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Utilization tracking software

Utilization updates
Live

Utilization updates

vs Admin splits
Billable

vs Admin splits

Capacity planning
Clear

Capacity planning

Track utilization nowSee target settings
What it means

What this means

What it is

Utilization tracking measures the percentage of employee work hours spent on billable client tasks compared to non-billable admin tasks.

Who needs this

Agency owners, operations directors, and department leads who must keep billable utilization above target thresholds.

The problem

Hidden admin work eats team capacity and reduces profits

If you only track total hours, you miss capacity leaks. Employees look busy, but they spend heavy hours on internal admin, meetings, and unbillable work. Without utilization tracking, you cannot spot why billing falls short.

Sound familiar?

Signs this is happening on your team

  • Team members are busy but billable hours remain low
  • You do not know the billable utilization rate of your staff
  • No clear split separates billable time from internal admin
  • Overloaded staff deliver low billable hours due to internal work
  • Pricing decisions are made without capacity metrics
The cost

What this costs you

Low billable utilization limits business profit margins, causes employee burnout from admin tasks, and prevents growth due to capacity blindness.

The solution

Automated utilization tracking and goals

TimeTracker calculates utilization rates automatically. By comparing billable logs to target work weeks, the system displays live utilization percentages on dashboards, flagging individuals below targets.

How it maps

From problem to outcome

  • Problem

    Hidden non-billable overhead

    Outcome

    Live utilization percentage tracking

  • Problem

    Team overloaded with admin tasks

    Outcome

    Clean split of billable vs admin entries

  • Problem

    Vague hiring planning

    Outcome

    Capacity metrics for planning

How it works

How it works in TimeTracker

Set billable utilization targets for team members

Track billable and non-billable hours daily

Compare actual utilization to targets on dashboards

Optimize team assignments to hit target capacity

Best for

Built for teams like these

By industry

Utilization Tracking by industry

Popular features

Reports & Dashboards

See where the time really goes

Break hours down by client, project, and team member. Find the work that pays off and the projects that run over.

Explore Reports & Dashboards→
Time Tracking

Employee time tracking your team will actually use

One click starts a timer, or people type hours in by hand. Every entry ties to a client, project, and task, so the record stays clean.

Explore Time Tracking→
Project Management

Keep projects on track and in budget

Define project phases, set budget caps, and track work progress in real-time. See margins and utilization without building reports manually.

Explore Project Management→
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FAQ

Frequently asked questions

How is the utilization rate calculated?
It is calculated as: (Billable Tracked Hours / Total Logged Hours) * 100, plotted against their weekly work schedule goal.
Can we set different targets by role?
Yes. You can set a 90% billable target for junior developers and a 50% target for managers who handle heavier admin.
Does the system track historical utilization trends?
Yes. You can report on utilization trends over weeks, months, or quarters to check performance changes.
Can we export utilization reports for reviews?
Yes, you can export utilization reports to review during employee evaluations and planning.

Optimize team capacity

Spot admin overhead and keep billable hours on target. Track utilization rates in real time with TimeTracker.

Track utilization now