We have created an Excel file to help you calculate the billable rate of your collaborators quickly, by entering some data collected from OOTI.
Summary
I/ Collect the data
II/ Fill in the file
I/ Collect the data
To fill in this file, you will need the salary file, the total overhead costs (including VAT), and the number of working days for each of your collaborators.
To obtain the salary file previously entered in OOTI, click on your name > data > exports > + new export > employees - contracts.
For the total amount of your VAT-inclusive overhead costs, you need to retrieve your annual total (Costs tab > Overhead Costs), to which you add your taxes.
For the number of working days for each of your employees, you need to take the total number of days in the year and subtract weekends, public holidays, and the non-working days of your employees (all absences such as vacation days, WTR, recovery days, etc.).
For example, in 2024, there are 366 days, including 9 public holidays falling on weekdays, 104 Saturdays and Sundays, and 25 paid vacation days, resulting in a total of 227 working days.
II/ Fill in the file
Once these informations are collected, download the file.
⚠️: You cannot modify this file directly, you must download it. Also, only modify the cells and columns indicated and do not edit the formulas for the file to function properly.
In the "Salaries" tab of the file, copy the data retrieved from your payroll export from OOTI, replacing the examples, starting from cell A2.
In your list of collaborators, distinguish between productive collaborators (who work on the production of your projects) and non-productive collaborators (who only enter administrative time).
Extract the non-productive collaborators from the 'salaries' sheet and drag them into the 'overhead costs' sheet, below the 'collaborator' line.
In the "overhead costs" sheet, in cell "A2," enter your total annual overhead costs including VAT.
In cell B2, you will find the total annual salary of non-productive collaborators, and in cell C3, the sum of this amount and your annual overhead costs.
Finally, in the "billable rate" sheet, enter the number of working days per collaborator in column B and the margin you wish to apply in column C.
If you do not apply a margin, you can enter 1 (1 = 100% of the billable rate). For example, if you apply a 25% margin, enter 1.25 (1 = 100% of the billable rate + 0.25 of that rate).
You will obtain in column D the daily billable rate of your productive collaborators! 🎉
This figure combines their salary, the share of overhead costs and non-productive salaries, taking into account their number of working days and the margin applied.