Missed-call revenue calculator and worksheet
Missed calls per month, times your average ticket, times your close rate, is the revenue leaking each month. A worksheet to run the number on your own phones.
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Who it is for
Owners and office managers who want a dollar figure for the calls that go to voicemail.
Missed calls per month, times your average ticket, times your close rate, is the revenue that leaks out of your business each month. The calculator on this site runs that formula with a 60% capture-rate assumption; this worksheet runs it by hand on your own phone log, so the number you take into a working session is yours.
What does the calculator measure?
One thing: the money attached to calls nobody answered. It does not measure marketing, reviews, or quote speed. Three inputs go in, missed calls per month, average ticket, and close rate, and four numbers come out: the monthly leakage, the monthly recovery at a 60% capture rate, the annual recovery, and the three-year recovery.
The leakage formula is the first three lines of the worksheet multiplied together. The recovery formula is the leakage times 0.6. Everything after that is multiplication by 12 and by 36. There is no hidden weighting. If you disagree with the capture rate, change line 5 and the rest follows.
Run it on the ROI calculator first if you want the shape of the answer in a minute. Run the worksheet when you want a number you can defend.
Where do the three inputs come from?
Missed calls come from your phone system. Every business phone system and call-tracking tool keeps a log of calls that rang and were not answered by a person. Count 30 days, and include the calls that came in after hours, because those are the ones nobody hears about on Monday morning. On the voice agents page we carry the number we use for that share: 60% of service calls come outside business hours.
Average ticket comes from your job records. Take the revenue from booked jobs over the last 90 days and divide by the number of jobs. Use booked revenue, not quoted revenue.
Close rate comes from the same 90 days: jobs booked, divided by calls a person answered. If your office does not track answered calls, your phone log does.
Why 60%?
Because that is the assumption built into the calculator: "Assumes a 60% AI capture rate on previously missed calls." It is a working number for an estimate, not a promise about your phones. Some missed callers would have called back anyway. Some recovered calls will not book. The calculator and the worksheet both say so.
The honest use of the number is as a starting point you replace with your own. The step after the worksheet is a 30-day count before go-live and a 30-day count after, on the same metric, so the capture rate becomes something you measured rather than something you assumed.
How do I verify the number?
Six steps. Identify the leakage metric, here missed calls. Baseline it for 30 days with real data. Calculate the revenue impact at your current rates, which is line 4. Deploy the system. Measure the same metric after deployment. Then calculate the actual return: revenue gained, minus the investment, divided by the investment.
The worksheet's last line is there for that reason. Write the date you counted, and the date 30 days after go-live when you will count again. A number with two dates on it is a measurement. A number with none is a guess.
What do I do with the result?
Bring it to a working session. Every deployment we ship carries a written ROI commitment, and the commitment is written against a baseline, which is the number on line 4. If your leakage is small, the session will say so. If it is large, you will know what the voice agent has to recover to pay for itself, before anyone builds anything.
Step by step
- 1
Count your missed calls per month
Pull the last 30 days from your phone system's call log and count every call that rang and was not answered by a person: voicemail, rang out, or abandoned in the queue. Include after-hours calls. The calculator takes 10 to 500 calls a month and starts at 100.
- 2
Find your average ticket
Take the revenue from booked jobs over the last 90 days and divide it by the number of jobs. That is your average ticket. The calculator takes $100 to $5,000 and starts at $500.
- 3
Find your close rate
Divide the jobs you booked by the calls a person answered over the same 90 days. That share is your close rate. The calculator takes 10% to 80% and starts at 40%.
- 4
Multiply the three for the monthly leakage
Missed calls times average ticket times close rate is the revenue that leaks each month. With the calculator's starting numbers, 100 calls times $500 times 40% is $20,000 a month.
- 5
Apply the capture rate for the monthly recovery
The calculator assumes a 60% AI capture rate on previously missed calls, so the monthly recovery is the leakage times 0.6. On the starting numbers that is $12,000 a month. Treat it as an estimate until you have measured your own capture.
- 6
Multiply out to a year and to three years
Monthly recovery times 12 is the annual figure; times 36 is the three-year figure. On the starting numbers: $144,000 a year and $432,000 over three years.
Worksheet
- Line 1. Missed calls per month, counted from your phone system's call log for the last 30 days, after-hours calls included.
- Line 2. Average ticket: revenue from booked jobs over the last 90 days, divided by the number of jobs.
- Line 3. Close rate: jobs booked, divided by calls a person answered, over the same 90 days.
- Line 4. Monthly leakage: line 1 times line 2 times line 3.
- Line 5. Monthly recovery: line 4 times 0.6, the calculator's capture-rate assumption.
- Line 6. Annual recovery: line 5 times 12.
- Line 7. Three-year recovery: line 5 times 36.
- Line 8. The date you counted, and the date 30 days after go-live when you will count again.
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Common questions
What counts as a missed call?
A call that rang and was not answered by a person. That covers calls that went to voicemail, calls that rang out, and calls the caller abandoned while on hold. After-hours calls count; they are usually the biggest share.
Where do I find my missed-call count?
In your phone system's call log or its reports. Most business phone systems and call-tracking tools list unanswered calls by day. If yours does not, keep a tally sheet at the front desk for one week and multiply by four.
Is the 60% capture rate guaranteed?
No. It is the calculator's assumption, not a measurement of your business. The way to know your real number is to count missed calls for 30 days before go-live and count them again after.