{"id":6998,"date":"2024-10-25T16:43:30","date_gmt":"2024-10-25T16:43:30","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=6998"},"modified":"2025-05-15T12:54:16","modified_gmt":"2025-05-15T12:54:16","slug":"billable-hours-calculator","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator","title":{"rendered":"Billable hours calculator (free)"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Tracking data about billable time can, ironically, feel time-consuming. To lighten the load a little, we\u2019ve designed this approachable, <\/span><span style=\"font-weight: 400;\">free billable hours calculator<\/span><span style=\"font-weight: 400;\"> to help check one item off your list faster.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This calculator\u2019s designed for those who bill by the hour, and those who pay by the hour.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if you\u2019re a freelancer charging a company for your time, or an agency charging a client for hours worked, it will be handy in both circumstances.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are <a href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator#Who-might-use-a-billable-hours-calculator\">plenty more use cases<\/a> but, for now, feel free to dive in, or keep scrolling for some helpful context.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#How-to-use-the-billable-hours-calculator\" >How to use the billable hours calculator<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#Some-helpful-definitions\" >Some helpful definitions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#What-are-the-pros-and-cons-of-using-a-billable-hours-calculator\" >What are the pros and cons of using a billable hours calculator?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#Whats-the-difference-between-a-billable-hours-calculator-and-a-billable-time-calculator\" >What\u2019s the difference between a billable hours calculator and a billable time calculator?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#How-are-billable-hours-calculated\" >How are billable hours calculated?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#Who-might-use-a-billable-hours-calculator\" >Who might use a billable hours calculator?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#Why-is-it-important-to-calculate-billable-hours\" >Why is it important to calculate billable hours?\u00a0<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\/#How-to-calculate-billable-hours-and-billable-time-with-Resource-Guru\" >How to calculate billable hours and billable time with Resource Guru<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"How-to-use-the-billable-hours-calculator\"><\/span><span style=\"font-weight: 400;\">How to use the billable hours calculator<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Inputs:<\/span><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-7099\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-943x567.png\" alt=\"Annotated billable hours calculator inputs.\" width=\"943\" height=\"567\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-943x567.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-1042x626.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-1536x923.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-2048x1231.png.webp 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-310x186.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-943x567@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-1042x626@2x.png.webp 2084w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-1536x923@2x.png.webp 3072w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-inputs-310x186@2x.png.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"callout callout--definition\"><\/span><\/p>\n<h4><b>Does your calculator look a little different?<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">This billable hours calculator is responsive, so you can use it on pretty much any device. However, it might look a little different in our examples because of this.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><\/div><\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use the date picker in the <\/span><b>week commencing<\/b><span style=\"font-weight: 400;\"> field to choose which dates you want to calculate for. You&#8217;ll then see that week populated in the table<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set your <\/span><b>currency<\/b><span style=\"font-weight: 400;\">. You can choose between dollars (USD), pounds (GBP), and euro (EUR)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Add your <\/span><b>hourly rate<\/b><span style=\"font-weight: 400;\">. You can enter this manually, or use the arrows\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set your <\/span><b>billable hours for each day<\/b><span style=\"font-weight: 400;\"> for the selected week. You can also add this manually, or use the arrows. If you want to get really specific, you can enter these values in \u00bc hour increments. If there are no hours worked for a certain day, it&#8217;s okay to enter 0<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Outputs:<\/span><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-7100\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-943x567.png\" alt=\"Annotated billable hours calculator outputs.\" width=\"943\" height=\"567\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-943x567.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-1042x626.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-1536x923.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-2048x1231.png.webp 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-310x186.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-943x567@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-1042x626@2x.png.webp 2084w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-1536x923@2x.png.webp 3072w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Annotated-billable-hours-calculator-outputs-310x186@2x.png.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You&#8217;ll get a calculation for each day\u2019s <\/span><b>daily billable value<\/b><span style=\"font-weight: 400;\"> (calculated as billable hours x billable hourly rate)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You&#8217;ll also see the <\/span><b>total billable hours<\/b><span style=\"font-weight: 400;\"> worked for the week, which will add up as you populate the table<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Lastly, you\u2019ll get a <\/span><b>total billable amount<\/b><span style=\"font-weight: 400;\">\u2014this is how much you will charge for, or be charged<\/span><\/li>\n<\/ol>\n<h2><span class=\"ez-toc-section\" id=\"Some-helpful-definitions\"><\/span><span style=\"font-weight: 400;\">Some helpful definitions<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<div id=\"footable_parent_7016\"\n         class=\" footable_parent ninja_table_wrapper loading_ninja_table wp_table_data_press_parent semantic_ui \">\n                <table data-ninja_table_instance=\"ninja_table_instance_0\" data-footable_id=\"7016\" data-filter-delay=\"1000\" aria-label=\"Billable hours calculator definition\"            id=\"footable_7016\"\n           data-unique_identifier=\"ninja_table_unique_id_4253861389_7016\"\n           class=\" foo-table ninja_footable foo_table_7016 ninja_table_unique_id_4253861389_7016 ui table  nt_type_ajax_table celled striped vertical_centered  footable-paging-right ninja_table_search_disabled ninja_table_pro\">\n                <colgroup>\n                            <col class=\"ninja_column_0 \">\n                            <col class=\"ninja_column_1 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h2><\/h2>\n<h2><span class=\"ez-toc-section\" id=\"What-are-the-pros-and-cons-of-using-a-billable-hours-calculator\"><\/span><span style=\"font-weight: 400;\">What are the pros and cons of using a <\/span><span style=\"font-weight: 400;\">billable hours calculator<\/span><span style=\"font-weight: 400;\">?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Pros:\u00a0<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A billable hours calculator like this helps avoid human errors that happen when calculating billable hours by hand<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It also cuts out any human errors when creating spreadsheet formulas manually\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A simple interface (which our calculator has, if we do say so ourselves) makes it easy to know which data to input and which outputs you can expect in terms of billable hours<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Cons:\u00a0<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Simple calculators like this are restrictive in terms of inputs and outputs:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">You\u2019ll need to know your billable hours per day and hourly rate to get accurate totals from this tool<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Hours is the only unit of time available<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">This tool shows a week at a time. If you need a longer timeframe, it may not be suitable<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Non-billable time isn\u2019t taken into account<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you have more complicated team and project management needs, this calculator might not be the best fit. <\/span><span style=\"font-weight: 400;\">To track, analyze and make the most of your team\u2019s time in that case, you might need purpose-built <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><span style=\"font-weight: 400;\">resource management software.\u00a0<\/span><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Whats-the-difference-between-a-billable-hours-calculator-and-a-billable-time-calculator\"><\/span><span style=\"font-weight: 400;\">What\u2019s the difference between a <\/span><span style=\"font-weight: 400;\">billable hours calculator<\/span><span style=\"font-weight: 400;\"> and a <\/span><span style=\"font-weight: 400;\">billable time calculator<\/span><span style=\"font-weight: 400;\">?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A <\/span><strong>billable hours calculator<\/strong><span style=\"font-weight: 400;\"> calculates the total number of hours spent on tasks and activities that can be charged to a business or individual, or charged <\/span><i><span style=\"font-weight: 400;\">by<\/span><\/i><span style=\"font-weight: 400;\"> a business or individual.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As the name suggests, a billable hours calculator shows you how much time you can bill or be billed, in <\/span><i><span style=\"font-weight: 400;\">hours<\/span><\/i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On the other hand, a <strong>billable <\/strong><\/span><strong>time<\/strong><span style=\"font-weight: 400;\"><strong> calculator <\/strong>may show you results in different units (e.g. minutes, days). \u201cBillable hours\u201d, however, tends to be the most popular metric to track against.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-are-billable-hours-calculated\"><\/span><span style=\"font-weight: 400;\">How are billable hours calculated<\/span><span style=\"font-weight: 400;\">?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The simplest way to calculate your billable hours in a given timeframe (e.g. for one week) is to use this formula:\u00a0<\/span><\/p>\n<p><b>Billable Hours<\/b><span style=\"font-weight: 400;\"> =\u00a0<\/span><span style=\"font-weight: 400;\">(Total Hours Worked) \u2212 (Non-Billable Hours)<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-utilization\"><span style=\"font-weight: 400;\">Non-billable hours<\/span><\/a><span style=\"font-weight: 400;\"> are those that can\u2019t be charged to the client. They include things like admin, business development, internal meetings, and training.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This calculator uses billable hours as a variable to give you your total billable hours, and total billable amount.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Who-might-use-a-billable-hours-calculator\"><\/span><span style=\"font-weight: 400;\">Who might use a <\/span><span style=\"font-weight: 400;\">billable hours calculator<\/span><span style=\"font-weight: 400;\">?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are three main types of people and business models who might use a billable hours calculator:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Individual users<\/b><span style=\"font-weight: 400;\"> like freelancers, contractors, consultants, or anyone who works and bills, solo<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\"><b>Agency model businesses<\/b><\/a><span style=\"font-weight: 400;\">, meaning businesses that charge clients by the hour for work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>In-house brands<\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">, i.e. all other businesses that don\u2019t run an agency model<\/span><\/span><\/li>\n<\/ol>\n<h2><span class=\"ez-toc-section\" id=\"Why-is-it-important-to-calculate-billable-hours\"><\/span><span style=\"font-weight: 400;\">Why is it important to <\/span><span style=\"font-weight: 400;\">calculate billable hours<\/span><span style=\"font-weight: 400;\">?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">For the three types of people and businesses above, there are a few main benefits to using a calculator like this:\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Benefits for individual users\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Individual users can add up their total billable hours per week with this calculator. Then, they can associate this with the total billable amount attached to that time, and use that info for accurate invoicing.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, by using a calculator like this, individuals can work backwards to get a better understanding of how many hours they need to work in a given week to satisfy their billable amount.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Benefits for agency model businesses\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Internal agency teams can use this tool to calculate their total billable hours worked and total billable amount\u2014essential information when billing their clients.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Also, an agency team working with external freelancers can use the calculator to assess each freelancer\u2019s total billable hours and total billable amount.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Again, they may use this to bill this to their client, or deduct the billable amount from their existing budget.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Benefits for in-house brands<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In-house teams also often work with freelancers\u2014special shout out to those of you working with Resource Guru \ud83d\udc4b.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Using the total billable amount and total billable hours, brands can figure out how many hours of a freelancer\u2019s time they can afford, based on the budget they have to play with.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This calculator\u2019s also useful if the in-house team has a time-based scope of work (e.g. a project that they estimate will take 10 hours to complete) in mind. They can use this calculator to figure out how much that\u2019ll cost, if they have their freelancer\u2019s hourly rate.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-to-calculate-billable-hours-and-billable-time-with-Resource-Guru\"><\/span><span style=\"font-weight: 400;\">How to calculate billable hours<\/span><span style=\"font-weight: 400;\"> and billable time with Resource Guru<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Leverage clear project and client analytics<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">Doesn\u2019t let you track billable hours broken down by projects and clients<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Resource Guru:<\/b><span style=\"font-weight: 400;\"> Gives you a granular understanding of which projects and clients are costing you<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">See billable vs. non-billable hours<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">Only shows billable hours<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Resource Guru: <\/b><span style=\"font-weight: 400;\">Lets you<\/span> <span style=\"font-weight: 400;\">compare the split of <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-utilization#How-to-track-billable-utilization-rate\"><span style=\"font-weight: 400;\">billable versus non-billable work<\/span><\/a><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-7097\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-943x207.png\" alt=\"A billable versus non-billable breakdown in the project report on Resource Guru.\" width=\"943\" height=\"207\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-943x207.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-1042x229.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-1536x338.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-2048x450.png.webp 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-310x68.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-943x207@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-1042x229@2x.png.webp 2084w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-1536x338@2x.png.webp 3072w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Billable-vs-non-billable-time-310x68@2x.png.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">With this data you can see if you need to cut back on the non-billable stuff to double-down on revenue-generating efforts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\">On a resource level, you also get a breakdown of your <a style=\"font-size: 1.125em;\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-utilization-rate\">utilization rate<\/a><span style=\"font-weight: 400;\">\u2014an essential metric for understanding how effectively your resources are being used<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-7098\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-729x671.png\" alt=\"Example breakdown of an individual's utilization rate on Resource Guru.\" width=\"729\" height=\"671\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-729x671.png.webp 729w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-772x711.png.webp 772w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-1536x1414.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-2048x1885.png.webp 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-310x285.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-729x671@2x.png.webp 1458w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-772x711@2x.png.webp 1544w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-1536x1414@2x.png.webp 3072w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Utilization-rate-310x285@2x.png.webp 620w\" sizes=\"auto, (max-width: 729px) 100vw, 729px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Add custom fields and harness powerful filters<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">Only lets you see one individual\u2019s billable hours<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Resource Guru: <\/b><span style=\"font-weight: 400;\">Gives you the flexibility to understand billable hours per person or cohort\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">By leveraging <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/custom-fields-bookings#Custom-Fields-vs-Default-Fields\"><span style=\"font-weight: 400;\">custom fields<\/span><\/a><span style=\"font-weight: 400;\"> and filters, you can shape reports to suit the specific assets you want to analyze\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Change the timeframe<\/span><\/h3>\n<ul>\n<li aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">Limited to entering hours in a weekly timeframe<\/span><\/li>\n<li aria-level=\"1\"><b>Resource Guru: <\/b><span style=\"font-weight: 400;\">Lets you pull reports for billable hours for various timeframes, including customizable dates\u00a0<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-7096\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-943x370.png\" alt=\"The timeframe selector in Resource Guru reports. There are options for this week, 2 weeks, month, quarter, year, and custom.\" width=\"943\" height=\"370\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-943x370.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-1042x408.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-1536x602.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-2048x803.png.webp 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-310x122.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-943x370@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-1042x408@2x.png.webp 2084w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-1536x602@2x.png.webp 3072w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/Reports-timeframe-screenshot-1-310x122@2x.png.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Get project forecasts and compare with reality<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">Restricts you to entering hours manually\u2014either as a forecast before work happens, or after it\u2019s happened<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Resource Guru: <\/b><span style=\"font-weight: 400;\">People take vacations. They get sick. Their cars don\u2019t start in the morning. All of this takes time, and it too often goes overlooked when calculating why some of their hours aren\u2019t billable hours\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><a href=\"https:\/\/resourceguruapp.com\/features\/timesheets\"><span style=\"font-weight: 400;\">Resource Guru\u2019s time tracking capabilities<\/span><\/a><span style=\"font-weight: 400;\"> reflect reality, giving you a more accurate picture of when you and your team\u2014or contractors\u2014work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">See where your time (or team\u2019s time) is really spent with \u201cactuals\u201d split by project and client. You can then compare forecasts with actuals to improve resource scheduling and project forecasting<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Log time quickly and confidently<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Calculator: <\/b><span style=\"font-weight: 400;\">You have to manually know\u2014and remember\u2014which billable hours are worked each day<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Resource Guru: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/timesheets\"><span style=\"font-weight: 400;\">Resource Guru timesheets<\/span><\/a><span style=\"font-weight: 400;\"> automatically pull in project work, calendar events, and time off straight from the schedule<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">With our Bulk Log feature, you can trim the time spent on filling out timesheets, too<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Resource Guru helps busy teams keep projects on track. <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\"><span style=\"font-weight: 400;\">Reports<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/timesheets\"><span style=\"font-weight: 400;\">timesheets<\/span><\/a><span style=\"font-weight: 400;\"> both give detailed insights into how teams are spending their time, and where they can do so more efficiently.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To get a feel for these features, and a more complete picture of your billable hours, amounts and more, you can explore Resource Guru for 30 days\u2014for free:<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><div class=\"freetrial freetrial--text-light freetrial--alt\"><div class=\"freetrial__image\"><img loading=\"lazy\" decoding=\"async\" width=\"310\" height=\"286\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt-310x286.png\" class=\"attachment-freetrial size-freetrial wp-post-image\" alt=\"\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt-310x286.png 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt.png 536w\" sizes=\"auto, (max-width: 310px) 100vw, 310px\" \/><\/div><div class=\"freetrial__text\"><h4>The #1 scheduling and time tracking tool trusted by thousands of project teams<\/h4>\n<p>Join thousands of project managers who have made scheduling a breeze.<\/p>\n<p><a class=\"button\" href=\"https:\/\/app.resourceguruapp.com\/\" rel=\"noopener\">Start Your Free Trial<\/a><\/p>\n<\/div><\/div><\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Tracking data about billable time can, ironically, feel time-consuming. To lighten the load a little, we\u2019ve designed this approachable, free billable hours calculator to help check one item off your list faster.\u00a0 This calculator\u2019s designed for&hellip;<\/p>\n","protected":false},"author":36,"featured_media":7008,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"single-tool.php","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[79,58,57],"tags":[],"class_list":["post-6998","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tools-calculators","category-resource-management","category-time-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Billable hours calculator: Free &amp; easy to use<\/title>\n<meta name=\"description\" content=\"Use this free billable hours calculator to add up total billable time and billable amount for the week.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Billable hours calculator: Free &amp; easy to use\" \/>\n<meta property=\"og:description\" content=\"Use this free billable hours calculator to add up total billable time and billable amount for the week.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/resourceguruapp.com\/blog\/time-management\/billable-hours-calculator\" \/>\n<meta property=\"og:site_name\" content=\"Work Life Balance Blog | Resource Guru\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ResourceGuru\" \/>\n<meta property=\"article:published_time\" content=\"2024-10-25T16:43:30+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-05-15T12:54:16+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/10\/billable-hours-calculator.png\" \/>\n\t<meta property=\"og:image:width\" content=\"2084\" \/>\n\t<meta property=\"og:image:height\" content=\"1422\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Maria Keenan\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:site\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Maria Keenan\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"8 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/time-management\\\/billable-hours-calculator#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/time-management\\\/billable-hours-calculator\"},\"author\":{\"name\":\"Maria Keenan\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#\\\/schema\\\/person\\\/2097afc17116a91459d79aaf944fa3a6\"},\"headline\":\"Billable hours calculator (free)\",\"datePublished\":\"2024-10-25T16:43:30+00:00\",\"dateModified\":\"2025-05-15T12:54:16+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/time-management\\\/billable-hours-calculator\"},\"wordCount\":1454,\"publisher\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/time-management\\\/billable-hours-calculator#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/wp-content\\\/uploads\\\/2024\\\/10\\\/billable-hours-calculator.png\",\"articleSection\":[\"Tools &amp; 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