Cost of a vacancy calculator
Work out what an unfilled role costs your business for every working day it stays empty.
An open job costs money every working day it stays empty: work that does not get done, overtime for the people covering it, the time spent advertising and interviewing, and the weeks a new hire needs to get up to speed. Enter the role below to see what the vacancy is costing your business.
What is the empty seat costing you?
Example figures are filled in. Replace them with your own.
Your estimate
Estimates only, using 2026 rates. Check the figures for your business.
How this vacancy cost calculator works
- Value of the role. The yearly revenue or output the role supports. For a sales or billable role, use the revenue it brings in. For a support role, use what it would cost to buy the same work elsewhere.
- Work not done. The value per working day (the yearly figure divided by 260), times the days the seat is empty, times the share of the work nobody else picks up.
- Cover. Overtime or temporary help for the people filling the gap, per week.
- Hiring time. Job ads, screening, interviews and the manager hours behind them.
- Ramp-up. The weeks a new hire needs to reach full output, counted at half output.
How to cut the cost of a vacancy
- Start before the seat is empty. When someone gives notice, the search should start the same day. Good candidates usually have a job and owe two weeks' notice of their own.
- Write the job down first. A clear list of duties, hours and pay range cuts the back-and-forth that drags out interviews.
- Cover the gap on purpose. A temporary worker for a few weeks can cost less than tired staff, overtime and missed work.
- Plan around holidays. Hiring slows in late December and in summer. Our guide on hiring for January shows how to work back from a start date.
Common questions
How do you calculate the cost of an open position?
Take the daily value of the role, multiply by the days it stays empty and the share of work that goes undone, then add overtime or temporary cover, hiring costs and the lower output while a new hire learns the job.
How long does it take to fill a job in Ontario?
For office and admin roles, often four to eight weeks from posting to start date, longer for specialist roles. Notice periods and holidays add to it.
Is a temporary worker worth it while I hire?
Compare the agency's hourly rate with the daily cost this calculator shows. If the vacancy costs more per day than the cover, the cover pays for itself.
Related
Work out what a hire costs once they start with the employee cost calculator, or request candidates from Staffira.
Want the hire without the hassle?
Tell us the role and the start date. We find and screen candidates in Brampton and across the GTA, and you choose who to hire.
Or call +1 437-998-1824 or email info@staffira.ca.
Estimates use 2026 CRA, Ontario and WSIB figures and the numbers you enter. They are general information, not payroll, tax or legal advice. Check rates for your business with your accountant or payroll provider.