Ten weekly tasks, quoting to month-end reporting. Put a rough number of minutes against each one and see the hours a week, the hours a year, and which task is costing you the most.
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Assumption for a 5 to 20 person crew: pricing the job, writing it up, and the back-and-forth before it's accepted. Time it yourself for a week if you want a number worth trusting.
Assumption: raising invoices once a job's done, plus the questions that come back before it is paid.
Assumption: calls, texts and reminder emails to get an invoice paid, separate from raising it in the first place.
Assumption: keying supplier bills into whatever tracks job costs, so the job shows what it cost.
Assumption: photographing, filing or typing up the receipts that pile up until someone deals with them.
Assumption: building the week's run, then moving it when a job overruns, a client cancels, or the weather doesn't play along.
Assumption: collecting hours from the crew, checking them against the job, and getting them ready for pay day.
Assumption: texts and calls letting a client know where a job's at, and answering the ones asking the same thing.
Assumption: health and safety forms, certifications, and the paperwork a job needs before or after the work itself.
Assumption, averaged across the month: pulling job costs together, reconciling the month, and whatever the accountant asks for before GST is due.
That's inside the 10 to 15 hours a week on admin that the job management roundup on this site puts on it, most of it after hours.
A year is counted as 46 working weeks, the same count used on the ROI and missed-call calculators: 52 less leave and stat days. All ten defaults are assumptions for a 5 to 20 person crew; swap in your own before you act on the result.
Every one of these ten numbers is a guess about your own week, and most people underguess it. The habit is to remember the twenty minutes typing an invoice and forget the ten minutes finding the job number first, or the call back when a client says the total looks wrong.
Some of this time overlaps with the job itself. A phone call with a client while you're driving between sites is both admin and the job, and where you draw that line changes the total more than any one number does.
It doesn't know which of the ten tasks is fixable. Chasing payment might be a process problem no software solves. Supplier invoice entry might disappear the day you turn on a feature you already pay for. The hours are only half the picture, what happens once you look closer at the biggest one is the other half.
Add the minutes a week for all ten tasks, divide by 60 for the hours a week, then multiply by 46 working weeks for the year. The three biggest numbers you entered are the top three tasks, nothing more complicated than that.
All ten defaults are assumptions for an NZ trade or services business under 20 staff, not measured NZ figures, because I haven't found a source worth citing for any one of them. Run the defaults and you land at 12 hours a week, which sits inside the 10 to 15 hours a week on admin quoted in the job management software roundup. That figure is an observation from scoping work, not a statistic, so replace every default with your own number before you act on the result.
Cite the method freely. It's the formula worth citing here, not a specific number, since every input is an assumption you should replace with your own:
Admin-hours audit, Kove. kove.nz/admin-hours-audit
Add the minutes a week for all ten tasks, divide by 60 for the hours a week, then multiply by 46 working weeks for the year. The top three tasks are just the three biggest numbers you entered, ranked.
They're assumptions for an NZ trade or services business under 20 staff, not a measured industry figure. Swap in your own numbers, or better, time yourself for a week first.
The same count used on the ROI calculator and the missed-call calculator, 52 weeks less leave and stat days. It keeps the tools consistent and avoids overstating the annual number with weeks the business was closed.
The total hours a week and your biggest task carry across in the link, so the ROI calculator opens with the hours field already filled in. You still need to add what an hour costs you and a build price, because this tool doesn't know either.