Agency capacity calculator
How many more clients can your team take, and what would that earn? Enter five numbers to see your revenue, gross margin, effective hourly rate and capacity, then try a price rise or a leaner workload. Free, no sign-up, and nothing leaves your browser.
Results
- $24,000
- 55%
- $100/h
- 75%
- 2
- $30,000
You earn $24,000 a month and spend about $10,800 delivering it, leaving $13,200 before overheads.
Your team can take 2 more clients at this workload, up to 10 in total and $30,000 a month ($16,500 gross profit).
Gross margin here is revenue minus delivery cost only. Rent, software you don’t bill and your own non-client time come out of it.
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How the calculator works
| Result | Formula |
|---|---|
| Monthly revenue | Clients × retainer |
| Delivery cost | Clients × hours per client × loaded hourly cost |
| Gross margin | (Revenue − delivery cost) ÷ revenue |
| Effective hourly rate | Retainer ÷ hours per client |
| Capacity used | Clients × hours per client ÷ team hours |
| Most clients you can serve | Team hours ÷ hours per client, rounded down |
The what-if sliders change the retainer and the hours per client by a percentage, so you can see what a price increase or a leaner process does to margin and capacity before you change anything. To work out what to charge one client, use the retainer pricing calculator.
FAQ
How do I calculate my agency's capacity?
Divide your team's billable hours per month by the hours one client takes per month. That's the most clients you can serve at today's workload; subtract the clients you have to see how many more fit.
What is an effective hourly rate?
Your average retainer divided by the hours a client actually takes. It shows what your time really earns, which is often well below the rate you think you charge once meetings, revisions and reporting are counted.
What should I count as hours per client?
Everything the team spends on that client each month: delivery, calls, revisions, approvals, reporting and account management. Track two or three weeks of real time if you're unsure; estimates usually run low.
What is a loaded hourly cost?
What one hour of a team member costs you, including salary, payroll taxes, benefits and the tools they use, divided by the billable hours they work. For contractors it's usually their hourly rate.
What gross margin should an agency aim for?
It depends on your services and overheads, so set your own floor: the margin each client needs to leave so rent, software and your own non-client time are covered with profit left over. This calculator shows gross margin before those overheads.
Is my data saved or sent anywhere?
No. The calculator runs in your browser. Your numbers are only kept in the page address, so you can bookmark or share a result.
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