Freelance Time Tracking Calculator
Estimate billable hours, non-billable time, earnings and effective hourly rate from your freelance work schedule.
Overview
This freelance time tracking calculator helps you estimate how much your working time produces in revenue. Enter your billable hours, non-billable hours, hourly rate, working weeks per year, and monthly business expenses to see your revenue, utilization rate, and effective hourly earnings.
How it works
The calculator starts by combining your billable and non-billable hours to find total working time. It then multiplies billable hours by your hourly rate to estimate weekly and annual revenue. Business expenses are annualized from your monthly costs and subtracted from annual revenue to estimate net income. Finally, net income is divided by your total annual hours worked to show your effective hourly rate, which helps reveal what you actually earn after unpaid time and recurring costs are considered.
How to use this calculator
- 1Enter your average billable hours per week.
- 2Add your non-billable hours such as admin, marketing, and internal tasks.
- 3Enter your average client hourly rate.
- 4Set how many weeks per year you expect to work.
- 5Add your recurring monthly business expenses and review the results.
Example Calculation
Billable hours per week
25
Non-billable hours per week
10
Average hourly rate
$60
Working weeks per year
48
Monthly business expenses
$300
Estimated weekly revenue
$1,500.00
With 25 billable hours and 10 non-billable hours per week at an average rate of 60, estimated weekly revenue is 1500 and annual revenue is 72000. After 3600 in yearly recurring expenses, estimated annual net income is 68400, with an effective hourly rate of about 40.71.
Frequently asked questions
What does this freelance time tracking calculator estimate?
It estimates your billable utilization, weekly revenue, annual revenue, annual net income after recurring expenses, and effective hourly rate.
What counts as non-billable time?
Non-billable time can include admin, proposals, marketing, bookkeeping, internal meetings, training, and client work you do not charge for.
Why is my effective hourly rate lower than my client rate?
Your effective hourly rate includes unpaid time and recurring business expenses, so it reflects what you earn across all work hours rather than only billed hours.
Should I include taxes in business expenses?
This calculator is best used for recurring operating expenses. Taxes are not included because tax treatment varies by location and business structure.
Can I use this calculator if my workload changes each month?
Yes, but the result will be a rough average. If your workload varies a lot, try using average values based on several recent months.
How can this help with pricing decisions?
It can show whether your current billable hours and rate produce the income you want, and whether low utilization is reducing your real hourly earnings.
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Assumptions and warnings
Assumptions
- Your average hourly rate stays consistent across all billable hours entered.
- Monthly business expenses are recurring and remain similar throughout the year.
- The calculator assumes your weekly time pattern is reasonably consistent over your working weeks.
- Results are estimates and do not include taxes, one-off expenses, unpaid invoices, or late payments.
Warnings
- This calculator provides an estimate only and is not financial or tax advice.
- Actual freelance income can vary due to workload changes, pricing changes, client payment delays, and untracked time.