# No-show cost calculator

An empty slot is a paid hour that bills nothing. Calculate the monthly and annual loss, and how much of it automated reminders would recover.

- Human version: https://rubitec.co/tools/no-show-cost-calculator
- All tools: https://rubitec.co/tools
- llms.txt: https://rubitec.co/llms.txt

Free tool by Rubitec. No sign-up required and the calculation runs in the browser.

## What it asks for

| Input | Default value |
| --- | --- |
| Appointments booked per week | 60 |
| No-show rate | 12% |
| Average value of an appointment | 60 € |
| Slots you manage to refill | 20% |
| Expected reduction with automated reminders | 35% |

## Example with default values

| Result | Value |
| --- | --- |
| Missed appointments per month | 31 |
| Loss per month | €1,496 |
| Loss per year | €17,957 |
| Recoverable per year with reminders | €6,285 |
| Missed appointments per year | 374 |

## How it is calculated

Missed appointments per month = appointments per week × no-show rate × 4.33 weeks. The loss counts only the slots you fail to refill, since a slot covered by another patient is not a real loss.

Each slot is valued at its sale price, not its margin. That is correct when the cost of the hour is already committed: the professional is in the room and gets paid whether the patient shows up or not.

The estimated recovery applies the reduction percentage to the annual loss. Automated WhatsApp or call reminders 24 hours ahead typically cut 25% to 40%, and work best when they allow one-click cancellation, because a slot cancelled in time can be refilled.

## Frequently asked questions

### What no-show rate is normal?

Private clinics and aesthetic centres typically see 10% to 20%. First visits run higher than follow-ups, and the rate rises when the appointment was booked more than two weeks ahead or when there is no upfront payment.

### What actually reduces no-shows?

Three things, in this order: a reminder 24 hours ahead with one-click cancel or reschedule, a deposit or partial payment at booking, and not scheduling too far in advance. Reminders that only inform, without letting people reply, cut far less.

### Does charging a deposit scare customers away?

It slightly reduces booking volume and cuts no-shows far more, so effective capacity almost always improves. Where it tends to backfire is on first acquisition visits: there it is better to rely on the reminder alone.

## Related links

- [AI agent for clinics](https://rubitec.co/asistente-clinicas)
- [Automated WhatsApp reminders](https://rubitec.co/agente-whatsapp)
- [What unanswered calls are costing you](https://rubitec.co/tools/missed-calls-cost-calculator)