Unbilled Hours Calculator
The calls that never get logged, the hours written off at invoice time, the round-downs — priced with your own numbers, with the working shown. This is money you already earned.
The working — every step, your numbers
Now find out where it’s leaking
The calculator sizes the leak. The free Unbilled Hours Tracker (Excel) shows you where it is — worked vs logged vs invoiced hours, per person, per week:
- The three numbers that never usually meet: hours worked, hours logged, hours invoiced
- Leakage % per person, RAG-lit — green under 8%, red above 15%
- £ lost per week and per year at your own charge-out rate
This is money you already earned
No scare statistics. The sliders are your assumptions, the arithmetic is shown, and the number at the end is yours — built from work your team has already done.
Never logged
The in-between work — calls, quick looks, favours — done for the client but invisible to the invoice because it never reached a timesheet.
Written off
Logged, delivered, then quietly crossed off the draft invoice at month-end because nobody wants to defend the total.
Rounded down
Fifty minutes logged as forty-five, every task, every day. No single entry matters; the habit compounds into real money.
The working, shown
Every step of the calculation, in the open — so you can put the number in front of the team and nobody argues with the arithmetic.
Unbilled hours — questions
Four places, mostly. Work that never gets logged — the calls, the “quick looks”, the email threads answered between meetings. Scope creep absorbed quietly, because nobody wants the awkward conversation. Write-offs at invoice time, when the total “looks too high” and hours get crossed out. And round-down habits — the 50-minute task logged as 45. None of them feel like money on the day; all of them are.
Track time at the time, not at month-end — a timesheet reconstructed from memory on the 31st is guesswork, and guesswork is what gets written off. Show clients the log as you go, so the invoice is never a surprise. And when scope changes, say so when it changes — an agreed extra is billable; a silently absorbed one never is.
There’s no universal number — which is why the sliders here are assumptions you set, not statistics we quote. Run your own last month instead: hours actually worked on client work versus hours invoiced. Most teams that measure it find the gap bigger than they guessed, but the point is to measure yours, not to trust an average.
It’s deliberately simple, and it says so: leaked hours = people × logged hours × your total leakage percentage, and a year is counted as 46 working weeks. Strictly, unlogged work happens on top of the logged hours, so if anything the model understates the leak. It’s your own arithmetic on your own assumptions — move the sliders and the answer is yours.
We make Landing — the all-in-one platform where time is tracked where the work happens and flows straight to the invoice. A genuinely useful free calculator is the best introduction we know; the answer is yours either way. No payment, no trial, no strings.
More free tools
Meet Landing — time tracked where the work happens
A calculator sizes the leak; plumbing fixes it. In Landing, timesheets live inside the projects, boards and retainers — an hour logged on a card flows straight through to the invoice and the margin report. Nothing falls between the tools, because there’s nothing between the tools. One platform, 40+ connected tools, for agencies, teams and growing businesses.
See Landing in action →This calculator quotes no industry statistics — every figure is built from your own inputs. Model: leaked hours/week = people × logged hours × total leakage %; month = × 4.33 weeks; year = × 46 working weeks; a client-day = 8 hours. An approximation for sizing the problem — guidance, not accounting advice.