Cost of Vacancy Calculator
See the true cost of every open role — productivity loss, replacement cost, team burnout, and ramp time. Built for recruiters. No revenue data required.
Cost of Vacancy Calculator
Results update in real time
The Role
Vacancy Status
Formula based on Dr. John Sullivan's COV methodology and SHRM 2025 benchmarks. Uses 220 working days/year. Role multipliers derived from revenue impact by department and seniority.
Enter the annual salary and days vacant to calculate cost.
Cost of Vacancy by Role
See pre-calculated examples for common roles — with transparent methodology and real benchmark data.
Senior Software Engineer
Engineering velocity and product roadmap delays
View example →Sales Account Executive
Pipeline stall and quota gap
View example →Product Manager
Roadmap drift and cross-team coordination gaps
View example →Engineering Manager
Team output multiplier and strategic initiative delays
View example →Marketing Manager
Campaign pipeline and demand generation gaps
View example →Customer Success Manager
Churn risk and account expansion stall
View example →Data Scientist
Analytics backlog and decision-making delays
View example →DevOps Engineer
Deployment velocity and infrastructure reliability
View example →What is Cost of Vacancy?
Cost of vacancy (COV) is the total financial impact of leaving a role unfilled. Most organizations think of it only as lost productivity — but that's just one layer. The true cost compounds across four distinct components, each of which our calculator quantifies transparently.
Productivity Loss
Daily salary cost adjusted by a role impact multiplier based on department and seniority. A Senior Sales AE carries a 2.5x multiplier; a VP of Engineering carries 4.0x.
Replacement Cost
SHRM benchmarks: 30% of salary for entry-level, 50% for mid-level, 75% for senior, 100% for director, and 150% for VP and above. Includes recruiting fees, interviewing time, and onboarding.
Team Cascade Cost
The most overlooked layer. Teammates absorbing 30% extra load experience measurable productivity loss and elevated burnout risk. After 45 days, burnout cost per person ranges from $4,000 to $20,000 depending on seniority.
Ramp-to-Productivity
Even after hiring, you're not at 100%. Entry-level hires take 60 days to ramp; senior roles take 90–120 days; director and above take 150–180 days. This cost extends the effective gap well beyond the hire date.
Why Most Vacancy Cost Estimates Are Too Low
The most common cost of vacancy formula — salary ÷ 260 days × a generic 1–3x multiplier — captures only direct productivity loss. That's typically 30–45% of the true cost. Our calculator adds the three components that get left out:
- Replacement cost — the out-of-pocket cost to source, hire, and onboard a replacement (20–150% of salary per SHRM)
- Team cascade cost — the productivity drag and burnout risk on the team members covering the gap
- Ramp-to-productivity cost — the gap between a new hire's first day and the day they reach full output
Frequently Asked Questions
What is cost of vacancy?
Cost of vacancy (COV) is the total financial impact of leaving a role unfilled. It includes direct productivity loss, out-of-pocket replacement costs, ramp-to-productivity time for the new hire, and the cascade effect on teammates absorbing extra work.
How is cost of vacancy calculated?
The core formula is: (Annual Salary ÷ 220 working days) × Role Impact Multiplier × Days Vacant, plus replacement cost (30–150% of salary depending on seniority), plus ramp-to-productivity cost, plus optional team cascade cost. The Detailed mode optionally replaces the salary-based productivity estimate with a revenue-per-employee calculation.
Do I need company revenue data?
No. Quick mode uses only salary, department, seniority, and days vacant — information every recruiter has. The Detailed mode optionally accepts annual revenue and headcount for a more precise calculation, but defaults to the salary-based approach if revenue is unknown.
What is the team cascade cost?
When a role is vacant, remaining team members absorb extra work — typically 30% additional load per person. After 45 days, burnout costs become measurable: $3,999 per non-managerial employee, $4,257 per senior individual contributor, $10,824 per manager, and $20,683 per executive (based on workforce burnout research). We also surface a secondary turnover risk alert when vacancies exceed 60 days with 2+ teammates covering the gap.
Why does the calculator use 220 working days instead of 260?
260 days is the theoretical maximum (52 weeks × 5 days). 220 days accounts for the reality of actual productive output — removing average PTO (15 days), public holidays (10 days), and time spent in meetings, training, and administrative tasks. This is the methodology used by Dr. John Sullivan, the leading practitioner researcher on cost of vacancy.
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