Labor Burden Calculator, Excel and Google Sheets: True Hourly Cost per Employee, Minimum Bill Rate

See what each employee really costs you per hour worked and per billable hour, their burden %, and the lowest rate you can bill and still hit your target margin.

What it does
• Enter up to 30 employees: wage, paid hours, paid time off, benefits, tools and vehicle, and billable %.
• Adds payroll taxes, workers comp and liability insurance at the rates you enter.
• Shows total annual cost, cost per hour worked, burden %, cost per billable hour and minimum bill rate.
• The Summary gives crew averages and a printable rate card.

What's inside
One ZIP file (KitgridStudio-14-labor-burden-calculator.zip) with:
• KitgridStudio-14-labor-burden-calculator.xlsx for Microsoft Excel
• KitgridStudio-14-labor-burden-calculator-GoogleSheets.xlsx for Google Sheets
• KitgridStudio-14-labor-burden-calculator-HowTo.pdf: setup steps, the cells you edit, and how to open the kit in Google Sheets
• KitgridStudio-License.pdf: your license terms
• KitgridStudio-Download-Instructions.pdf: how to download and open the files

Tabs in the workbook
• Start Here: 6 setup steps and the exact cells you fill in.
• Settings: company name, payroll tax %, liability insurance %, overhead per billable hour, target margin, and up to 12 workers comp classes with rates per $100 of payroll.
• Employees: 30 rows. You enter columns A to J; the rest calculates.
• Summary: crew at a glance and a rate card by employee. Printable.

Sample data: A small crew with example rates, so you can see the math before you enter your own. Type over it with your own numbers.

Tested before release
Both files were tested with the sample data in Excel (Excel for the web) and Google Sheets: all 18 expected results matched (totals, single rows, blank rows, cross-sheet values and percentages, each worked out separately), with no formula errors across 597 formulas.
No macros, no add-ins, no external links. Input cells are blue text on light amber. In the Excel file, formula cells are locked with no password so they don't get typed over by accident.

Who it's for
Any trade business with hourly employees that wants to set bill rates from real cost.

Not the right fit if
You need payroll or tax filing. Every default rate is an example, not a real tax or insurance rate. Get yours from your payroll provider, insurer or accountant.

Works with
Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer.
• Excel on the web (free Microsoft account): Yes
• Google Sheets (free Google account): Yes. Upload the Google Sheets file to Google Drive and open it with Google Sheets
• Excel or Google Sheets phone and tablet apps: Opens and edits. Setup and printing are easier on a computer
• Apple Numbers: Not supported. It may open the file, but some formulas and formatting may not carry over
• LibreOffice: Not tested

How delivery works
• Instant digital download. Nothing ships.
• After checkout, go to Your account, then Purchases, then Download Files. Use a browser on a computer or phone; the Etsy app can't download files.
• You get one ZIP file (KitgridStudio-14-labor-burden-calculator.zip). Unzip it: on Windows, right-click it and choose Extract All. On a Mac, double-click it.
• Inside: the Excel file, the Google Sheets file, the how-to PDF, the license PDF and the download instructions PDF.
• For Google Sheets, upload the GoogleSheets.xlsx file to Google Drive and open it with Google Sheets.
• In Excel, if a yellow PROTECTED VIEW bar appears, click Enable Editing. Excel does this for every downloaded file.

FAQ
Q: Are the tax and insurance rates correct for my state?
A: No. They are examples only. Enter the rates from your payroll provider, insurer or accountant.

Q: What is billable %?
A: The share of worked hours you charge to jobs. Drive time, shop time and estimating usually are not billable.

Q: How do I handle office staff?
A: Enter 0% billable. Their cost still counts in crew totals; add it to your overhead instead of a bill rate.

Q: Does it work on a Mac or in Google Sheets?
A: Use the Google Sheets version in any browser, or open the Excel file in Excel on the web. Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer. Apple Numbers is not supported.

Q: Can I change the rates, categories and layout?
A: Yes. Rates and defaults sit on the Settings sheet and are examples only, so set them to match your suppliers, crew and market. To change a formula or the layout in Excel, use Review, then Unprotect Sheet (there is no password).

Save with a bundle
This kit is also in the Contractor Business Essentials bundle, together with: Job Cost Tracker; Bid and Estimate Builder; Change Order Log and Form; Overhead, Markup and Break-Even Calculator. All 20 kits are in the Complete 20-Kit Library. See the Bundles section of our shop.

License: one business. Use the kit for your own business's work, on any devices your business controls, and let your own staff use it. Change it however you like. Do not resell it, share the files outside your business, or upload them to any template site. The estimates, invoices and reports you make with it are yours. Full terms are in KitgridStudio-License.pdf.

This is a calculation tool. It is not tax, legal, accounting or engineering advice. Sample data and default rates are examples only. Check your numbers.

How this was made: Designed and tested by Kitgrid Studio with the help of AI tools. AI tools helped draft the formulas, sheet layout and instructions. Every kit is tested with sample data in Excel and Google Sheets before release.

Questions before you buy, or a file that won't open? Send us a message on Etsy. We reply within 2 business days, usually sooner. Digital files can't be returned, but if a file doesn't work as described, we'll fix it or help you get it working.

Version 1.0, 9/2026