Free planning tool

Agency time and coordination cost calculator

How much team time goes into emails, coordination and client approval around each post? Enter your own figures to see the monthly cost, cost per post and the split between the two workflows.

Your team’s inputs

The fields start with example figures. Replace them with your own team’s time data and internal hourly cost.

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Monthly content volume

Number of clients

Clients with the same workload. Calculate separately when their workflows differ.

Posts per client per month

Count a piece of content once, even when it targets several platforms.

Coordination

Total coordination work per post (minutes)

Add your team’s time spent clarifying briefs, emailing and finding files. Do not also include the approval rounds entered below.

Approval rounds

Approval rounds per post

An average is fine. For example, use 1.5 if only some posts need a second round.

Minutes per round per participant

Average time for one agency team member to review, handle feedback and prepare the next handover.

Agency participants per round

Count only your own team. Ten minutes involving two colleagues uses twenty person-minutes.

Internal hourly cost

Currency

After changing currency, enter the hourly cost again. The calculator does not convert exchange rates.

Average internal hourly cost

The internal cost of one team work hour in the selected currency. Use 6000 or 6000.50, for example.

Compare with my own improvement estimate

The calculator processes these values on this browser page without sending or saving them. Navigating away or refreshing restores the example figures.

Estimated monthly effort

—

Work hours per month—

Internal cost per month—

Cost per post—

Coordination and approval breakdown
Activity	Hours / month	Cost / month
Coordination	—	—
Approval	—	—

Cost per client per month—

Estimated annual cost—Assuming the same monthly workload for 12 months.

Compare your own estimate

Activity	Starting point	Estimated new value
Work hours / month	—	—
Cost / month	—	—

Work hours freed per month—

Monthly cost value of the time freed—

Reduction in total time—

Time freed is capacity that can be used elsewhere. Its cost value does not automatically become a cash saving.

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How the calculator works

Monthly posts = number of clients × monthly posts per client.
Coordination hours = monthly posts × coordination person-minutes / 60.
Approval hours = monthly posts × rounds × minutes per round per participant × agency participants / 60.
Monthly cost = total work hours across both workflows × internal hourly cost. Per-post and per-client amounts divide this total by the relevant volume.
The comparison reduces each workflow’s time separately using your percentages. The hourly cost and content volume remain the same.

The estimate prices your own team’s coordination and approval work. Content production, software fees, taxes and the client’s own time need to be considered separately. Displayed figures are rounded; costs use the unrounded work hours.

See the client approval workflow

Our screenshot guide covers the monthly handover, change requests and resubmission.

Client approval guide

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