Technician Productivity Calculator
Audit your team's billable utilization, effective hourly rate, and per-tech profit. Find the underperformers fast.
Free forever, no signup needed, results update instantly
Most service business owners look at total revenue and 'feel' whether the team is productive. The math is more honest. This calculator shows you billable utilization (how much of paid time is actually billed), effective hourly billout, and gross profit per tech. Once you see the numbers, the underperforming tech (or the route problem, or the admin overhead) becomes obvious.
Quick startPick your industry to load real-world numbers
Your inputs
Edit any field, results update automatically.
Total billed across all techs, weekly average.
Hours you pay for. Typically 40 for full-time, 32-35 for part-time.
Hours actually billed to customers. Drive + admin + prep don't count.
Wage + payroll tax (7.65%) + workers comp (5-15%) + benefits. A $25/hr tech is ~$32-35 loaded.
Average across jobs. HVAC ~25%, plumbing ~20%, electrical ~25%, cleaning ~5%, lawn ~5%.
Your results
Billable utilization
65.0%
Industry healthy: 70-80%. Below 60% is leaking money.
Below healthy range
70-80% billable utilization is healthy in field service. Below 60% = drive/admin overhead is too high.
BLS field service productivity data + Smarfle benchmark, n=400+ accounts
Track every billable minute, find the leaks
Smarfle's Time Tracking captures hours per WO per tech. Dispatch + Route Optimization cut drive time. Reports show effective billout per tech so you know who's productive and who needs help.
Free for 14 days, no credit card
How this calculation works
Three numbers tell you everything about team productivity: 1. **Billable utilization** = billable hours / paid hours. Healthy field service: 70-80%. Most owners assume 90%+ but the real number is 60-65% because of drive time, admin, callbacks, prep, and waiting on parts. Every 10% of utilization is real money: a tech paid for 40 hours but only billing 26 has 14 hours of "ghost cost" per week. 2. **Effective billout rate** = revenue / billable hours. This is your "real" hourly rate (not the rate you quote, the rate you actually realize). A shop quoting $125/hr but realizing $95/hr after discounts + write-offs + estimate work has a 24% gap. 3. **Gross profit per tech** = (revenue per tech - direct cost per tech). The bottom-line answer to "is this tech earning their keep?" Healthy: 30-40% gross margin per tech in field service. The "recoverable revenue" line shows what changes if you lift utilization from where you are to the industry-healthy 75% (without raising rates or adding staff). For most owners this is 5-figures monthly.
Real scenarios
Find the persona closest to yours, then click to load those numbers into the calculator.
HVAC team of 4 with truck issues
$11K/week revenue, 26 billable hrs/tech of 40 paid (65% utilization).
Lift to 75% utilization (route opt + AI phone) = ~$170K/yr more revenue with the same team. Often the highest-leverage move available.
Cleaning crew of 6
$8.4K/week, 91% utilization (less drive than trades).
Already operating efficiently at the team level. Levers are tighter pricing + upsell mix, not utilization.
Solo owner-operator
Working 50 hrs/week, only 22 billable. Phone + admin eating field time.
AI receptionist + workflows free 8-12 hrs/week of office work. Those hours convert directly to billable revenue.
Smarfle CRM
Run this in your business, not just in a calculator
These Smarfle features close the loop on what this tool surfaces. Built for local service businesses, used by HVAC, plumbing, electrical, cleaning, lawn care, and 40+ other trades.
Time Tracking
Auto-start when WO moves to in-progress, auto-stop when complete. Surfaces real billable hours per tech without manual punch-in.
Learn moreDispatch Board
Kanban view of every tech's day. Drag-drop to reassign or change status. Spot the over/under-loaded tech instantly.
Learn moreRoute Optimization
Google Directions integration auto-orders stops to minimize drive time. Typical 20-30% reduction = +5-8% utilization.
Learn moreFrequently asked questions
More free tools
Hourly Rate Calculator
Figure out exactly what to charge per hour to hit your income target after expenses, taxes, and time off.
Route Cost Calculator
Calculate the true cost of a tech's daily route + see what optimized routing would save you per year.
Field Service Profit Margin Calculator
See your real profit margin on any job once you account for labor, materials, fuel, and subs.
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