Appointment no-show cost calculator
Estimate unfilled appointment contribution and explore reminders, deposits or rescheduling as separate scenarios.
What is this tool for?
No-shows matter when a missed slot cannot be filled and the associated contribution is lost. This calculator separates missed appointments from slots you already refill. Use contribution after variable delivery costs, not the headline booking price. The selected intervention changes the practical next steps; it does not apply an invented effectiveness rate.
How it works
- Unfilled missed appointments = bookings × no-show percentage × (1 − refill percentage).
- Baseline contribution at risk = unfilled missed appointments × contribution per appointment. Scenario contribution recovered = baseline × your assumed reduction.
- Monthly net scenario benefit subtracts the recurring cost. First-year benefit also subtracts setup. Break-even recovered appointments = recurring cost ÷ contribution, rounded up.
A worked example
Illustration: 400 appointments, 10% missed and 20% refilled leave 32 unfilled slots. At £60 contribution, £1,920 is at risk. A hypothetical 25% reduction would recover £480 before workflow costs.
What the results do—and do not—tell you
Not a forecast or measured revenue loss. Excludes customers who rebook later, changes in demand, refunds and policy effects. Deposits are not treated as extra revenue. Avoid counting wages twice if they are already included in contribution.
What to do next
Start with a month of real attendance data, test one change and compare completed appointments and customer feedback.
Model and guidance reviewed 10 November 2026. Financial scenarios use GBP; use a consistent VAT basis. No result is a quote or promised outcome.
Explore the relevant Elite Apps service