How to use the missed call revenue calculator
- Choose whether you count calls per week or per month, then enter your inbound call volume from your phone system.
- Enter the share of calls that go unanswered with no timely callback.
- Enter your own estimate of how many missed callers would have booked, and how many bookings become paid jobs.
- Enter your average job value and gross margin to see lost revenue and lost profit.
- Use the sensitivity table to see how the result changes if you miss more or fewer calls, then copy or download it.
Worked example
100 calls a week, 20% missed, 50% would book, 80% close, $400 jobs, 40% margin
100 × 52 = 5,200 calls a year. 20% missed = 1,040. Half would have booked = 520, and 80% of those become paid jobs = 416 jobs. 416 × $400 = $166,400 lost revenue per year ($13,866.67 per month). At a 40% margin the lost gross profit is $66,560 per year. These booking and close rates are example assumptions, not industry figures.
How it works
Calls per month = weekly calls × 52 ÷ 12 (or the monthly figure you enter). Missed calls = calls × missed %. Lost jobs = missed calls × % who would book × close rate. Lost revenue = lost jobs × average job value. Lost gross profit = lost revenue × gross margin. Annual figures are monthly × 12.
Assumptions
- The share of missed callers who would have booked is your own estimate. It is the most uncertain input and drives the result.
- Close rate, average job value and gross margin are your own figures.
- Weeks are converted to months at 52 ÷ 12 (about 4.33 weeks per month).
- Every missed call is treated as a unique potential customer; repeat callers and voicemails that you return are not netted off.
- Starting values in the tool are example values to replace with your own; they are not industry benchmarks.
Frequently asked questions
Is this the money I am actually losing?
No. It is an estimate of the opportunity, based on your assumptions. Some missed callers call back, leave a message or were never going to buy. Use your own booking data to make the estimate realistic.
How do I find my missed call rate?
Most business phone systems, VoIP providers and call tracking tools report answered, missed and abandoned calls. Divide missed calls with no callback by total inbound calls for a typical period.
What close rate should I use?
Use your own records: of the people who booked or requested a quote, how many became paying customers? If every booking pays, enter 100%.
Why show gross profit as well as revenue?
Revenue overstates what a missed job is worth because each job has direct costs. Gross profit is a better basis for deciding how much to spend on answering services or automation.
Limitations
- Does not model call-back rates, seasonality or repeat customers.
- Assumes each lost job is the average job value.
- Results depend entirely on user-supplied rates.