Tiny Agency Capacity Spreadsheet Template for Excel & Google Sheets
An operating model for a 2 to 5 person services firm. Track per-person utilization over a 12-week horizon, run a stage-weighted project pipeline, see revenue and gross margin from active work, and let the hiring trigger flag when capacity is too thin. Works in Microsoft Excel and Google Sheets.
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See Agency Owner Bundle 3 templates included • $48 offOne-time purchase
Tiny Agency Operating Model
Everything in This Agency Operating Model
Your Agency at a Glance
Open the dashboard and see where the agency stands. Team size, capacity hours, forecast hours, and blended utilization sit on the top row. Weighted pipeline, revenue, gross margin, and margin percent sit beneath. A banner flags whether utilization is above or below the hiring trigger.
- 8 KPI cards covering utilization, pipeline, and margin
- Banner flags utilization above the hiring trigger
- Utilization by person and pipeline by stage charts
Roster With Bill and Cost Rates
One row per person with role, weekly capacity hours, bill rate per hour, cost rate per hour, and status (FTE or Contractor). Total weekly capacity rolls up at the bottom. Founder cost is often zero since founders are not on salary.
- Name, role, capacity h/wk, bill rate, cost rate, status
- Mix FTEs and contractors in the same roster
- Total weekly capacity feeds every other sheet
Stage-Weighted Project Pipeline
One row per project with client, stage, hours forecast, value, and assigned person. Stage probabilities (Lead 20%, Quoted 50%, Active 100%, Done 100%, Lost 0%) drive a weighted value column. Totals at the bottom feed the dashboard.
- Project, client, stage, hours forecast, value, person
- Stage weights: Lead 20%, Quoted 50%, Active 100%, Done 100%
- Weighted value totals roll into the dashboard
Per-Person Over, On, or Under
For each person, capacity hours equal weekly capacity times the forecast horizon. Forecast hours come from a SUMPRODUCT across the pipeline by assigned person and stage weight. Utilization equals forecast over capacity, and a status column flips Over, On, or Under against your hiring trigger.
- Capacity hours = h/wk × horizon weeks
- Forecast hours stage-weighted from pipeline
- Status: Over, On, or Under vs hiring trigger
Revenue, Loaded Cost, and Gross Margin
Revenue equals the sum of Active and Done project values. Loaded cost is a SUMPRODUCT across the pipeline by person, matched to each person's cost rate on Team. Gross margin is revenue minus loaded cost, and margin percent is gross margin over revenue.
- Revenue = sum of Active + Done values
- Loaded cost = pipeline hours × cost rate per person
- Gross margin and margin % calculated for you
Two Charts on the Dashboard
A column chart shows utilization by person so you can see who is overloaded and who has runway. A second column chart shows weighted pipeline value by stage (Lead, Quoted, Active, Done) so you can see where the deal flow is concentrated.
- Utilization by person column chart
- Weighted pipeline by stage column chart
- Both charts update as you edit the team and pipeline
Configure It for Your Agency
Set your agency name, currency symbol, and forecast horizon in weeks. Set the utilization hiring trigger (85% is a common threshold) and target gross margin. The rest of the workbook reads these values, so the dashboard, utilization, and forecast all stay in sync.
- Agency name, currency, forecast horizon
- Utilization hiring trigger (default 85%)
- Target gross margin (default 50%)
Customizable & Flexible
Adapt the workbook to your agency. Add team members, change stage probabilities by editing the pipeline column, adjust the hiring trigger - the formulas update automatically. Works identically in Excel and Google Sheets.
- Add or remove team rows
- Adjust hiring trigger, margin target, and horizon
- Excel and Google Sheets compatible
Ready to take control of your finances?
Set Up in 20 Minutes
How the Tiny Agency Capacity Model Works
Open in Excel or Google Sheets
Get instant access after purchase. Open in Microsoft Excel directly, or import into Google Sheets - no software to install, no add-ons.
Configure Your Agency
On Settings, set agency name, currency, forecast horizon, utilization hiring trigger, and target gross margin. Takes a few minutes.
Add Team and Projects
List your team on Team with bill and cost rates. Add projects to Pipeline with stage, hours forecast, value, and assigned person.
Read Utilization and Margin
Utilization shows per-person status against the hiring trigger. Forecast shows revenue, loaded cost, gross margin, and margin percent.
Built for 2 to 5 Person Firms
Why Small Agencies Use This Workbook
Built for Small Services Firms
Team, pipeline, utilization, and margin in one workbook. No PSA system, no time tracker, no monthly close.
No Formulas to Write
Enter team and pipeline data in highlighted input cells. Utilization, revenue, loaded cost, and margin are pre-built.
Excel and Google Sheets
Works identically in Microsoft Excel and Google Sheets. No macros, no add-ons, no proprietary functions.
Free Lifetime Updates
Any updates we release to the capacity model included at no extra cost.
Your Agency Data Stays Private
Runs entirely in your spreadsheet. Your team and pipeline data stay in your file - we never see or store it.
One-Time Purchase
Pay once, use forever. No subscriptions, no monthly fees, no recurring charges.
Got Questions?
Frequently Asked Questions
Is this template free to use?
This template is not free, but it is available for a one-time purchase. This purchase gives you lifetime access to the template and to any updates we release.
What do you mean by lifetime access?
Lifetime access means that you will have access to this template for as long as you need it. You will not be required to pay any additional fees for continued access to the template or to any updates we release.
Do I need to sign up to use this template?
You don't need to create an account with us. The template is delivered as an Excel file: open it directly in Microsoft Excel, or import it into Google Sheets from your own Google account if you prefer working there.
What are the benefits of using this template?
This template offers a range of benefits, including: Easy-to-use interface, Customizable to suit your needs, Secure and private, Free access to any updates we release, One-time purchase for lifetime access.
Can I get future updates?
Yes. Whenever we release an update to this template, you get it at no additional cost - lifetime access covers every version we publish. We do not commit to a fixed update schedule; improvements ship when they are ready.
Do you offer any discounts?
There are no discount codes for individual templates, but many templates are also part of a bundle that costs less than buying the same templates separately. Either way it is a one-time purchase with lifetime access and free updates.
Do you have any access to my financial data?
No, we do not have access to your financial data when you use this template. The template is a file you keep yourself, on your computer or in your own Google Drive, so your financial information never reaches us.
Is this template financial advice?
Our templates are not financial advice. They are tools designed to help you manage your personal finances more effectively. If you need personalized financial advice, consider consulting with a financial advisor or accountant.
Can I make my own changes and customize this template?
Yes, you can make your own changes and customize this template to suit your needs. The template is designed to be flexible and adaptable, allowing you to add or remove sections, change formulas, and adjust formatting as needed.
Do you offer technical support?
This is a self-service product, and we do not offer technical support. However, if you encounter any issues or have any questions about the template, please contact our team for assistance. Because everyone's financial situation is unique, consider consulting with a financial advisor or accountant if you need personalized financial advice.
Do you offer refunds?
Because these digital products are delivered instantly, purchases are generally final once you consent to immediate delivery at checkout. If the file we delivered has a genuine error, such as a formula that miscalculates or a feature its page describes but the file lacks, tell us what does not match: we will fix or replace it, or refund you if we cannot. Reporting within 30 days speeds resolution but never limits your statutory consumer rights; the full policy is in our Terms & Conditions.
Can't find the answer you're looking for? Contact our team
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Highlights:
Run Your Agency on Real Utilization, Not Gut Feel
Get the Tiny Agency Capacity and Utilization template and see who is overloaded, what the pipeline is worth, and what margin Active work is producing.