From disconnected spreadsheets to one shared workforce plan

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About the client

Fleetio is a fleet management software platform that helps organizations manage vehicles, equipment, maintenance, and operations in one centralized system.

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Challenge

Workforce spend is one of Fleetio's biggest cost drivers, but Finance and HR lacked a reliable way to continuously track the plan as hiring priorities, timing, and costs changed. Disconnected spreadsheets and Slack updates made it difficult to maintain a shared, accurate view throughout the year.

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“You can build a workforce plan in a spreadsheet. But you can’t have 11 people updating it throughout the year and expect good results. That’s where CandorIQ becomes essential.” — Will Pankey, Senior FP&A Manager

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Pain points

• Disconnected planning: Finance, HR, and Recruiting maintained different spreadsheets that constantly needed to be reconciled.
• Lost context: Changes communicated through Slack could easily get lost or fail to make it into the latest plan.
• Limited visibility: Getting an accurate answer to "where are we against plan?" required manually collecting and reconciling sensitive workforce data.‍
• Inaccurate forecasting: Broad compensation assumptions made it difficult to accurately forecast the cost of planned hires.

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Solution

With CandorIQ, Fleetio brought Finance, HR, and Recruiting together in one AI-powered workforce planning platform. Instead of reconciling separate spreadsheets, teams continuously maintain a shared view of hiring plans, timing, compensation, and changes against the annual plan. CandorIQ’s AI-powered modeling also gives teams the ability to understand how headcount scenarios impact workforce spend and burn.

Key features

• AI-Powered Workforce & Scenario Planning
• Connected Headcount & Compensation Data
• Headcount Tracking & Approvals

Results

80% less time in spreadsheets

Finance + People cut time spent managing headcount data from roughly 5 hours per week to 1—freeing teams from manual reconciliation and data cleanup.

Full workday → Seconds

Answering “where are we against plan?” once required most of a workday of collecting and reconciling updates. Today, Fleetio can answer the same question in seconds.

From untracked → measurable

Fleetio can now compare actual compensation against plan and track aggregate forecast variance—visibility that was too difficult to consistently maintain in spreadsheets.