No-show cost calculator
Put in how many appointments you run a week, what one is worth and how often clients don't turn up. See what missed appointments cost you over a week, a month and a year. No sign-up, and nothing you type is stored.
Start free trialYou lose about 3.2 appointments a week to no-shows and late cancellations.
That's about $272 a week, $1,088 a month and $13,056 a year.
Winning back 50% of them would be worth about $6,528 a year.
Plain arithmetic on your numbers. Your real figure depends on how often you can refill a slot at short notice.
A worked example
Maple Street Barbers runs 60 appointments a week at an average of $40. Five percent of clients don't show and another 2% cancel too late to refill. That's 4.2 empty chairs a week, worth $168. Over a 48-week year it comes to $8,064, or $672 a month, from appointments that were booked and never happened.
For a mobile business the number grows. Lakeside Mobile Dog Grooming drives to every client. Each missed visit costs the appointment plus the fuel and the hour on the road, so enter that wasted trip in the optional field and watch the yearly figure climb.
The mistake worth avoiding
Counting only the clients who never turned up undercounts the problem. A cancellation at 8pm for a 9am appointment costs you the same slot, because almost nobody books that fast. Count the late cancellations you couldn't refill alongside the no-shows.
The opposite slip matters too. A cancellation two days out that you rebooked cost you nothing, so leave it out. The calculator is only as honest as the rates you give it, and a quick look back over the last two months of your calendar is the best place to find them.
Cut the number, not just measure it
BookAndGo sends confirmation and reminder emails automatically, so clients are reminded before they forget. An optional owner note, such as parking details or "please secure pets", is added to every reminder.
- Automatic blocking of repeat no-shows, so chronic offenders can't keep booking.
- A client portal where clients cancel or reschedule themselves, which gives you more notice to refill the slot.
- A waitlist, so a freed-up slot can go to someone who wanted it.
Put your own numbers in above first. If the yearly figure surprises you, that's the case for switching reminders on today.
Frequently asked
How do I work out my no-show rate?
Count the appointments in a recent stretch, say the last eight weeks, and count how many of those clients didn't turn up. Divide the second number by the first and multiply by 100. Do the same for late cancellations you couldn't refill.
Should I count late cancellations as no-shows?
Count the ones you couldn't refill. If a client cancels so late that nobody else could take the slot, the cost to you is the same as a no-show. If you rebooked the slot, leave it out.
Why is there a field for a wasted trip?
If you travel to clients, a no-show costs more than the appointment. You also lose the fuel and the time on the road, and that drive could have gone to another job. Enter a rough cost per trip to see the full figure.
What does the recovery percentage mean?
It's your own estimate of how many missed appointments you could win back with reminders, deposits or a waitlist. The calculator doesn't predict it. Try a few values to see the range.
Does the calculator include tax?
No. It multiplies the numbers you enter and nothing else. Use the same basis as your prices and your own figures.