This 250-person company streamlined headcount approvals across 8 departments, saved 15 hours per week in admin time, and gained complete budget visibility.
SaaS / B2B Software
250 employees
Series B, High Growth
30-40 hires per quarter
a fast-growing SaaS company was experiencing rapid growth, expanding from 150 to 250 employees in just 12 months. As the company scaled, their headcount planning process became increasingly fragmented:
Hiring managers tracked requisitions in spreadsheets, finance had their own budget tracker, and HR used yet another system. This created constant version control issues and confusion.
Requisitions required approval from hiring managers, department heads, finance, and HR. Email chains often took 2-3 weeks to resolve, causing delays in competitive hiring markets.
The CFO had no real-time view of headcount spend vs. budget. By the time finance compiled monthly reports, departments had already overspent or missed hiring opportunities.
The HR operations team spent 15+ hours per week manually tracking approvals, sending reminder emails, and updating stakeholders on requisition status.
After evaluating several headcount planning tools, this company chose HeadcountHQ for its intuitive interface, flexible approval workflows, and real-time budget tracking capabilities.
Set up 8 departments, defined custom approval workflows for different role types, and imported existing budgeted roles. The team was up and running in under 5 days.
Conducted role-based training sessions for hiring managers, finance team, and HR. The intuitive interface meant minimal training was required.
All new requisitions and offers now flow through HeadcountHQ. Set up automated notifications to keep approvers informed without manual follow-ups.
"HeadcountHQ transformed how we manage hiring across our departments. What used to take weeks of back-and-forth emails now happens in days with clear visibility for everyone. Our finance team finally has the real-time budget tracking they've been asking for."
Sarah Chen
VP of People Operations
After 6 months of using HeadcountHQ, this company saw measurable improvements across their entire hiring process:
Average requisition approval time dropped from 14 days to 8 days. Automated notifications and clear approval chains eliminated bottlenecks and manual follow-ups.
HR operations team reclaimed 15+ hours previously spent on manual tracking, sending reminder emails, and compiling status reports. They now focus on strategic initiatives.
Finance team now has real-time visibility into headcount budget vs. actuals across all departments. Monthly budget reviews became data-driven conversations instead of guesswork.
Hiring managers, finance, and HR now work from the same platform with shared visibility. Reduced miscommunication and improved alignment on hiring priorities.
Centralization is critical: Having a single source of truth eliminated version control issues and reduced confusion across teams.
Automation saves time: Automated notifications and approval routing freed up 15+ hours per week for strategic work.
Real-time data enables better decisions: Finance team could now make proactive budget decisions instead of reactive adjustments.
Fast implementation drives adoption: Being operational in under 2 weeks meant minimal disruption and quick time-to-value.
See how HeadcountHQ can transform your hiring process