How To Create And Manage A Recruitment Budget?


Managing a recruitment budget is one of the fun things if you are working in HR. The recruitment budget is very important. Also, this is one of the most planned steps that should be managed at the starting of every year. This process can be tough and supposed to make you tired if you are not working on spreadsheets or numbers. In this complete blog, I will be teaching you how you can create and manage a recruitment budget. But before proceeding, you should know what exactly a recruitment blog is and why this is important to create and manage. 

What Is A Recruitment Budget? 

The recruitment budget contains a list of all projected as well as real costs. These costs are related to hiring talent at your firm. The recruitment budget should be created with your firm’s planned goals. The recruitment budget also includes the real data that shows the performance of your recruitment activities. In short, a good recruitment budget should be created to track your overall recruiting costs, both fixed and variable. This also captures all the relevant results about all the costs. The recruitment budget helps multiple stakeholders. 

Recruitment strategy helps you so that you can make decisions about future funding also, for planned direction. This way, you can track the resources available to your team. As a recruiter, a recruitment budget provides you with a roadmap. Therefore, you will be able to know how and where you need to spend your allotted money and time. By creating a recruitment budget, you can easily figure out what the expected outcome is. For management, the recruitment budget gives you a clear image of how effective or ineffective your team’s hiring activities have been. 

What Is In A Recruitment Budget? 

The recruitment budget comes in multiple forms. It depends on the size of your firm and the planning that you place on hiring the candidates. The recruitment goal is to get you a total breakdown of the complete recruitment costs. Recruitment budgets are divided into fixed and variable costs to make this process easier. 

Fixed Cost

Fixed costs can be defined as recurring expenses that you need to pay every year. Fixed cost will not basically shift after once set in your recruitment budget. Following are some of the examples of fixed costs of recruiting candidates to include:

  • Subscription fees
  • Recruiters' pay/salaries
  • Partnership commissions or fees. 
  • Tech costs 
  • External recruiter fees (For example, contract-based arrangements)
  • Staff tools and resources
  • Training costs and professional development

This is true that all the above costs can expand and decline throughout the year. But this will happen if you change your strategy or onboard new processes, people, or tools. Fixed costs can move. Although, you have more control over them. This way, you can make them easier to project and stick to. 

Variable Costs 

On the other side, variable costs are tough to predict. These costs consist of tactics and costs that can shift during the year because of internal and external factors. Following are some of the examples of variable costs of recruiting candidates to include:

  • Job position posting and advertising 
  • Candidate assessment activities
  • Job fair and networking events
  • Referral bounces 
  • Employer branding campaigns 
  • Background checks 
  • Travel and accommodation 

All the above costs can be different from the projections in the starting year when you start to hit your recruitment goals. It can be possible that you spend less and more money on particular activities you have planned. Also, a few activities can be less effective and costly than you expected.

Steps To Create A Recruitment Budget Template 

When you receive your lump-sum budget from your executive team, your first step should be to create a recruitment budget template. After creating a recruitment budget, you will use it to track and project the tasks. You need to choose a platform that perfectly fits your needs from a projection and tracking point of view. So, building your recruitment budget template grants you to project and track all the results, costs, and ability metrics. Here I am explaining some of the key steps that you should implement while creating a recruitment budget

First Step: You Should Review Last Year’s Budget and Results

Before you start the separation and planning your costs for the particular year, you have to analyze the previous year’s budget. It is very important to examine your previous year’s results recruitment budget. This process will 100% give you a clear image and breakdown of the following things: 

  • Monthly and quarterly costs 
  • Unexpected costs 
  • Recurring costs 
  • Costly tactics 
  • Benchmark metrics to measure against

You should look at what you did last year and figure out the most and least cost-effective recruitment plan. If you do so, then the process will provide you with a valuable roadmap telling you how you can manage your recruitment budget this year. 

Second Step: Figure Out Hiring & Vital Needs for The Year

Before giving a budget for a particular goal, you need to know what those goals actually are. If this is not part of your yearly planning process, you need to meet with your executive team as well as hiring managers. This way, you will be able to figure out what HR team will be needed throughout the year. 

Based on your firm’s strategic goals, you must be able to get an idea about how many new candidates you will be needed to hire. Also, how tough it will be for you to fill those roles. You should not forget to focus on your account of staff turnover and replacement rates, which you can find by looking at the previous year as well. 

Third Step: You Should Set Aside Some Money for Unplanned Costs

As you have experienced, sometimes best-laid plans can go awry. There can be sudden costs, unexpected staff departures, and changes in plans that will throw a wrench in your recruitment budget. Therefore, you should create a buffer in your recruitment budget. This way, you can use it to cover unplanned costs or benefit from simple opportunities. Planning for a change is an essential skill to have while managing any recruitment budget. But this is basically true in the recruiting process.  

4 Simple Tips To Manage Your Recruitment Budget

Both are creating and managing a recruitment budget is time-consuming and important too. This is a process that you should not take for granted because it can impact the resources your staff is allotted by your firm going forward. Here, I am going to mention a few tips so that you can manage your recruitment budget easily. 

Tip 1: Always go with the proper budgeting and tracking platform. Whether this is a cost-tracking system or an excel spreadsheet that integrates with your ATS., you need to pick the right platform so that it can set you up for success in the long run. 

Tip 2: Don’t forget to update your budget and outcomes regularly. Do not just set it and forget it. You have to update and check in with your recruitment budget document regularly. Use your recruitment budget as a roadmap because it can guide you on where and how you can spend your resources.

Tip 3: Use recruitment analytics to recognize waste points. If you find waste points in your process? If so, you need to remove them. You should create and manage a recruitment budget alongside any recruiting analytics you have access to. 

Tip 4: Remember to review budget outcomes at the end of every year. You have to stay on top of your recruitment budget management. You can do it by regularly reviewing and learning from the previous year. 


Creating a recruitment budget is quite a tough task. This process can make you tired and probably take time away from the several activities that you would rather be doing. You must take a planned approach to your recruitment budget. Therefore, this process will set you up for success in the long run. Also, creating and managing a recruitment budget can help you in justifying why and how you are spending your resources throughout the year. I hope this blog has helped in the way you needed. To know more about the recruitment budget overall process, you may visit our official website - E Global Soft Services.

A recruitment budget is important to cover all the costs of creating a recruitment plan. Also, creating and managing a budget is useful in engaging and recruiting talent and retaining them once they are hired.

Following are the five simple steps that you can use to build a recruitment budget:

  • Identify your budget.
  • Factor in program & systems Fees.
  • Then, you need to figure out the annual expected number of hiring candidates.
  • Now, track the cost of events.
  • In the end, you have to include an employee referral bonus program.

Following are a few hidden recruitment costs:

  • Salary of your recruitment team.
  • Salaries of the extra team involved in the entire recruitment process.
  • Referral bonuses or Internal commissions you might have set up.
  • Ads and online job boards costs. 
  • Investment of software that you utilize to hire top talent.

A recruitment plan is a preplanned strategy for hiring and recruiter teams to implement during the hiring process. ‍as a recruiter, you may plan your work well.

A complete recruitment budget should include:

  • Training programs for hiring managers.
  • Plans with number/department of future open positions.
  • Strategies for recruiting that include where to post and where to source.
  • Interview process guidelines (interview questions, tests, etc.)