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Business case · prepared for
Step one
Everything below is derived from these four numbers, so they are worth getting right.
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Step two
The reply rate with Hellora opens at 55%. Move it to whatever we think is realistic.
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Step three
Weighed against everything priced above it.
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Divide the external recruiting spend the CRM displaces by its annual cost. If a CRM costs $40,000 and helps you source 20 hires that would otherwise have come through job boards at $2,000 each, it frees $40,000 — a 1x return, or break-even. Every hire beyond that point is net savings. The key input is cost per hire by channel, not the CRM's feature list.
Most talent teams look for the software to pay for itself within twelve months. In practice, ROI depends almost entirely on what you're displacing: agency hires at $18,000–$25,000 each need only two or three placements to cover a typical CRM, while job board hires at $500–$2,000 each may need dozens.
Cost per hire is total channel spend divided by hires from that channel. Annual Indeed spend of $120,000 producing 60 hires is $2,000 per hire. Calculating it separately for job boards and agencies matters, because the two differ by an order of magnitude and blending them hides where the money actually goes.
Pricing usually scales with database size and hiring volume, and most vendors quote annually rather than per seat. Because CRM cost is fixed while agency and job board spend scales with hiring, the case tends to strengthen as volume grows.
Often, yes — this is the most common way teams approve one. If the CRM reduces reliance on job boards or agencies, the fee comes out of spend that's already committed. The question for finance becomes reallocation rather than incremental cost.
Candidate rediscovery is sourcing from people already in your database — past applicants, silver medalists, former employees, referrals — instead of paying to reach new candidates. Most healthcare employers have thousands of qualified past applicants they've already paid for once.
Three reasons: candidate data goes stale, manual search takes time recruiters don't have, and email response rates from old records are low. Systems store talent without activating it, so the database becomes an archive rather than a pipeline.
Yes, and nothing is stored or sent. All calculations run in your browser, and you can export the results as a PDF.
