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Free resource planning templates and calculators for agencies
Excel templates for capacity planning, resource allocation, project staffing and rate cards, plus calculators for utilisation, billable hours and consultancy rates. Built for agencies and consultancies, free, with no sign-up.
Calculators
For the numbers agency owners and ops leads check every month: how busy the team is, how much of that time a client pays for, and what to charge.
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Billable utilisation calculator
Resource and billable utilisation for each person and the whole team, flagged against a 70–85% planning range, with agency targets by role.
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Billable vs non-billable hours calculator
See what share of logged hours was billable, where the non-billable time went, and what the gap to your target costs.
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Billable hours calculator
Add up billable hours and the amount to bill for one person or a whole team, each at their own rate, with 6- and 15-minute rounding.
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Consultancy rate calculator
Set break-even and target rates for each role from salary, overheads and utilisation, then price a project with a blended team rate.
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Templates
Free Excel templates for planning who works on what, with example data and plain formulas that also work in Google Sheets and LibreOffice. No email needed to download.
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Resource planning template
Plan your people across every project for the next 12 weeks, with pitches weighted by their chance of winning and a project timeline.
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Capacity planning template
Weekly capacity against booked hours for each person, so you know if you can take on the work before you promise it.
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Resource allocation template
Allocate hours by person, project and week, and spot double bookings at a glance.
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Project staffing plan template
Roles by week for a single project, for staffing a new piece of work rather than planning headcount.
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Agency rate card template
Roles, day rates and hourly rates on one card, with a blended-rate tab for pricing a mixed team.
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Which tool to use
Start with the billable utilisation calculator if you want to know whether the team is too busy or not busy enough. It divides booked and billable hours by available hours, which is the number most agencies set targets against. If utilisation is lower than you expected, the billable vs non-billable hours calculator shows where the rest of the logged time went and what the gap costs.
Use the billable hours calculator at the end of a month or a project to add up what to invoice across a team at different rates. Use the consultancy rate calculator when you set or review rates: it works back from salary, overheads and a realistic utilisation target to the rate each role needs to charge.
When a spreadsheet stops working
These tools look at one period at a time. Once you're re-entering the same hours every week, it's time for a live plan. Kavaro is resource management software for agencies and consultancies. It shows capacity, bookings and billable utilisation for the weeks ahead, from the schedule you already keep. See pricing or start a free trial.