No-Show & Missed Appointment Cost Calculator
Estimate revenue loss from no-shows and the impact of improving attendance.
Inputs
recovery/backfill
or reducing avg revenue loss.
No-Show & Missed Appointment Cost Calculator
A No-Show & Missed Appointment Cost Calculator sounds boring. It isn’t. It shows how much money disappears when customers don’t show up. Or cancel too late. That loss is bigger than most teams think.
I’ve seen owners blame marketing for slow weeks. The real problem was empty time slots. This calculator exposes that.
What this calculator actually measures
A No-Show & Missed Appointment Cost Calculator measures lost revenue from unused schedule time. It turns “nothing happened” into a dollar amount, because dollars get attention.
The calculator compares scheduled jobs to completed jobs, because gaps hide in plain sight. For example, a 10 percent no-show rate feels normal until you price it.
The main inputs it uses
These are the main inputs. Main inputs drive accuracy.
- Total scheduled appointments
- No-shows
- Late cancellations
Each input pushes losses up or down. Each one affects planning.
Total scheduled appointments
Total scheduled appointments set the base. A wrong base breaks the result.
For example, 1,000 scheduled jobs per month sounds healthy. The cost only shows when you see how many didn’t happen.
No-shows
No-shows hurt the most. No warning. No recovery.
For example, 70 no-shows out of 1,000 appointments equals a 7 percent rate. That’s 70 empty time blocks. Seventy trucks doing nothing.
Late cancellations
Late cancellations feel better. They aren’t.
For example, a same-day cancel blocks rescheduling. That slot often stays empty. Empty time still costs money.
How the cost math works
The math stays direct. Direct math drives action.
- First, enter scheduled appointments. Use a full month.
- Secondly, enter no-shows. Exclude rescheduled jobs.
- Thirdly, enter late cancellations. Use same-day only.
- Fourth, apply average job value. Use real revenue.
Each step sharpens the loss. Each step removes denial.
Why missed appointments crush profit
Missed appointments reduce revenue. They increase cost per job.
For example, losing 100 appointments at $180 each equals $18,000 gone. That money rarely comes back.
Worse, fixed costs stay the same. Trucks still roll. Wages still pay. Profit takes the hit.
The hidden damage people ignore
Here’s what most people miss. No-shows break momentum.
Schedules get choppy. Techs rush later jobs. Quality drops. Callbacks rise.
I think this chain reaction causes more damage than the lost job itself.
New patterns driving no-shows right now
Customer behavior shifted in the last year.
- Text reminders reduced no-shows, which decreases losses.
- Flexible rescheduling increased cancellations, which shifts timing.
- Online booking raised ghost bookings, which increases risk.
Each pattern moves the needle. Knowing which one applies matters.
For example, adding a two-hour reminder cut no-shows by 22 percent for some teams last winter.
When the calculator understates loss
The calculator understates loss when it ignores ripple effects.
If techs get paid hourly, idle time still costs wages. If routes stretch, fuel costs rise. If days run late, overtime grows.
A good calculator shows direct loss first. Smart teams layer the rest.
How to use the results to fix it
Use the number to change behavior. Not complain.
Confirm appointments twice. Overbook high-risk slots. Require deposits for certain jobs.
For example, a $25 booking deposit reduced no-shows by half in one home services team I worked with.
