Workforce Software TCO Calculator.
Per-employee-per-month (PEPM) pricing structures quietly penalize frontline operations experiencing high turnover and seasonal spikes. Model your true 3-year software total cost of ownership below.
Workforce & Licensing Parameters
Adjust the sliders below to model your current workforce turnover and per-seat SaaS expenses.
Why PEPM fees compound under turnover:
With 65% turnover, your organization actually cycles through 578 individual workers every year. Standard SaaS providers charge license seat buffers and lagging de-provisioning fees for departed profiles.
$61,648
Annual operational spend under standard multi-tenant per-seat pricing and hardware maintenance.
Assumes modest 10% annual business expansion and compounding headcount adjustments.
The Hirebase Commercial Advantage: Organization-Wide Licensing
Hirebase does not penalize operational turnover or seasonal workforce ramps. Under our organization-wide enterprise licensing model, you pay one predictable fee for the platform deployed in your own dedicated Microsoft Azure instance.
- $0 per-seat penalties: Onboard 500 or 5,000 workers with zero repricing.
- $0 fixed hardware: Native mobile face liveness replaces biometric clocks.
- 100% Azure sovereignty: All records remain in your private cloud perimeter.
Commercial Architecture
How Hirebase Compares to Standard SaaS & Legacy Suites
A side-by-side financial comparison of workforce management software pricing models.
| Cost Dimension | Hirebase (Organization-Wide) | Standard SaaS (e.g. Deputy) | Legacy ERP (e.g. UKG) |
|---|---|---|---|
| Pricing Metric | Flat Organization-Wide License | $3.50 – $9.00 / user / month | $32 – $50+ / user / month |
| Turnover Penalty | $0 (Unlimited onboarding cycles) | Charges apply to all active & lagging profiles | Complex annual seat tier true-up penalties |
| Hardware Clock Terminals | $0 (Native mobile facial liveness) | Tablet kiosk purchases + wall mounts | $1,800 – $2,500 proprietary clocks per site |
| Cloud Hosting Model | Customer-Owned Microsoft Azure (BYOC) | Shared Multi-Tenant Public Cloud | Vendor Cloud Multi-Tenant Hosted |
| Payroll Connector Fees | Included (ADP, QuickBooks, Paychex, CFS) | Tier-dependent connector surcharges | High consulting & custom middleware fees |
Operational Fit & Commercial Suitability
Hirebase is designed for organizations that want predictable operational costs as their frontline headcount scales.
Ideal Operational Fit
- Mid-market and enterprise operations with 200+ hourly workers experiencing high turnover or seasonal surges
- Businesses seeking predictable multi-year software budgets without per-headcount billing penalties
- Operations replacing outdated physical time clock kiosks with modern mobile biometric verification
- Enterprises requiring dedicated Azure cloud isolation (BYOC) for strict compliance and data residency
- Organizations connecting verified attendance rosters directly into existing ADP, QuickBooks, or Paychex payroll engines
Not Designed For
- Small single-site businesses under 20 employees requiring off-the-shelf month-to-month credit card billing
- Static office environments with low turnover that do not manage complex shift rosters or geofenced field sites
- Teams looking for unverified honor-system spreadsheets or freemium time tracking tools
- •Geofence perimeters are admin-selected per job location and can be configured down to 10 metres (250m is a configuration option, not a universal platform default).
- •Safety questionnaire sequences, training activation gates, and manager review tiers are tailored per client implementation rather than enforced as a rigid software template.
- •Current live customer deployments are located in North America; Azure architecture provides global technical deployability.
- •Native payroll connectors are ready for ADP, QuickBooks, Paychex, and CFS. Enterprise ERP connections (SAP, Oracle, Workday, Dynamics) are engineered per client implementation.
Financial Inquiries
Frequently asked questions on workforce software TCO
Key questions financial controllers, CFOs, and operations leaders ask about licensing.
Why does per-employee-per-month (PEPM) software pricing hurt hourly employers?↓
In high-turnover hourly operations (where annual turnover often exceeds 60% to 100%), charging per seat creates severe billing drag. Employers end up paying for inactive employee profiles, seasonal worker spikes, and de-provisioning lags. As headcount scales, software costs inflate even though operational output remains constant.
How does the Hirebase organization-wide licensing model work?↓
Hirebase licenses its platform on a flat, organization-wide basis deployed into the client's own Microsoft Azure tenancy (BYOC). Whether your business manages 250, 1,000, or 3,000 hourly workers, your software license does not trigger automatic price increases when new workers are onboarded.
What hidden costs are eliminated by switching from legacy time clocks?↓
Hirebase eliminates physical biometric wall clock hardware purchases (typically $1,500 to $2,500 per site), annual hardware maintenance contracts, technician service calls, and replacement costs for lost RFID badges and key fobs.
Does Hirebase charge extra fees for API integrations with ADP, QuickBooks, or Paychex?↓
Native payroll batch export connectors for ADP, QuickBooks, Paychex, and CFS are included as part of the core deployment platform without per-payroll or per-transaction export surcharges.
Who hosts the Microsoft Azure infrastructure and pays cloud hosting fees?↓
Hirebase is deployed directly into your organization's Microsoft Azure cloud subscription. Your enterprise maintains key custody, data residency, and direct Azure billing discounts, resulting in 100% data sovereignty and predictable cloud infrastructure expenses.
One record. Application to exit.
Nothing rekeyed.
We will map Hirebase to your compliance framework,
your ERP and your region.