Headcount planning template with a peak full-time headcount line
A headcount planning template lists each role by department and month, with start dates, salary bands and status. Add three fields, monthly full-time count, a peak-month flag and systems used, and the same model shows whether a company reaches 50+ full-time employees at peak (contractors excluded).
When should you use this template?
Use it when you are building or refreshing a hiring plan and want the same file to answer a second question: did the company ever reach 50+ full-time employees at peak, with contractors excluded? A model that already tracks monthly full-time history answers that in minutes.
The core of a headcount plan is a roster plus a calendar. The additions below turn it into a screening tool for the company fit checker and the who qualifies baseline, without recording anything confidential.
The roster tab
Copy these columns into a spreadsheet. One row per position, not per person, so open and filled roles live together.
Two columns do the extra work. Employment type separates full-time employees from contractors so you never have to rebuild history. Systems used lists the main tools a role works in, for example CRM, ERP, ticketing, code repository, email and chat.
The monthly count tab
Fill one row per department per month for as many years as you have. The Peak flag is a formula that marks the month with the highest company-wide FT count. The peak, not the current number, is what the baseline looks at.
| Field | How to calculate it | Why it matters |
|---|---|---|
| Ending FT | Opening FT plus hires minus departures, FT only | The headline number |
| Company FT total | Sum of Ending FT across departments for each month | One trend line |
| Peak month | Month with the maximum company FT total | The baseline test |
| Peak FT | The maximum value | Compare with 50 |
| Contractors | Tracked separately, never added to FT | Contractors are excluded |
The systems per department tab
This tab takes ten minutes and tells you whether the company keeps records across many systems. Strong companies often have 10-15+ systems, and archived or retired systems can add value. It also flags the red flags early: anything marked as personal data, anything nobody can export.
How to read the results
| Result | What it means | Next action |
|---|---|---|
| Peak FT below 50, no recent decline | Does not meet the headcount baseline | Park it; no further screening |
| Peak FT 50 or more, fewer than five systems | Size fits, breadth thin | Ask about archived tools and email, chat and finance history |
| Peak FT 50 or more, 10+ systems, exports possible | Strong candidate | Check rights and the sponsor, then raise it |
| Peak FT 50 or more, but history under several years | Too young | Revisit after more operating history |
Pair this with the data asset register template, which captures records, owners and rights once a company is further along, and the budget assumptions template if you want one log to feed both the plan and later decision records.
Using the model with a lender or owner
A headcount model also supports other conversations. The covenant compliance certificate template shows where one-time license income would be footnoted for a lender, and the price increase analysis template is another model where driver history sits in the same systems. Share the headcount tab with the owner only for fit-screening purposes; the file should contain roles and counts, not employee names or salaries tied to individuals.
Follow-up timing
- After the screen: raise it at the next monthly review or budget meeting.
- If the owner is interested: send the referral link within a day while the conversation is fresh.
- If the owner is not ready: log a reminder around the next system migration or annual planning cycle.
What never to include
Do not put employee names, individual pay, performance notes or any company records into the template. Never type promises of payment or reward amounts to the owner. Partners make introductions and give basic fit information only, and de-identification or redaction needs are agreed with the company by SourceX before any work begins.
How rewards work if you refer a company
Partners earn 25% of the eligible platform fees SourceX actually collects from the referred company's licensing deals, capped at $100,000 cumulative per referred company. The reward is paid only after the buyer pays and SourceX receives its fee, it is never deducted from what the company receives, and no reward is guaranteed. Licensed professionals should check their own rules on referral fees and disclosure. Read the program terms and the referral opportunities for fractional CFOs page.
Next step
Add the three columns to your next headcount model, then run the numbers on one client. If the company passes, register as a partner and make the introduction. For market context on where finance teams fit, see what CAS growth means for referrals.
- Step 1Share your linkSend your personal link to a company you know.
- Step 2Company appliesThe company applies itself at /apply.
- Step 3Buyer selects and paysThe buyer selects and pays for the data and SourceX receives its fee.
- Step 4You get your rewardYour share of SourceX fees becomes payable.
Common questions
What counts as a full-time employee for the baseline?
The baseline refers to 50+ full-time employees at peak, with contractors excluded. Use your payroll definition of full-time and keep contractors, agency staff and temporary workers in a separate column so they never inflate the count.
Why use peak headcount instead of today's?
A company that was once larger and later shrank, was acquired or wound down can still hold years of records, so peak is the relevant test. The template's peak flag finds the maximum month without extra work.
Does the template need real employee data?
Only counts by department and month. You do not need names or individual pay for screening, and you should avoid putting them in a file you may share. Keep detailed payroll data in your normal HR systems.
How many systems should the systems tab list?
List every tool a department uses to do its work, including retired ones that still exist. Strong companies often have 10-15+ systems, but breadth is a signal, not a cutoff. What matters is that records exist, can be exported and are rights-clear.
Can a company with fewer full-time employees still qualify?
The published baseline is 50+ full-time employees at peak, contractors excluded. A company that never reached that number does not meet it, so it is better to spend your time on companies that do.
Related pages
- Check Company Fit for Data Licensing
- Which US businesses are a fit for a SourceX data licensing introduction
- A data asset register template that records systems, years held and rights
- Budget assumptions template: a log that becomes a decision record
- Covenant compliance certificate template with a one-time license footnote
- Price increase analysis template for B2B companies
Free resources
- Business exit readiness assessment — A preliminary exit readiness score and checklist for advisors.
- SDE vs EBITDA calculator — Seller's discretionary earnings next to market-rate EBITDA.
- IRR calculator — Internal rate of return on annual cash flows.
- All free tools · MCP resource center
By SourceX Partnerships Team · Published 2026-10-09 · Updated 2026-10-09
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