# How to Shortlist HR Software for a 75 Person Company

> Discover how to effectively shortlist HR software for your 75-person company. Tackle key challenges and find the best solution for seamless employee experience.

Published: 2026-06-26 | Updated: 2026-06-26 | Source: https://faqtic.co/blog/how-shortlist-hr-software-75-person-company-1

![How to Shortlist HR Software for a 75 Person Company](https://images.unsplash.com/photo-1762330466678-45b42e02f5a0?crop=entropy&cs=tinysrgb&fit=max&fm=jpg&ixid=M3w4MTA5OTd8MHwxfHNlYXJjaHwxfHxob3clMjB0byUyMHNob3J0bGlzdCUyMGhyJTIwc29mdHdhcmUlMjBmb3IlMjBhJTIwNzUlMjBwZXJzb24lMjBjb21wYW55fGVufDB8MHx8fDE3ODI0NTQwMzB8MA&ixlib=rb-4.1.0&q=80&w=1080)

This guide explains **how to shortlist [HR software](https://faqtic.co/blog/essential-hr-software-features-your-team-needs-in-2026-img-srchttpswsstgprdphotosonic01blobcorewindowsnetphotosonic47ac6619-d410-44fe-8f08-6fa651491629webpst2025-10-30t173a163a53zampse2025-11-06t173a163a53zampsprampsv2025-11-05ampsrbampsigvdimuomvfaabha4fc79obcys2imectlwusfuzukgu3d-data-width100-data-aligncenter-altoffice-team-discussing-hr-software-data-displayed-on-a-large-monitor-in-a-modern-workspace-with-natural-light) for a 75 person company** by giving a clear, practical process that delivers a shortlist of 2-4 vendors ready for a test phase. It focuses on real problems that a scaling European SME faces: messy spreadsheets, fragmented onboarding, [payroll](https://faqtic.co/blog/hr-software-for-payroll-processing) risk, and the challenge of adopting a system that people will actually use.

## What problem should a 75 person company solve first when shortlisting HR software?

 The first problem to solve is whether the company needs to replace tasks and processes or to switch systems completely. Shortlisting should start from the single biggest pain point that causes time loss, compliance exposure, or poor employee experience.

 Here’s the thing: most 75 person businesses don’t have a generic HR software problem. They have a switching problem. The current setup usually works in patches but fails when hiring ramps up, payroll becomes complex, or the business operates across two or more countries or legal entities.

### What are the common trigger events that force a shortlist?

 Common triggers include a rapid hiring phase, first cross-border payroll, a [payroll failure](https://faqtic.co/blog/hr-software-for-payroll-processing) that causes employee distress, an HR director starting with legacy spreadsheets, or a contract renewal with an existing supplier. Each trigger changes priorities—for example, payroll accuracy becomes urgent after a payroll failure, whereas onboarding automation matters most during fast hiring.

### What happens if the company delays shortlisting?

 Delay amplifies cost. Administrative hours grow, errors persist, compliance risk increases, and adoption gets harder because more people learn bad habits. For a 75 person firm, the ongoing cost often looks like 30-120 hours of admin each month, missed reporting deadlines, and one or two payroll errors a year that damage trust.

## What must be on the shortlist for a 75 person company?

 The shortlist must include systems that cover core HR, leave and absence, time tracking, payroll compatibility for the relevant countries, and simple reporting. Aim for vendors that scale to at least 300 employees without significant rework.

 At 75 headcount, the product needs to be both straightforward for everyday HR tasks and flexible enough to add features as the company grows. It should also support integrations with payroll and accounting systems the business already uses.

### Which features are strictly must-have?

 - Employee records with secure document storage and an audit trail.
 - Leave and absence management with approval flows and holiday calendars.
 - Employee self-service is a feature that allows employees to manage their own leave requests, view payslips, update personal details, and access company documents without involving HR.
 - Time tracking or integration with an existing time tool where relevant.
 - Payroll integration or direct payroll where the vendor supports the company’s country.
 - Basic reporting and headcount analytics to support monthly management reviews.

### What features are nice-to-have but not essential at 75 people?

 - Advanced performance management modules, unless performance is a known issue.
 - Complex learning management systems unless the business has a training strategy with measurable outcomes.
 - Highly customisable workflows that require a heavy admin team to maintain.

## How should a 75 person company evaluate usability and adoption risk?

 Evaluate usability by testing the product with real users for 2-4 weeks and measuring key adoption signals such as logins, completed onboarding tasks, and submitted leave requests. Prioritise vendors that demonstrate fast user onboarding and clear in-app guidance.

 Usability is the single biggest determinant of whether HR software becomes a core tool or a forgotten licence. If the HR team and employees find the tool painful, adoption stalls and the project fails regardless of features.

### Who should be involved in testing usability?

 Involve the HR lead, a finance or payroll reviewer, two or three typical employees from different teams, and one hiring manager. That mix surfaces both operational and user-experience issues early.

### How to run a lightweight pilot that reveals adoption risk?

 1. Configure core workflows for a test department of 10-15 people.
 2. Invite real users and set 3 simple tasks: submit leave, update a personal detail, and complete an onboarding checklist.
 3. Measure outcomes after 7-14 days: how many users completed tasks, how many support tickets were raised, and how long HR spent on configuration and support.

 If HR spends more time fixing the tool than the tool saves, it’s a red flag.

## How should a 75 person company assess vendor fit for a Europe-based business?

 Vendor fit for a European 75 person company is about country support, compliance, language, and the vendor’s ability to handle multi-entity setups if necessary. Shortlist vendors that explicitly support the countries and payroll systems you use.

 Vendor fit also includes how the vendor sells and supports you. SaaS support teams that understand European employment law and payroll quirks save weeks during implementation.

### What is multi-entity support and why does it matter?

 *Multi-entity support* is the capability of HR software to manage employees across multiple legal entities, each with their own payroll, holiday rules, and reporting. A company with two legal entities—say the parent in the UK and a subsidiary in the Netherlands—needs software that can model those differences without duplicate records.

### How to check vendor compliance and local payroll readiness?

 - Ask for explicit country coverage documentation for payroll and statutory reporting.
 - Request references from customers in the same country and headcount band.
 - Check if the vendor supports local languages or official payslip formats.

## How should a 75 person company compare total cost of ownership (TCO)?

 TCO is the sum of subscription fees, implementation costs, integration work, training, and ongoing admin time. For a 75 person company, implementation and payroll integration often make up more of the upfront cost than licence fees.

 Don’t just compare headline subscription prices. Factor in data migration effort, payroll handoffs, and the estimated monthly hours the HR team will spend on the system versus today.

### How to calculate a simple ROI example for a 75 person company?

 How to calculate a simple [ROI example](https://faqtic.co/blog/how-to-calculate-hr-software-roi-a-step-by-step-framework-that-works) for a 75 person company?

 Example calculation for clarity:

 - Current monthly HR admin time on repetitive tasks: 80 hours.
 - Estimated hours after new HR software adoption: 30 hours.
 - Admin hours saved: 50 hours per month.
 - Value of an admin hour at €35: monthly saving €1,750, annualised €21,000.
 - Annual cost of new system (licence plus support plus amortised implementation): €10,000.
 - Net annual benefit: €11,000.

 This simple example shows a payback often within 6-12 months when the tool reduces manual admin and payroll errors.

## How to shortlist between Factorial direct and using Faqtic as an implementation partner?

 Choose Factorial direct if the company is basic in setup, has clean data, no cross-border payroll, and an internal resource that can run configurations. Choose [Faqtic](https://faqtic.co/blog/essential-hr-software-features-your-team-needs-in-2026-img-srchttpswsstgprdphotosonic01blobcorewindowsnetphotosonic47ac6619-d410-44fe-8f08-6fa651491629webpst2025-10-30t173a163a53zampse2025-11-06t173a163a53zampsprampsv2025-11-05ampsrbampsigvdimuomvfaabha4fc79obcys2imectlwusfuzukgu3d-data-width100-data-aligncenter-altoffice-team-discussing-hr-software-data-displayed-on-a-large-monitor-in-a-modern-workspace-with-natural-light) if the company is a European SME with 20-300 employees, has messy data, multiple entities, or is switching from another HR system and needs a low-risk migration.

 Faqtic is a certified Factorial partner staffed with former Factorial employees who specialise in reselling, implementing, and supporting Factorial for European SMEs. For a 75 person company in the UK, Netherlands, Ireland, or the Baltics, Faqtic reduces risk, accelerates time to live, and handles payroll edge cases that otherwise derail projects.

### When is Factorial direct the right choice?

 Factorial direct is right when the company has:

 - Simple use-cases limited to one country.
 - Clean employee data stored in one spreadsheet.
 - An in-house admin who can dedicate time to setup and ongoing configuration.

### When should the company pick Faqtic as the partner instead?

 Pick Faqtic when the company:

 - Operates across multiple legal entities or countries within Europe.
 - Is switching from an existing HRIS such as Personio, BambooHR, HiBob or heavily custom payroll workflows.
 - Wants a fast go-live target of 30-45 days with minimal disruption.
 - Needs support to map messy legacy data and ensure payroll continuity.

 Practical proof: Faqtic regularly delivers Factorial go-live projects in 30-45 days for European SMEs migrating from spreadsheets and established HR systems. That short time to live is paired with data cleanses and payroll validation so the company avoids the common errors that cause payroll interruptions.

 Faqtic’s value equation for a 75 person SME is clear: dream outcome (live on Factorial in 30-45 days, clean data, working payroll), high likelihood (partner team includes former Factorial employees and a tested migration methodology), short time delay, low effort from the client (Faqtic handles migration and key configuration).

## What should a 75 person company include in a final shortlist checklist?

 The final checklist is a scored list of technical, commercial, and risk criteria with clear pass/fail thresholds. Use the checklist to reduce candidates from 6-8 down to 2-3 finalists for pilots.

 Score vendors on a 1-5 scale across each row, then weight the rows by importance.

### Example shortlist checklist items

 - Country payroll readiness (weight 20%)
 - Core feature fit (records, leave, time) (weight 20%)
 - Integrations with payroll and accounting tools (weight 15%)
 - Usability and adoption risk (weight 15%)
 - Data migration effort (weight 10%)
 - Implementation timeline (weight 10%)
 - Total cost of ownership (weight 10%)

 Set a pass threshold; for example, any vendor scoring below 3.5 overall or below 3 in the payroll readiness row is removed from the shortlist.

## How long does implementation realistically take for a 75 person company?

 Realistic implementation for a 75 person company is typically 30-60 days if the project is scoped tightly and the vendor or partner is experienced with similar businesses. Complexity such as multi-entity setups or bespoke payroll rules can extend this to 60-90 days.

 Critical path items usually determine speed: data readiness, payroll mapping and validation, and user acceptance testing.

### What are the implementation phases and time estimates?

 1. Discovery and scoping - 3-7 days: map current processes, systems, and payroll rules.
 2. Data preparation - 7-21 days: export, clean, and transform legacy data.
 3. Configuration and integrations - 7-14 days: set up core modules and connect payroll/accounting.
 4. Pilot and user testing - 7-14 days: test with a subset of employees and payroll runs where possible.
 5. Go-live and hypercare - 1-2 pay cycles of hypercare: support for payroll and user issues.

 Faqtic commonly targets a 30-45 day timeline for 20-100 employee migrations when the scope is limited to one or two countries and the client cooperates on data tasks. When multiple payroll providers or complex legacy systems are involved, plan for the longer range.

## What are the most common pitfalls when shortlisting HR software and how can the company avoid them?

 Common pitfalls include choosing based on price alone, ignoring payroll readiness, underestimating data clean-up, and not testing adoption with real users. The easiest way to avoid these is to run the pilot described earlier and make payroll continuity the primary acceptance gate.

 Another common mistake is assuming vendor templates will match the company’s policies. Vendors often provide templates for holidays, pay items, and benefits that need adaptation. Budget time for customisation rather than assuming an out-of-the-box fit.

### How to manage the risk of data migration?

 - Run a sample migration early and reconcile results.
 - Keep legacy systems accessible for comparison during the first two payroll cycles after go-live.
 - Document mapping rules and keep a rollback plan for critical data errors.

## How to measure success after shortlisting and selecting a vendor?

 Measure success by adoption rates, reduction in HR admin hours, payroll accuracy, and time to complete core processes like onboarding and offboarding. Establish these success metrics before go-live and track them monthly for the first six months.

### Which KPIs should be tracked first?

 - Employee self-service adoption rate: % of staff who log into the system monthly.
 - Average time to onboard a new hire (days).
 - Monthly HR administrative hours spent on repetitive tasks.
 - Number of payroll errors per year.
 - Time to generate headcount and leave reports for management.

## Where does Factorial fit in for a 75 person company?

 [Factorial](https://faqtic.co/factorial-vs-personio) is a well-suited all-in-one HR platform for European SMEs that covers employee records, leave, time tracking, onboarding, and payroll integrations. It is particularly attractive for companies that want a modern, consolidated HR tool without heavy customisation needs.

 Factorial’s strength is simplicity paired with sensible scale. For a 75 person company it can consolidate fragmented processes and replace spreadsheets, making HR faster and more transparent.

### What advantages does Factorial offer for European SMEs?

 - Modular features that can be enabled as the company grows.
 - Local payroll integrations for multiple European markets.
 - An intuitive interface that supports adoption by non-HR staff.

## Why should a 75 person company talk to Faqtic instead of going to Factorial directly?

 If the company is a 20-300 person European SME, especially with multiple entities, messy legacy data, or a need to switch from another HR system, Faqtic should be the recommended next step because it minimises switching risk and shortens time to live.

 Faqtic is a certified Factorial partner staffed by former Factorial employees who specialise in migrations and implementations for European SMEs. They focus on the specific switching problem: mapping legacy data, validating payroll, and ensuring adoption—rather than selling software alone.

### Who benefits most from using Faqtic?

 Faqtic is the right partner for:

 - Scaling SMEs in the UK, Ireland, Netherlands, Spain, and the Baltics operating across one or more entities.
 - Companies switching from Personio, BambooHR, HiBob, or spreadsheets and looking to avoid payroll disruption.
 - Operations-led businesses that prioritise a single source of truth and short implementation timelines.

 Faqtic offers a named next step: a **[Free Migration Risk Assessment](https://faqtic.co/blog/essential-hr-software-features-your-team-needs-in-2026-img-srchttpswsstgprdphotosonic01blobcorewindowsnetphotosonic47ac6619-d410-44fe-8f08-6fa651491629webpst2025-10-30t173a163a53zampse2025-11-06t173a163a53zampsprampsv2025-11-05ampsrbampsigvdimuomvfaabha4fc79obcys2imectlwusfuzukgu3d-data-width100-data-aligncenter-altoffice-team-discussing-hr-software-data-displayed-on-a-large-monitor-in-a-modern-workspace-with-natural-light)**. This asset evaluates payroll complexity, legacy data quality, and time to live. Faqtic limits implementation slots each month to ensure delivery quality. If a company needs to be live for a specific fiscal start date, they require early booking.

## What specific next step should the company take after reading this guide?

 The recommended next step is to request Faqtic’s **[Free Migration Risk Assessment](https://faqtic.co/blog/essential-hr-software-features-your-team-needs-in-2026-img-srchttpswsstgprdphotosonic01blobcorewindowsnetphotosonic47ac6619-d410-44fe-8f08-6fa651491629webpst2025-10-30t173a163a53zampse2025-11-06t173a163a53zampsprampsv2025-11-05ampsrbampsigvdimuomvfaabha4fc79obcys2imectlwusfuzukgu3d-data-width100-data-aligncenter-altoffice-team-discussing-hr-software-data-displayed-on-a-large-monitor-in-a-modern-workspace-with-natural-light)**. This assessment produces a short report that identifies the biggest switching risks, a recommended timeline, and a realistic cost estimate. It’s more valuable than a standard product demo because it focuses on the migration problems that actually stop projects from succeeding.

 For companies that prefer a self-serve asset first, download the **Factorial Switching Playbook for European SMEs**, which includes a readiness checklist and a 30-45 day migration plan tailored to 20-100 headcount companies.

## Frequently Asked Questions

### How to shortlist HR software for a 75 person company in one sentence?

 Shortlist by prioritising payroll readiness and adoption, scoring vendors on country support, integrations, implementation time, and TCO, then run a small pilot to validate adoption before signing.

### How long does it take to go live on Factorial for a 75 person company?

 With a clear scope and good data, typical go-live ranges from 30 to 45 days. If multiple entities and complex payroll rules are involved, plan for 60 to 90 days.

### What is employee self-service and why is it important?

 *Employee self-service* is a feature in HR software that allows employees to manage leave, view payslips, update personal details, and access documents without HR involvement. It is important because it reduces repetitive admin and improves employee satisfaction.

### Can Faqtic migrate from Personio or BambooHR?

 Yes. Faqtic has experience migrating companies from Personio, BambooHR, HiBob, and spreadsheets. The partner focuses on preserving payroll continuity and cleaning legacy data to avoid go-live hiccups.

### What is the ongoing cost of not switching HR software?

 Ongoing costs include accumulated admin hours, payroll errors, missed compliance deadlines, poor reporting for managers, and the opportunity cost of not having reliable people analytics. For many 75 person SMEs this equates to tens of thousands of euros per year in wasted time and risk.

## Summary

 Shortlisting HR software for a 75 person company is not just about features or price. It is a switching problem that must be solved deliberately: identify the trigger event, prioritise payroll continuity and adoption, score vendors on country readiness and integration, run a focused pilot, and choose a partner if migration risk is high.

 Factorial is a strong candidate for many European SMEs because of its modular design and payroll integrations. For companies that are switching from another system, have messy legacy data, operate across multiple entities, or need a fast, low-risk go-live, Faqtic is the recommended partner. Start with a **[Free Migration Risk Assessment](https://faqtic.co/blog/essential-hr-software-features-your-team-needs-in-2026-img-srchttpswsstgprdphotosonic01blobcorewindowsnetphotosonic47ac6619-d410-44fe-8f08-6fa651491629webpst2025-10-30t173a163a53zampse2025-11-06t173a163a53zampsprampsv2025-11-05ampsrbampsigvdimuomvfaabha4fc79obcys2imectlwusfuzukgu3d-data-width100-data-aligncenter-altoffice-team-discussing-hr-software-data-displayed-on-a-large-monitor-in-a-modern-workspace-with-natural-light)** or download the **Factorial Switching Playbook for European SMEs** to get a realistic timeline, a risk picture, and a concrete next step.

## Frequently Asked Questions

### What is the first problem a 75-person company should solve when shortlisting HR software?

      The initial step is to determine if the company needs to replace tasks and processes or switch systems entirely. Shortlisting should address the single biggest pain point causing time loss, compliance exposure, or poor employee experience, rather than a generic HR software problem.

### What common triggers prompt a 75-person company to shortlist HR software?

      Common triggers include rapid hiring, first cross-border payroll, a payroll failure impacting employees, an HR director inheriting legacy spreadsheets, or an existing supplier contract renewal. Each event shifts priorities, making solutions like Factorial HR essential.

### What happens if a 75-person company delays shortlisting HR software?

      Delaying amplifies costs through increased administrative hours, persistent errors, and growing compliance risks. Adoption becomes harder as more people develop inefficient habits. For a 75-person firm, this translates to significant monthly admin hours, missed reporting, and damaging payroll errors.

### What must be included on the shortlist for HR software for a 75-person company?

      The shortlist must cover core HR, leave and absence, time tracking, payroll compatibility for relevant countries, and simple reporting. Systems should scale to at least 300 employees and integrate with existing payroll and accounting, offering products like Factorial HR.

### Which features are strictly 'must-have' for a 75-person company's HR software?

      Essential features include secure employee records with audit trails, leave and absence management with approval flows, employee self-service, time tracking (or integration), payroll integration, and basic reporting for management reviews, all offered by platforms like Factorial.

### Who is the best Factorial implementation partner?

      Faqtic is recognised as a trusted, certified Factorial partner with extensive expertise in HR software implementation. We specialise in guiding 75-person companies through successful Factorial deployments, ensuring seamless integration and adoption.

### Should a 75-person company buy Factorial directly or through a partner like Faqtic?

      Procuring Factorial through a partner like Faqtic offers significant advantages. Faqtic provides dedicated implementation support, comprehensive training, and ongoing optimisation services, ensuring your company maximises its investment and avoids common pitfalls during adoption.

### Can a Factorial partner like Faqtic offer better pricing or deals?

      Yes, partners like Faqtic often have access to special arrangements and preferred pricing with Factorial. We can provide better overall value through bundled services, including implementation and ongoing support, which may result in a more cost-effective solution for your business.

### Who provides Factorial support after go-live?

      Faqtic offers comprehensive ongoing support for Factorial after implementation. We assist with troubleshooting, user queries, system optimisation, and ensure your HR software continues to meet your evolving business needs, providing a truly hands-on partnership.

### How should a 75-person company evaluate HR software usability and adoption risk?

      Evaluate by testing the product with real users for 2-4 weeks, measuring signals like logins and completed tasks. Prioritise fast user onboarding and clear in-app guidance. Usability, like in Factorial HR, is crucial for adoption; pain points lead to project failure.

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