Workflow · People · Opening soon
Billable utilization by employee
Work out each employee's billable utilization by month. Use exported Harvest time entries and monthly capacity data, then divide billable hours by available hours.
Someone typed
“calculate each employee's billable utilization by month: billable hours divided by available hours”
The agent read it as
Calculate each employee's billable utilization by month using Harvest Time Entries and Harvest Employee Monthly Capacity.
What the agent built
3 steps, each one an ordinary Mammoth step you can open and change.
File
Harvest Time Entries
CSV export · 45 rows
File
Harvest Employee Monthly Capacity
CSV export · 24 rows
Step
Total billable hours by month
Step 1
Join
Add billable hours
23 of 24 paired
Step
Calculate utilization
Step 3
Result
Monthly Billable Utilization
24 rows
Schedule
Runs when you say
Proposed
- FileHarvest Time EntriesCSV export · 45 rows
- FileHarvest Employee Monthly CapacityCSV export · 24 rows
- StepTotal billable hours by monthStep 1
- JoinAdd billable hours23 of 24 paired
- StepCalculate utilizationStep 3
- ResultMonthly Billable Utilization24 rows
- ScheduleRuns when you sayProposed
Checked on the sample files: every step ran, 24 rows came out, and the join paired 23 of 24 rows.
- Download Harvest Time Entries sample (45 rows)Harvest: Reports > Time > Detailed > Export CSV
- Download Harvest Employee Monthly Capacity sample (24 rows)Harvest: Company Settings > People > Export CSV
What you get back
The result of that run, the rows to look at first.
Monthly Billable UtilizationSample data24 rows
| Employee | Month | Billable utilization (%) | Billable hours | Available hours |
|---|---|---|---|---|
| Ava Chen | 2026-09 | 8.4 | 13.50 | 160 |
| Ben Ortiz | 2026-09 | 8.4 | 13.50 | 160 |
| Cara Singh | 2026-09 | 8 | 11.50 | 144 |
| Diego Flores | 2026-09 | 7.8 | 12.50 | 160 |
| Elena Novak | 2026-09 | 4.8 | 8 | 168 |
| Farah Khan | 2026-09 | 10 | 12 | 120 |
| Hugo Miller | 2026-09 | 3.8 | 6 | 160 |
| Maya Ibarra | 2026-09 | 3.8 | 3 | 80 |
| Ava Chen | 2026-10 | 4.5 | 7.50 | 168 |
| Ben Ortiz | 2026-10 | 9.2 | 15.50 | 168 |
| Cara Singh | 2026-10 | 6.9 | 10.50 | 152 |
| Diego Flores | 2026-10 | 4.1 | 6.50 | 160 |
How do you calculate billable utilization by employee by month?
Export Harvest time entries and employee monthly capacity, then load both files into the workflow. It totals billable hours by month for each employee, adds the billable hours, and calculates utilization as billable hours divided by available hours. The result is monthly employee utilization.
How it works
How to use the Monthly Billable Utilization workflow
- 1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
- 2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
- 3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.
Monthly Billable Utilization: questions
Which export should you use?
Use the file with time entries for billable hours and the file with monthly capacity for available hours. The workflow reads both exported files and matches the rows by employee and month.
What happens to rows that do not match?
Rows that do not match the employee and month rules are left out of the calculation. You can review them in the output and decide whether to fix the source file or adjust the matching rules.
How do you change the rules?
Edit the rules in words, for example, change which columns are used for employee name, month, billable hours, or available hours. You can also change how rows are grouped before the utilization calculation runs.
Get early access to this workflow
It will open already built and checked on the sample files. Swap in your own exports and see your result.
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