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Free spreadsheet, 6 inputs

The Leak Calculator What slow replies, no-shows and a dormant list are costing you, in your own numbers.

Six numbers you already know, or can find in five minutes: enquiries, booking rate, show rate, close rate, client value, and list size. The sheet does the rest, and shows you the number every month you do not fix it.

6 inputs3 leaks pricedYour numbers only

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Your first name and best email. The spreadsheet is in your inbox in under a minute.

No spam. The spreadsheet, a few emails on the same problem, and you can leave anytime.

Three leaks. Ranked by what they are usually worth.

Every coach's numbers are different, but the order rarely changes. Tap any leak to see what it is doing to your bottom line.

Get the free calculator ›Free spreadsheet. In your inbox in under a minute.

A look inside. Four sections, and one number at the bottom of each.

The sheet is built to read top to bottom: the numbers you put in, what three fixes would each be worth, and the total you are leaving on the table right now.

01
Your numbers

The six inputs: enquiries, booking rate, show rate, close rate, client value, and old list size.

02
What it is costing you

Three numbers: what fast replies, a higher show rate, and one reactivation push would each be worth.

03
The number that matters

What you are leaving on the table every month, and the one-off from waking your list.

04
The yearly total

The same number, run out over a year, from speed and show rate alone.

How to use it.
Four steps and one rule.

01Fill in the purple cells only.

Six numbers: enquiries, booking rate, show rate, close rate, client value, and list size.

02Read the middle section.

It shows what speed, show rate, and one reactivation push are each already worth to you.

03Look at the bottom line.

Two numbers: what is leaking every month, and what one reactivation push is worth right now.

04Bring it to a call.

If the number is uncomfortable, that is the point. We map exactly where it is leaking and fix it.

The one rule worth remembering

This is not a guess. It is your own numbers, multiplied out.

Get the free calculator ›Free spreadsheet. In your inbox in under a minute.

This is
for you if

  • You have never put a number on what a slow reply or a no-show actually costs you.
  • You have a list of old leads you have not touched, and no idea what it is worth.
  • You want your own numbers, not an industry average, to make the case for fixing this.
  • You are deciding whether fixing follow-up is worth the effort, and want to see it in dollars first.

Probably not
for you if

  • You already track this. If you know your booking, show and close rates cold, this will only confirm it.
  • You want the fix, not the diagnosis. This is the number, not the system that closes the gap.
  • Nobody is enquiring yet. The calculator needs real enquiry volume to mean anything.
  • You want a guarantee attached to the number. It is a projection from your own inputs, not a promise.
Get the free calculator ›Free spreadsheet. In your inbox in under a minute.

Questions coaches ask before they download.

What is The Leak Calculator?
The Leak Calculator is a free spreadsheet that turns your own enquiry, booking, show and close numbers into what slow replies, no-shows and a dormant list are costing you every month, and over a year. You fill in six numbers and the sheet prices each of the three leaks separately, then adds them up. It is your own numbers multiplied out, not an industry average or a guess.
How do I work out how much revenue my coaching business is losing?
Multiply your monthly enquiries by your booking rate, show rate and close rate, then by what one client is worth, and compare that with the same sum at better rates. The gap between the two is what the leaks are costing you each month. The Leak Calculator does this for three leaks at once, replying fast, a higher show rate and reactivating your old list, so you can see which one is worth the most.
What do I need to fill in?
Six numbers, all in the purple cells: how many enquiries you get a month, how many book a call, how many actually show up, how many of those become clients, what one client is worth, and how many people are sitting on your list who never bought. Most coaches can find all six in about five minutes. Everything else in the sheet calculates from those.
Where do I get those numbers from?
Use your calendar and your CRM if you have one, or your best estimate of last month if you do not. Rough numbers still work, since the calculator is meant to show scale, not exact cents. If you cannot answer one of the six at all, that gap is useful information in itself.
What does The Leak Calculator actually calculate?
It calculates three separate levers: what replying inside five minutes instead of hours would add, what an 85 percent show rate would add, and what a single 2 percent reactivation push through your old list would add. It then combines the first two into a monthly and yearly total and shows the reactivation push as a one-off number. Each lever is shown on its own so you can see which leak is biggest for you.
How much do slow replies cost a coaching business?
Usually more than any other leak, because the gap between an enquiry and your reply is where most of the monthly number comes from. Interest is highest in the first minutes after someone reaches out, and a five-minute reply typically lifts booking rate to around 25 percent. That lift compounds every month on every enquiry you already get, without needing a single new lead.
Is this the same as just knowing my numbers already?
Not quite. Most coaches know pieces of this, such as roughly how many people book or show up. The sheet puts every piece in one place and multiplies them together, which is usually where the real number shows up.
Do I need Excel to use it?
No, you do not need Excel. The Leak Calculator opens in Excel, Google Sheets or Apple Numbers. Any of the three calculates the purple cells the same way.
Does filling it in send my numbers anywhere?
No. It is a spreadsheet you fill in on your own device, and nothing is submitted or sent to anyone. Your numbers stay with you unless you choose to share them on a call.
What if the number feels too big to be real?
Check your inputs first, since they drive the whole thing. If the inputs are honest, the number is usually accurate, and it is meant to feel a little uncomfortable. That discomfort is what makes it worth fixing.
Do the assumptions in the calculator apply to every coach?
The assumptions, a 25 percent booking rate from fast replies, an 85 percent show rate from reminders and a 2 percent reactivation of an old list, come from booking flows that have actually been rebuilt. Your own results will come in somewhere near those, not exactly on them. That is why the sheet is built to be edited, so you can change any assumption to match your business.
Is The Leak Calculator free, and what happens after I download it?
Yes, The Leak Calculator is free. The spreadsheet arrives in your inbox in under a minute, followed by a few short emails on the same problem of leads leaking between interest and a booked call. You can unsubscribe from those emails at any time with one click.
Who made The Leak Calculator?
The Leak Calculator was made by Shapei Tragico, a client acquisition systems specialist for health and wellness coaches. The three levers it prices, speed, show rate and reactivation, are the same three she fixes first in almost every rebuild. If the number is uncomfortable, bring it to the free 30-minute discovery call, where she maps exactly where it is leaking and how to fix it.
Shapei Tragico, client acquisition systems specialist for health and wellness coaches

Who wrote this

I build the follow-up, booking and reactivation systems that turn the leads you already have into booked, paying clients. Not theory, not another course. The actual infrastructure behind health and wellness coaches who stopped losing people between "interested" and "paid."

Before this, I spent years as a social media manager and strategist, watching good coaches post consistently and still struggle to fill their calendars. The content was working. It just had nowhere to go once it arrived. Every resource I put out, including this one, comes from actually building this for coaches.

More about Shapei ›

The number is already sitting in your own numbers.

Six inputs, three levers, one number. Free, and it only takes your own numbers to calculate.

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Free spreadsheet. In your inbox in under a minute.