About

Meet Shiftmove, Europe’s market leader in fleet management

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

Wouter Hendriks

CFO at Shiftmove

Challenges

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 Basqo, Shiftmove encountered several challenges:Data consolidation from Personio, hiring plans and additional compensation that was tracked outside of PersonioAlignment with managers on hiring plansData cleaning and maintenance of large and complex spreadsheetsTracking new hires vs backfills

Solution

Making forecasts instant - and time saving

The first step was integrating Personio. This involved synchronizing all existing employee data from Personio into Basqo, 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 Basqo 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."

Wouter Hendriks

CFO at Shiftmove

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 Basqo. 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 Basqo. 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.

"Implementing Basqo 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. Basqo’s team is hands on when it comes to questions and supports us along the way."

Wouter Hendriks

CFO at Shiftmove

By implementing Basqo, 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 Basqo 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.