Does my team have enough hours this month?
What does the Team capacity planner do, and who is it for?
Plan team capacity across your project pipeline.
For: 5+ person agencies
Team capacity planner
Spot the gap before it bites
Capacity planning fails at two ends: nobody totals what's committed, or pipeline gets counted at 100% probability and the team over-commits. Give honest numbers, get an honest gap.
+What is the calculation?
Available. Team size times 110 billable hours per person per month - roughly 70% utilisation on a 160-hour working month, the band most delivery roles realistically clear.
Demand. Hours already committed to live work plus your pipeline hours weighted by close probability. Pipeline at 50% close and 40 hours of scope = 20 weighted hours.
Gap. Available minus demand. Positive = sellable headroom. Negative = a hiring or pipeline-pushing conversation.
You'd need roughly 2 freelancer-weeks - or to push that many hours of pipeline to next month - to fit the work.
- Available
- 660
- Committed
- 400
- Pipeline
- 300
Average-size project assumes 60 hours of delivery work. Freelancer-week assumes 30 billable hours. Adjust both in your head if your shop runs different scopes.
How this is calculated
Available hours are your team size times 110 billable hours per person per month, about 70% utilisation on a 160-hour working month. Demand is the hours already committed to live work plus your pipeline weighted by close probability.
The gap is available minus demand. A surplus is sellable headroom, a shortfall is a hiring or pipeline-pushing conversation. Weighting pipeline by probability is what stops the plan over-committing the team.
Sources
- 2026 Professional Services Maturity BenchmarkSPI Research (Service Performance Insight)509 firms, 160+ KPIs. Healthy billable utilisation 70%+, project margin 35%+, revenue leakage under 5%.
- Resource and Capacity Planning researchHarvard Business ReviewSustained over-utilisation drives burnout and quality loss, under-utilisation leaves margin on the table.
Frequently asked
How do I calculate team capacity?+
Multiply each person's realistic billable hours by your headcount, then subtract the hours already committed to live and pipeline work. The remainder is your sellable capacity for the month.
What is a healthy utilisation rate?+
Most agencies target 70 to 85% billable utilisation on delivery roles. Above that risks burnout and quality, below it leaves margin unused, so the right number depends on the role.
Why weight pipeline by probability?+
Counting every open deal at 100% close is the fastest way to over-commit. Weighting each by its real close probability gives an honest demand figure you can plan against.
What do I do with a capacity shortfall?+
Add freelancer hours, push lower-probability pipeline to next month, or reprioritise scope. Spotting the gap early is what turns it into a decision rather than a crisis.
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