Billable Hours Calculator
Hours and rates per client, line totals, and the invoice number you actually need.
| Client or task | Hours | Rate ($/h) | Amount | |
|---|---|---|---|---|
| $0.00 |
Everything stays in your browser. Copy the summary into an invoice, an email, or your time-tracking system.
Invoice day. Six clients, three different rates, a notes app full of entries like “Tues site fixes 2ish hrs”, and a growing suspicion you undercharge.
Lay it out here instead. One line per client or task, hours times rate, totals done as you type. The utilization check at the bottom is the quiet truth-teller: enter everything you worked this period, billable or not, and see what share of your time actually earned. That number decides rates better than any gut feeling.
Copy the summary straight into your invoice or email. Your lines stay saved in your browser for next time.
If the utilization number came as a shock, the two pages either side of this one are worth a look. The time tracker measures it as you work instead of asking you to estimate it, and the freelance rate calculator turns it into the rate you should be charging.
How the totals are worked out
Each line multiplies its hours by its own rate, and the lines add up to the invoice total. Hours are entered as decimals, so a quarter hour is .25, a half hour .5 and three quarters .75.
Utilization is your billable hours divided by every hour you worked in the period, billable or not, shown as a percentage. It is the figure that tells you whether your rates are really working.
A worked example
Say the week's lines are 12.5 hours for a retainer client at $85, 6 hours at $110 and a rush job of 3.25 hours at $140. That is $1,062.50, $660 and $455, a total of 21.75 hours and $2,177.50.
If you worked 32 hours that week in all, utilization is 21.75 ÷ 32, or 68 percent. Spread across every hour worked, the week earned $68.05 an hour, well below any rate on the invoice. That effective rate is the number to look at when you decide what to charge next.
Mistakes that cost money
Typing minutes as decimals. Two hours fifteen minutes is 2.25 hours, not 2.15. At $85 an hour that one slip loses $8.50, and it repeats on every line with minutes in it. The minutes to decimal hours converter has the full table.
Leaving non-billable time out of the worked hours. Admin, proposals and chasing invoices are real hours. Leave them out and utilization looks healthier than it is.
Rounding inconsistently. If your agreement bills in increments, such as quarter hours, apply them the same way to every entry, and put the rule in your contract so clients know what to expect.
You just did this by hand. Next month it can already be done.
PomoTodo tracks focus sessions against the task and project they belong to, then turns them into these exact lines (hours, rate, total) without you reconstructing the month from memory. It also shows the number this page can only estimate: what each project actually paid you per hour.
Free plan tracks unlimited focus time across unlimited tasks. No card required.
More tools
Start a timer, tag a project, get hours and what they are worth.
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Build an invoice and download the PDF. Free, no signup.
Clock in, clock out, breaks, weekly totals and overtime pay.
Questions
How are billable hours calculated?
Each line multiplies hours by that client's rate, and the lines sum into your invoice total. Enter hours as decimals, so 90 minutes is 1.5. Set a default rate once and new lines inherit it.
What is a good utilization rate?
Utilization is billable hours divided by total hours worked. Many freelancers and agencies land between 60 and 80 percent, since admin, sales, and email eat the rest. Enter your total worked hours below the table and the calculator shows your percentage.
Can I bill different clients at different rates?
Yes. Every line has its own rate, so one calculator can hold a retainer client at one rate, a rush job at another, and that legacy client you keep meaning to reprice.