Turn your monthly rental inquiries into staff hours, full-time people and cost. See what answering leads takes before anyone gives a single tour.
Staff hours per month
80
Answering inquiries takes 80 hours a month, or 0.46 of one full-time person.
The calculator takes four numbers: how many new rental inquiries you get each month, how many minutes of staff time one inquiry takes, what an hour of a leasing team member costs, and how many hours make a full-time week. It turns inquiries into hours, hours into full-time people, and hours into cost.
Hours per month = inquiries per month x minutes per inquiry / 60Hours per year = hours per month x 12Hours in a full-time month = hours per week x 52 / 12Full-time people = hours per month / hours in a full-time monthCost per month = hours per month x hourly costCost per inquiry = minutes per inquiry / 60 x hourly costThe minutes per inquiry figure is the one that matters most, and it is the one teams usually guess. Count every touch: the first reply, the questions that come after it, follow-ups to leads who went quiet, and the back-and-forth to book a tour.
Say your team gets 400 new rental inquiries a month and each one takes 12 minutes of staff time. An hour of a leasing team member costs $30, and a full-time week is 40 hours.
| Step | Calculation | Result |
|---|---|---|
| Hours per month | 400 x 12 / 60 | 80 |
| Hours per year | 80 x 12 | 960 |
| Hours in a full-time month | 40 x 52 / 12 | 173.3 |
| Full-time people | 80 / 173.3 | 0.46 |
| Cost per month | 80 x $30 | $2,400.00 |
| Cost per inquiry | 12 / 60 x $30 | $6.00 |
In this example, answering inquiries costs $28,800.00 a year and keeps 0.46 of a full-time person busy before a single tour happens.
Multiply your monthly inquiries by the minutes of staff time each one takes, then divide by 60 to get hours. 400 inquiries at 12 minutes each is 80 hours a month.
Everything a person does for one lead before it books a tour or goes quiet: reading the message, answering questions about price, availability and pets, follow-up texts and emails, returned calls, and booking the tour. The tour itself is not included.
Track a sample. For one week, have the team note the time spent on each new lead, then divide the total by the number of leads. A few days of honest tracking beats a guess.
It is the number of full-time people the inquiry work would keep busy. The calculator divides the monthly hours by the hours one person works in a month, which is hours per week x 52 / 12.
Answer the questions renters ask most once, in writing, and let renters book tours themselves from your availability. Automating the first reply and routine follow-ups leaves staff time for tours and applications.
Work back from a target occupancy date to the leases, tours and inquiries you need every week.
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