Billable vs Non-Billable Utilization Tracker

The problem this kills

You run a services team, and every week the same fire drill happens: someone exports time entries, pastes them into a spreadsheet, eyeballs which hours were billable, divides by "available hours" (was that minus PTO? minus the holiday?), and ships a utilization number that three people quietly distrust. By the time it reaches the partner meeting or the comp model, nobody remembers which entries got reclassified or why. Under-utilized people slip through a week too long; over-utilized people burn out before anyone notices.

Utilization drives revenue, hiring, and pay - it's too important to live in a fragile, un-audited spreadsheet that one person rebuilds by hand every Monday.

What you'll build

A small, private web app where you import approved time entries, the tool classifies each hour as billable or non-billable, and it computes a utilization rate for every person and for the team - measured against the target you set, on the available hours you define (with PTO and holidays handled correctly). It flags who's under-target and who's over-target at a glance. A manager can reclassify any entry (with a logged reason), and nothing gets published until a manager reviews and approves the period. Then you export a clean CSV in the exact columns your comp or forecast process expects.

What's inside the Implementation Plan

• A guided, copy-paste build: every step ends with a prompt you paste into your AI coding agent. No prior coding needed.
• It starts by interviewing you about your business - your billable rules, your available-hours math, how you name people and projects, your targets, and your messy edge cases - so the tool is tailored to how you actually work, not a generic template. It reads a short spec back to you and waits for your thumbs-up before building anything.
• A data model and validations shaped by your answers (your fields, your codes, your period definitions).
• The full utilization math: billable hours, available hours net of PTO/holidays, utilization rate vs target, per-person and per-team rollups, and under/over flags.
• Reclassification with a required, logged reason.
• A manager review-and-approve gate, an audit trail, duplicate protection, and a CSV export.
• A "No API yet?" path so you can build the whole thing today from a Google Sheet or CSV - no integration required.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own data.
• A complete audit trail - who imported, who reclassified, who approved, and exactly when.
• A hard human-in-the-loop approval gate - the tool computes the numbers and drafts the report, but a manager must review and approve the period before it's published or exported to comp/forecast.
• Duplicate guards so the same time entry can't be counted twice, keyed on the entry id.

Who it's for

Services and agency leaders, resource and staffing managers, delivery directors, and finance partners who need a utilization number they can defend - one that handles PTO and holidays correctly, keeps a record of every reclassification, and never ships without a manager's sign-off.

You've got this - paste the first prompt and let the agent interview you.