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Use CasesHeadcount Planning

Plan, forecast, and reconcile headcount without the monthly grind.

Drivetrain pulls live data from your HRIS, payroll, and ATS and automates reconciliation. Forecast each employee's salary, benefits, and taxes, so you can trust the biggest cost on your P&L.

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The Problem

Headcount is your biggest cost,
and the hardest to forecast

  • Every hire, exit, backfill, and internal movement needs to be reconciled to the plan manually.
  • Each person's cost depends on varied compensation components, tax jurisdictions & currencies.
  • Finance must coordinate with every budget owner, collect their inputs & approve each request.
  • And every "what if we add 10 hires" means rebuilding the model from scratch in a spreadsheet.
The Solution

A single place to plan headcount, with all your budget owners

[ 01 ]

Automate headcount
reconciliation with AI.

Reconcile new hires, exits, salary changes, and other movements, with AI-recommended matches. Automatically create new backfills when an employee leaves.

Maintain a detailed employee roster in Drivetrain and bring in real-time data from your HRIS, payroll, and ATS.

[ 02 ]

Forecast the full cost
of every employee.

Forecast salary, merit, promotions, benefits, and taxes for every employee, with AI to help build and update the model, so changes take minutes, not days.

For global teams, model payroll taxes and benefits by jurisdiction, and set your own FX rates by currency.

[ 03 ]

Collect and approve hiring
requests in one place.

Budget owners submit their new-hire requests right in Drivetrain through built-in workflows, instead of finance chasing them over email.

Each has an access-controlled view of their own headcount and cost. They own their inputs, and finance approves every request before it hits the plan.

[ 04 ]

Run any hiring scenario
in minutes.

Build a scenario from a simple prompt, like "what happens if we add 20 more reps in Q3?", and watch it flow straight through to your P&L and cash flow.

Or set a target, like "How should we stagger our AE hires to meet our revenue goals without front-loading cost?", and let AI find the best path to it.

“I appreciate the ability to quickly run what-if scenarios across headcount, cash flow, and revenue planning. The AI features (e.g., natural language analysis, model generation, and "plain English" data transformations) are a significant productivity boost.”
Filipe VizentimFinance Manager
Micro Demos

See how headcount planning works on Drivetrain

Discover More Use Cases

Modern finance teams use Drivetrain to do more

Budgeting

Build, share, and track your budget without the spreadsheet chase.

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Scenario Planning

Build scenarios in minutes with AI, so you can answer any what-if question in real time.

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Revenue Planning

Model revenue your way, without spreadsheets or consultants.

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FAQ

Your questions, answered

Still have questions?Talk to us

Can I combine requisition data from my ATS with employee roster data from HRIS?

Yes, Drivetrain pulls requisition data from your ATS and active employees from your HRIS to combine them into a single roster. When a new employee shows up in your HRIS, Drivetrain reconciles each open role to the person who fills it, so the plan reflects both without double-counting. Drivetrain has native connectors for popular ATS and HRIS systems such as Greenhouse, Lever, Workday, Rippling, and BambooHR. You can find the list of all our connectors here.

Can I combine data from multiple HRIS to create a consolidated roster?

If your employee data is present across multiple HRIS or payroll systems, Drivetrain consolidates them into a single, deduplicated roster so you plan from a single source of truth.

How does a to-be-hired match the actual person when they start?

You maintain an employee roster in Drivetrain covering past, current, and future hires. For each to-be-hired, you add the details you're planning around: title, department, location, start date, and salary. When the person is actually hired, their record flows in from your HRIS, and Drivetrain's AI matches them to the right to-be-hired based on those details and recommends the link. You can accept the match or manually pick the to-be-hired.

Can backfills be automated?

Yes, you can configure Drivetrain to automatically create backfills for terminated employees. You also have the option to skip backfill creation in case you are permanently retiring a position.

We have FTEs, and we have contractors. Am I able to set up independent modules for each?

Yes, you can model FTEs and contractors separately, each with its own cost logic, and decide whether each counts toward headcount and how they roll up in reporting.

Can budget owners see how their headcount and expenses are pacing against plan?

You can give each budget owner a department-scoped view of their headcount and spend against plan, or share one budget-versus-actuals report governed by access controls, so each owner sees only their line items. Either way, the numbers refresh as actuals sync in, so owners can track their pacing without waiting on finance.

Still planning headcount in spreadsheets?

Fewer manual updates, a forecast you can trust, and what-ifs in minutes.

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