Overtime Tracker & Cost vs Extra Hire Calculator
Weekly hours against contracted hours per person, overtime priced at each premium rate, department totals and a comparison with hiring an extra person.
Overtime Tracker & Cost vs Extra Hire Calculator is a free Excel workbook: 5 sheets, 481 live formulas and realistic sample data throughout, 21 KB as .xlsx.
The formulas are printed on this page, unedited, so you can check the method before downloading anything. Swap in your own numbers and the whole file recalculates — which is the part no chat window can hand you. Opens in Excel, Google Sheets, Numbers and LibreOffice; no add-in and no macro.
A look inside
This is a real slice of the Overtime sheet from the actual file — not a screenshot, and not a mock-up. Cells shown in violet are live formulas, exactly as they arrive.
| # | Name | W1 | W2 | W3 | W4 | W5 | W6 |
|---|---|---|---|---|---|---|---|
| 2 | =Employees!A2 | =MAX(0,Hours!B2-Employees!$C2) | =MAX(0,Hours!C2-Employees!$C2) | =MAX(0,Hours!D2-Employees!$C2) | =MAX(0,Hours!E2-Employees!$C2) | =MAX(0,Hours!F2-Employees!$C2) | =MAX(0,Hours!G2-Employees!$C2) |
| 3 | =Employees!A3 | =MAX(0,Hours!B3-Employees!$C3) | =MAX(0,Hours!C3-Employees!$C3) | =MAX(0,Hours!D3-Employees!$C3) | =MAX(0,Hours!E3-Employees!$C3) | =MAX(0,Hours!F3-Employees!$C3) | =MAX(0,Hours!G3-Employees!$C3) |
| 4 | =Employees!A4 | =MAX(0,Hours!B4-Employees!$C4) | =MAX(0,Hours!C4-Employees!$C4) | =MAX(0,Hours!D4-Employees!$C4) | =MAX(0,Hours!E4-Employees!$C4) | =MAX(0,Hours!F4-Employees!$C4) | =MAX(0,Hours!G4-Employees!$C4) |
| 5 | =Employees!A5 | =MAX(0,Hours!B5-Employees!$C5) | =MAX(0,Hours!C5-Employees!$C5) | =MAX(0,Hours!D5-Employees!$C5) | =MAX(0,Hours!E5-Employees!$C5) | =MAX(0,Hours!F5-Employees!$C5) | =MAX(0,Hours!G5-Employees!$C5) |
| 6 | =Employees!A6 | =MAX(0,Hours!B6-Employees!$C6) | =MAX(0,Hours!C6-Employees!$C6) | =MAX(0,Hours!D6-Employees!$C6) | =MAX(0,Hours!E6-Employees!$C6) | =MAX(0,Hours!F6-Employees!$C6) | =MAX(0,Hours!G6-Employees!$C6) |
| 7 | =Employees!A7 | =MAX(0,Hours!B7-Employees!$C7) | =MAX(0,Hours!C7-Employees!$C7) | =MAX(0,Hours!D7-Employees!$C7) | =MAX(0,Hours!E7-Employees!$C7) | =MAX(0,Hours!F7-Employees!$C7) | =MAX(0,Hours!G7-Employees!$C7) |
| 8 | =Employees!A8 | =MAX(0,Hours!B8-Employees!$C8) | =MAX(0,Hours!C8-Employees!$C8) | =MAX(0,Hours!D8-Employees!$C8) | =MAX(0,Hours!E8-Employees!$C8) | =MAX(0,Hours!F8-Employees!$C8) | =MAX(0,Hours!G8-Employees!$C8) |
| 9 | =Employees!A9 | =MAX(0,Hours!B9-Employees!$C9) | =MAX(0,Hours!C9-Employees!$C9) | =MAX(0,Hours!D9-Employees!$C9) | =MAX(0,Hours!E9-Employees!$C9) | =MAX(0,Hours!F9-Employees!$C9) | =MAX(0,Hours!G9-Employees!$C9) |
What’s in the file
What it explains
- Overtime is measured per week, not per month
- The break-even against an extra hire
- Ten percent is where it stops being flexibility
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