How Shiftmove’s Finance team reduced forecasting efforts by 80%

How Shiftmove’s Finance team reduced forecasting efforts by 80%

How Shiftmove’s Finance team reduced forecasting efforts by 80%

Wouter Hendriks, CFO at Shiftmove, uses Cartha to forecast and control headcount cost developments.

Wouter Hendriks, CFO at Shiftmove, uses Cartha to forecast and control headcount cost developments.

30+

30+

hours of time per month saved for Finance & HR

80%

80%

time reduction of manual forecasting

8

8

Excel sheets replaced

Excel sheets replaced

Learn how your team can benefit from Cartha

Learn how Cartha helps you

Customer

Customer

Meet Shiftmove, Europe’s market leader in fleet management

Meet Shiftmove, Europe’s market leader in fleet management

Location

Berlin

Size

220 FTEs

Industry

Mobility SaaS

Founded

2013

HR Tech Stack

Shiftmove was created in 2022 from the merger of two leaders in the digital fleet management market: Vimcar, founded in 2013, and Avrios, founded in 2015. With its unique software, Shiftmove connects over 250,000 vehicles across 7,000 companies and has a clear ambition: Become the number one Fleet Management platform in Europe.

More details on Shiftmove:

  • Business model: Both consumer and B2B SaaS with an in-car telematics hardware component

  • Biggest departments: Engineering & Sales

  • People team size: 13 FTEs

"

"

I spent my evenings reconciling Personio exports, with compensation data from spreadsheets and our hiring plan from another spreadsheet. I then had to ensure that the new hires and pending starts had accurate start dates, compensation details, and other necessary information that matched our financial records.

This was a highly manual process, requiring weekly reconciliation of numbers across recruiting, hiring managers, finance, and other departments.

Wouter Hendriks, CFO at Shiftmove

I spent my evenings reconciling Personio exports, with compensation data from spreadsheets and our hiring plan from another spreadsheet. I then had to ensure that the new hires and pending starts had accurate start dates, compensation details, and other necessary information that matched our financial records.

This was a highly manual process, requiring weekly reconciliation of numbers across recruiting, hiring managers, finance, and other departments.

Wouter Hendriks, CFO at Shiftmove

Context

Context

Siloed data and misaligned TA & Finance collaboration

Siloed data and misaligned TA & Finance collaboration

Headcount is by far the largest cost item for Shiftmove. As a software company, Shiftmove heavily relies on its engineering and distribution capabilities, resulting in headcount costs accounting for more than 80% of their total expenses.

Given their ambitious expansion targets and the need to maintain profitability within planned limits, Shiftmove required a system that allowed for more frequent control than the traditional one budget and two forecasts per year.

They also needed to run monthly budget reviews to understand headcount deviations from the budget and aimed to increase forecasting frequency. However, conducting more frequent forecasting using spreadsheets demanded considerable manual effort.

Before adopting Cartha, Shiftmove encountered several challenges:

  • Data consolidation from Personio, hiring plans and additional compensation that was tracked outside of Personio

  • Alignment with managers on hiring plans

  • Data cleaning and maintenance of large and complex spreadsheets

  • Tracking new hires vs backfills


Solution

Solution

Making forecasts instant - and time saving

Making forecasts instant - and time saving

Sample data

Sample data

The first step was integrating Personio. This involved synchronizing all existing employee data from Personio into Cartha, ensuring that all relevant dimensions (e.g. departments, cost centers) were accurately reflected in the new system. This integration allowed Shiftmove to have a single source of truth for all headcount data, streamlining the process and reducing the risk of errors.

The first step was integrating Personio. This involved synchronizing all existing employee data from Personio into Cartha, ensuring that all relevant dimensions (e.g. departments, cost centers) were accurately reflected in the new system. This integration allowed Shiftmove to have a single source of truth for all headcount data, streamlining the process and reducing the risk of errors.

"

"

The setup with Cartha was fast and easy. We got our systems integrated and the team up to speed in no time.

Right away, we started seeing the benefits of real-time data and automated workflows, which saved us ca. 30+ hours of data reconciliation a month.

The setup with Cartha was fast and easy. We got our systems integrated and the team up to speed in no time.

Right away, we started seeing the benefits of real-time data and automated workflows, which saved us ca. 30+ hours of data reconciliation a month.

The second step was uploading the bonus scheme, which resides outside of Personio. Shiftmove needed to ensure that all compensation data, including bonuses, was incorporated into Cartha. By doing so, they could obtain a comprehensive view of total employee costs. This step required careful data mapping and validation to ensure consistency and accuracy across all platforms.

The third and final step was onboarding Milos, the Head of Talent Acquisition, who was responsible for migrating Shiftmove’s hiring plan into Cartha. Milos worked closely with the FP&A team to align hiring plans with the company’s financial projections. This step ensured that future hires were accurately forecasted and that the system could provide real-time updates on hiring progress and associated costs.

The second step was uploading the bonus scheme, which resides outside of Personio. Shiftmove needed to ensure that all compensation data, including bonuses, was incorporated into Cartha. By doing so, they could obtain a comprehensive view of total employee costs. This step required careful data mapping and validation to ensure consistency and accuracy across all platforms.

The third and final step was onboarding Milos, the Head of Talent Acquisition, who was responsible for migrating Shiftmove’s hiring plan into Cartha. Milos worked closely with the FP&A team to align hiring plans with the company’s financial projections. This step ensured that future hires were accurately forecasted and that the system could provide real-time updates on hiring progress and associated costs.

Learn how your team can benefit from Cartha

Learn how Cartha helps you

"

"

Implementing Cartha has transformed our decision-making. We now have real-time headcount and cost data, which has reduced errors and gives us control at every single point in time. Cartha’s team is hands on when it comes to questions and supports us along the way.

Implementing Cartha has transformed our decision-making. We now have real-time headcount and cost data, which has reduced errors and gives us control at every single point in time. Cartha’s team is hands on when it comes to questions and supports us along the way.

By implementing Cartha, Shiftmove now has a live updated forecast of their FTEs and associated costs, allowing Wouter to maintain control of their largest expense and making more informed decisions.

The implementation of Cartha at Shiftmove has improved data accuracy, streamlined processes, and enhanced collaboration across finance, talent, HR, and hiring managers, effectively replacing the need for separate Excel sheets for forecasting and hiring tracking. This streamlining of complex processes and automation of headcount reconciliation significantly reduced manual work and errors.

By implementing Cartha, Shiftmove now has a live updated forecast of their FTEs and associated costs, allowing Wouter to maintain control of their largest expense and making more informed decisions.

The implementation of Cartha at Shiftmove has improved data accuracy, streamlined processes, and enhanced collaboration across finance, talent, HR, and hiring managers, effectively replacing the need for separate Excel sheets for forecasting and hiring tracking. This streamlining of complex processes and automation of headcount reconciliation significantly reduced manual work and errors.

Discover more success stories

Discover more success stories

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  • Maintaining control of our hiring plan was tough with Excel. So we switched to a solution that integrates with our existing systems. Now we have total control on our largest spend item - workforce.

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  • We used to send surveys around asking each budget manager whether they are over or under budget. Imagine doing this with 40+ managers. It was a manual process not synced with data.

    Sarah Düing

    Chief People & Legal Officer at lavera

    Read the full case study

  • Maintaining control of our hiring plan was tough with Excel. So we switched to a solution that integrates with our existing systems. Now we have total control on our largest spend item - workforce.

    Dennis Wegener

    Head of People at Join

    Read the full case study

  • We used to send surveys around asking each budget manager whether they are over or under budget. Imagine doing this with 40+ managers. It was a manual process not synced with data.

    Sarah Düing

    Chief People & Legal Officer at lavera

    Read the full case study

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