Lead recovery & response
Missed Appointment Revenue Calculator
Works what missed appointments cost, where the slot cannot be resold.
Result
This counts both the lost job value and the cost of the wasted trip. If your techs fill a no-show slot with other work, lower the wasted-trip cost accordingly.
See appointment bookingHow the calculation works
Appointments missed times the gross margin on a typical visit, plus the cost of the travel already incurred where the crew arrived and nobody was home. The slot is perishable, so the loss is the whole contribution rather than a reduced payment.
What moves the number
- Number of missed appointments.
- Whether the crew travelled before discovering it.
- Gross margin per visit.
- Whether the slot could be refilled.
Where this one goes wrong
A crew that travelled to an empty property has lost the slot and the travel, which makes a missed appointment more expensive than a cancelled one and makes confirmation the day before genuinely worth the effort. Confirm appointments. A short-notice list is the other protection, since an appointment cancelled with a few hours' warning can sometimes be refilled and a slot refilled is a loss converted into revenue rather than merely reduced.
Before you quote
- Confirm appointments the day before.
- Keep a short-notice list to refill cancellations.
- Count the wasted travel as well as the lost slot.
Questions
About this calculator
What does a missed appointment cost?
The whole contribution of the slot, since it cannot be resold, plus the travel where the crew arrived and nobody was home. That makes it more expensive than a cancellation and makes confirmation worth the effort.
How are missed appointments reduced?
Confirmation the day before, by whatever channel the customer actually uses. It is a small amount of administration against the full cost of a lost slot, and it also surfaces the cancellations early enough to refill them.
Should there be a charge for missed appointments?
It depends on whether it is enforceable and whether it costs more in goodwill than it recovers. Confirmation prevents more than a charge recovers, and for a repeat customer the relationship is usually worth more than the fee.
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Please keep the attribution line. It is the only thing we ask in return.
How to use this calculator
- Appointments per month (appts). Enter your own figure; the page starts at 140 appts.
- No-show and cancellation rate (%). Enter your own figure; the page starts at 12%.
- Average job value ($). Enter your own figure; the page starts at $780.
- Close rate on attended appointments (%). Enter your own figure; the page starts at 55%.
- Cost of a wasted trip ($). Tech time and vehicle cost when nobody is home.
- Assumed recovery from reminders (%). Enter your own figure; the page starts at 40%.
The result updates as you type, so you can try a figure, see what it does to total annual cost of no-shows, and change it back. Nothing you enter is sent anywhere or saved.
A worked example
These are the figures the calculator opens with. Every number in the results column below is produced by the same calculation the page runs, so you can follow it through before putting your own figures in.
What goes in
| Input | Value |
|---|---|
| Appointments per month | 140 appts |
| No-show and cancellation rate | 12% |
| Average job value | $780 |
| Close rate on attended appointments | 55% |
| Cost of a wasted trip | $85 |
| Assumed recovery from reminders | 40% |
What comes out
| Result | Value |
|---|---|
| Total annual cost of no-shows main result | $103,622 |
| Monthly cost | $8,635 |
| No-shows per month | 16.8 |
| Recoverable per year | $41,449 |
No-shows cost you $103,622 a year. 16.8 wasted trips a month plus the work that never got quoted. Reminders recovering 40% would be worth $41,449.
How sensitive the answer is
Holding everything else steady and changing only average job value, this is what happens to total annual cost of no-shows. It is worth knowing which of your inputs the answer actually hinges on, and which barely move it.
| Average job value ($) | Total annual cost of no-shows |
|---|---|
| $390 | $60,379 |
| $585 | $82,001 |
| $780 example above | $103,622 |
| $1,170 | $146,866 |
| $1,560 | $190,109 |
Every other input is held at the example value while this one changes, which is not how a real job behaves. Treat it as a guide to which number matters most, not as five separate quotes.
What each figure means
- Appointments per month (appts)
- Measured in appts, starting at 140 appts.
- No-show and cancellation rate (%)
- A percentage, between 0 and 100, starting at 12%.
- Average job value ($)
- A money amount, starting at $780.
- Close rate on attended appointments (%)
- A percentage, between 0 and 100, starting at 55%.
- Cost of a wasted trip ($)
- Tech time and vehicle cost when nobody is home.
- Assumed recovery from reminders (%)
- A percentage, between 0 and 100, starting at 40%.
What the results tell you
| Result | What it is |
|---|---|
| Total annual cost of no-shows | The headline result. A money figure. |
| Monthly cost | A money figure. |
| No-shows per month | A decimal figure. |
| Recoverable per year | A money figure. |
Keep going
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