The cost of an unfilled position is the value of the work not getting done plus the extra costs of covering it — typically overtime, lost output, quality problems and burnout among the remaining team. A simple estimate: the daily value a person in that role produces, multiplied by the number of days the seat stays empty, plus any overtime paid to cover it.
Key takeaways
- Vacancy cost = lost daily output × days open + coverage overtime.
- Overtime is usually paid at 1.5× the normal rate.
- Long vacancies increase turnover among the people covering.
- Faster fills often pay for the staffing fee on their own.
Where the cost comes from
- Lost output: orders not shipped, projects delayed, revenue not captured.
- Overtime: other employees cover the work at time-and-a-half.
- Quality: tired teams make more mistakes and have more safety incidents.
- Turnover: people covering for open roles burn out and leave.
- Management time: supervisors recruit instead of running operations.
A simple formula
Estimate the daily value of the role (for revenue roles, daily revenue contribution; for operations roles, the cost of output not produced). Multiply by working days the seat is empty, then add overtime paid to cover it.
Use our free staffing cost calculator to run the numbers for your own roles.
Reducing time-to-fill
The fastest way to cut vacancy cost is to shorten the time between a role opening and a qualified person starting: clear job requirements, a pre-screened candidate pool, and a quick interview process.
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Frequently asked questions
How do I calculate the cost of a vacant position?
Multiply the daily value of the role by the number of working days it stays open, then add overtime and any temporary coverage costs.
Is it worth paying a staffing agency to fill roles faster?
Often yes. If a vacancy costs hundreds of dollars a day, filling it even a couple of weeks sooner can exceed the agency fee.
Does Helix offer a cost calculator?
Yes — Helix's free staffing cost calculator estimates vacancy cost and overtime for your roles.