Technician Efficiency Report: Billed Hours vs Actual Hours
Takes the hours your shop billed and the hours each technician actually spent, and turns them into a clear report showing who is beating or missing the book time, where the time went, and what to look at next.
Before and after
Technician Efficiency Report, week of March 3 to March 7
Summary
The shop billed 133.9 hours against 134.0 hours actually spent on repair orders, so overall efficiency was 99.9%, just under your 100% target. Cedric and Dee came in above target. Celeste and Chandra came in below, and in both cases one specific job explains a large part of the gap. Of 163.0 hours clocked in, 134.0 were on repair orders, which is 82.2% utilization.
How the numbers are figured
- Efficiency = billed hours divided by actual job hours
- Utilization = actual job hours divided by clocked-in hours
| Technician | Clocked in | Actual job hours | Billed | Efficiency | Utilization | Hours not on jobs |
|---|---|---|---|---|---|---|
| Cedric | 42.0 | 36.5 | 44.0 | 120.5% | 86.9% | 5.5 |
| Dee | 40.0 | 34.0 | 37.4 | 110.0% | 85.0% | 6.0 |
| Celeste | 41.0 | 30.5 | 27.0 | 88.5% | 74.4% | 10.5 |
| Chandra | 40.0 | 33.0 | 25.5 | 77.3% | 82.5% | 7.0 |
| Shop total | 163.0 | 134.0 | 133.9 | 99.9% | 82.2% | 29.0 |
Flagged repair orders
- RO 4480, Cedric, Elantra timing belt and water pump: billed 6.5, actual 3.0, gap +3.5
- RO 4459, Celeste, brake comeback: billed 0.0, actual 3.0, gap -3.0. You absorbed this one.
- RO 4471, Chandra, Legacy exhaust: billed 2.0, actual 5.5, gap -3.5. Seized bolts, per your note.
Adjusted view
- Cedric without RO 4480: 37.5 billed over 33.5 actual, which is 111.9%
- Celeste without the comeback: 27.0 billed over 27.5 actual, which is 98.2%
- Chandra without RO 4471: 23.5 billed over 27.5 actual, which is 85.5%
What the numbers may mean
- Cedric: Still above target without the Elantra job, so the week was strong overall. That one job added a lot, so we would not expect 120% every week.
- Dee: Steady at 110.0% with no flagged jobs. She is the most consistent number on the board this week.
- Celeste: Without the comeback she was close to target at 98.2%. Her bigger issue this week is 10.5 hours clocked in but not on repair orders, the highest in the shop. Worth a conversation about what that time was, such as waiting on parts, approvals, or shop work.
- Chandra: She lost 3.5 hours on one job because of seized bolts, which is not a skill issue by itself. Even without it she was at 85.5%. At 8 months in, that may be a normal learning gap. We suggest looking at what kind of jobs she gets and whether she has someone to ask when she is stuck.
- Shop: 29.0 hours were clocked in but not on repair orders. Even a small share of that turned into billed work would move the shop total above target.
Questions for you
- Was the comeback on RO 4459 caused by a part, a procedure, or something else? That helps decide whether anything needs to change.
- What was Celeste doing during her 10.5 hours off repair orders?
- Should the seized-bolt time on RO 4471 have been quoted to the customer as extra labor next time?
- Does your 100% target apply the same way to Chandra, since she is newer?
This report covers one week. We suggest looking at a month before drawing conclusions about any one person. If you tie pay or bonuses to these numbers, confirm the rules locally with a payroll professional.
What it does
Takes the hours your shop billed and the hours each technician actually spent, and turns them into a clear report showing who is beating or missing the book time, where the time went, and what to look at next. Works for one week, a pay period, or a full month.
Use it when: Use when an auto repair shop owner or service manager wants to compare billed (flat rate) hours to the hours technicians actually spent, such as "technician efficiency report," "how are my techs doing," "billed vs actual hours," "who is making or losing time," or "run the tech hours for the week."