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Admin time cost calculator

Admin rarely looks expensive because it arrives five minutes at a time. Adjust the everyday tasks below to match a normal week in your business, and see the hours and the money they add up to over a year. Everything runs in your browser. Nothing you type is sent to us, and nothing is stored.

  • Free, no sign-up
  • About 3 minutes
  • Nothing leaves your browser

Admin time cost calculator

A normal week

  • Retyping quotes into invoices
  • Chasing unpaid invoices
  • Confirming and moving bookings
  • Updating spreadsheets and job lists
  • Looking for files, photos and emails
  • Answering where-is-my-job calls
  • Typing receipts into the books
The cost of an hour

Their pay plus their share of overheads.

Admin in a year

What it costs a year
$15,600
Hours a year
520
Hours a week
10.8
The biggest single task
$3,600
Updating spreadsheets and job lists, 120 hours a year.

How to use it.

  1. 1

    Pick your tasks

    Untick anything that does not happen in your business, and change the minutes and how often.

  2. 2

    Price the hour

    What an hour of the person doing it costs the business, with their share of overheads.

  3. 3

    See the year

    Hours a week, hours a year and the yearly cost, with the biggest task first.

The arithmetic, in full.

No black box. This is exactly what the tool calculates, so you can check it by hand.

  1. Minutes a week = the sum of each task's minutes x times a week
  2. Hours a year = minutes a week / 60 x working weeks
  3. Cost a year = hours a year x hourly cost

A worked example

The starting values add up to 650 minutes a week: about 10.8 hours, or 520 hours over 48 weeks. At $30 an hour, that is $15,600 a year. They are example numbers; replace them with your own.

Common questions.

Are the starting values typical?

They are starting points for you to change, not averages. The figures that matter are yours: time one ordinary week and use what you measure.

What should the hourly cost be?

What that hour costs the business: the person's pay plus their share of overheads. If you do the admin yourself, use your own hourly rate.

Which of these tasks does grewray take off your hands?

Turning quotes into invoices, payment reminders, booking confirmations and reminders happen automatically, and files and receipts are filed on the job as you go. You still review and approve.

More free tools, and the real thing.

Each calculator answers one question. grewray keeps the answers current, on every job.

Give the paperwork to grewray.

Start a free trial today. If you have data to bring, we move it in for you.

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