry benchmark is 70–80%. If your team tracks time manually, reported utilization is likely 10–20 points below reality. This calculator estimates the revenue hiding in that gap.
How Rize's team profitability calculator works
Rize's calculator turns seven inputs into a monthly profit and utilization estimate in under a minute, free. It is a separate estimate from the margin reporting in Rize's Team plan ($29.99/seat/month billed annually), which reports actual margin from the hours Rize captures and the cost rates you set per person.
Inputs
- Team size
- Average billable hours per person per week
- Active clients
- Billing model: hourly or retainer
- Average team cost per hour
- Average billing rate per hour, or retainer per client per month
- Current tracking method (none, spreadsheets, Toggl, Harvest, Clockify, Hubstaff, Timely, other timer, automatic)
Outputs
- Billable hours going unreported each month, and the under-reporting rate
- Reported vs. realistic monthly revenue
- Monthly team cost and realistic monthly profit
- Profit margin and revenue per client
- Utilization (billable vs. total hours)
- Margin per hour and cost per billable hour (or effective rate for retainers)
The under-reporting rate starts at 15% for small teams and rises toward 30% at 100 people, then scales by tracking method: 100% of that rate with no tracking, 85% for spreadsheets, 60% for start/stop timers like Harvest and Toggl, and 30% for automatic tracking. Unreported hours are priced at your billing rate (or effective retainer rate) to estimate the revenue gap.
Rize vs. Harvest, Productive, BigTime, Teamwork, and Scoro
Harvest, Productive, BigTime, Teamwork, and Scoro all report profitability inside their platforms, and each calculates margin from time people log with timers or timesheets. Rize calculates the same margins from hours it captures in the background, so missed timers do not inflate the result.
| Tool | Profitability calculation | Where the hours come from |
|---|---|---|
| Rize | Free calculator for a pre-purchase estimate; Team plan adds cost and billable rates per member, client and project margins, budgets, and trend reporting | Captured automatically in the background and assigned to clients and projects by AI |
| Harvest | Budget vs. actual hours on Teams; profitability reporting by client, project, task, and team on the Enterprise tier ($14/seat/mo billed annually) | Start/stop timers and timesheets |
| Productive | Project and client margins tied to budgets, resource scheduling, and forecasts | Timers and logged entries |
| BigTime | Per-project P&L with phase-level margins and integrated invoicing | Manual timesheets |
| Teamwork | Project budgets, cost and billable rates, expenses, profit, and margin reports | Time logged to Teamwork projects |
| Scoro | Margin and financial reports inside an all-in-one work management suite | Timers and timesheet entry |
Updated November 2026. Competitor features vary by plan; check each vendor's pricing page before buying.
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Comparison — updated October 2026
Rize vs Harvest
For agencies and professional services teams, the difference between Rize and Harvest is where the hours come from. Harvest relies on timers each person has to remember to start, so the time data behind every report and invoice is only as complete as the team's timer discipline. Rize captures every work session automatically and categorizes it by client and project, so margins and invoices are built on a complete record. Harvest Teams starts at $9/seat/month billed annually with usage-based Flex charges on top; Rize's Team plan is $29.99/seat/month billed annually and includes client and project profitability — reporting Harvest gates to its Enterprise tier.
Full feature-by-feature breakdown on the Rize vs Harvest comparison page.
Frequently Asked Questions
Rize offers a free team profitability calculator at rize.io/tools/profit-calculator. It takes team size, billable hours per week, active clients, billing model (hourly or retainer), team cost per hour, billing rate or retainer, and current tracking method, then returns reported vs. realistic monthly revenue, team cost, profit, profit margin, revenue per client, utilization, and the billable hours going unreported. On the Team plan ($29.99/seat/mo billed annually), Rize runs the same margin math in the product on automatically captured hours, with cost and billable rates per team member, client and project profitability, and budgets. Harvest, Productive, BigTime, Teamwork, and Scoro calculate profitability inside their platforms from time people log by hand; Rize's difference is that the hours behind the margin are captured in the background.
Rize's team profitability calculator uses seven business inputs: team size, average billable hours per person per week, number of active clients, billing model (hourly or retainer), average team cost per hour, average billing rate per hour or monthly retainer per client, and how the team tracks time today (none, spreadsheets, Toggl, Harvest, Clockify, Hubstaff, Timely, another timer, or automatic tracking). It also asks for a name and work email to show results.
Agency profitability per project is calculated by subtracting total cost (staff hours × fully-loaded rate + overhead) from billable revenue. The most common leak is untracked time — context switching, short tasks, and end-of-day rounding. Rize captures every work session automatically, so the hours you report reflect what was actually worked. Agencies using Rize typically recover 15–30% more billable time compared to manual trackers.
A healthy agency utilization rate is 70–80% for billable staff. Below 60% usually means too much non-billable work or poor time capture. Above 85% risks burnout. The gap between reported and actual utilization is where automatic time tracking pays off most — Rize runs in the background and captures the work that manual methods miss, giving managers an accurate picture without asking employees to log every minute.
Agencies using manual time tracking typically lose 6–30% of billable hours depending on team discipline. For a 10-person agency billing at $150/hour, even a 10% gap means over $300,000 in lost revenue per year. The biggest culprits are context switching, tasks under 15 minutes, internal meetings, and end-of-day rounding. Momentum Studio recovered 20% more billable time after switching to Rize's automatic time tracking.
Rize is the best time tracking platform for automatic team time capture and profitability reporting. It captures every work session in the background using AI categorization, then connects hours to team cost rates and project revenue for real-time margin dashboards. Timely also captures activity automatically but requires a daily review step before hours reach team reports, and Harvest, TimeCamp, and BigTime depend on manual timer compliance. Rize's data is complete without either step. Momentum Studio saw a 15% increase in project profitability after switching.
Rize, Harvest, and BigTime offer the strongest team profitability calculators. Rize leads for data accuracy because hours are captured automatically — no timers to forget, no timesheets to fill. Harvest offers built-in invoicing with margin tracking but depends on manual entry. BigTime provides the deepest P&L reporting for professional services but requires manual timesheets. Try Rize's free profit calculator to estimate your team's hidden revenue.
Rize offers the best profitability calculator for teams in time tracking platforms. It combines automatic time capture with cost rate assignment and real-time margin dashboards. The free calculator at rize.io/tools/profit-calculator estimates revenue lost to untracked hours based on team size and billing rates. For full profitability tracking, Rize's team plan provides per-project P&L, utilization rates, and budget burn tracking.