Quick answer
Plan capacity by estimating the hours each recurring job needs, adding up work due in each month, and comparing it with each person's available hours after leave and admin. Where demand exceeds capacity, bring work forward, reassign it or adjust scope before busy season, not during it.
Written by Waqas Sagar ACA FCCA, Founder of Accotax and Remindoo · Last updated · 5 min read · Part of Team, capacity and reporting guides
Why capacity problems surprise firms
Capacity planning for accounting firms is hard because the workload is uneven. January Self Assessment and the December and September year-end peaks pile onto normal monthly work.
Without estimates, the first sign of overload is missed internal deadlines.
Why gut feel is not enough
Managers often know who is busy, but not by how much, or who has spare time next month. Timesheets alone look backwards, not forwards.
A practical capacity method
Give each recurring service an estimated time. Add up estimated hours by person and by month using the internal deadlines.
Work out available hours: contracted hours minus leave, training and admin. Compare the two and highlight months over 85 to 90 percent.
Rebalance early by starting jobs sooner, reassigning or chasing records earlier. Afterwards, compare recorded time with estimates and adjust.
| Measure | How to calculate |
|---|---|
| Available hours | Contracted hours − leave − admin |
| Allocated hours | Sum of estimates for work due |
| Load | Allocated ÷ available |
| Variance | Recorded time − estimate |
Reading the results
Look at utilisation by person and by service. A service that always runs over its estimate may be underpriced or need a better process.
How Remindoo solves this
Remindoo shows hours allocated against hours available for each person, with work and utilisation, employee reporting and service time analysis. Estimated time on tasks and time recording let you compare plan with reality.
- Work & Utilisation
- Hours Allocated vs Available
- Employee Reporting
- Service Time Analysis
- Estimated Time Allocation
- Time Recording
Frequently asked questions
What is a healthy utilisation rate?
There is no single right figure; it depends on role. Many firms plan below full capacity for reviewers and managers, who need time for queries and supervision. Track trends rather than chasing one number.
How do you estimate time for a job?
Start with last year's recorded time for similar jobs, adjusted for known changes. If you have no records, agree a standard estimate per service and refine it after each cycle.
How early should busy-season planning start?
Ideally several months ahead, so you can chase records, move work earlier and arrange cover before the peak arrives.
Can capacity data help with pricing?
Yes. Comparing recorded time with fees by service shows where work takes longer than the price allows.
