ATS business case playbook: win executive approval fast

LAURA CHAMBERS • 15 Oct 2025

Struggling to get budget approval for a new applicant tracking system (ATS)? This practical playbook shows HR and resourcing leaders exactly how to build a compelling, data-driven business case that secures funding and executive buy-in. It takes you from benchmarking to board sign-off with templates, checklists and an ROI model you can tailor to your organisation.

Why download this guide

  • A proven structure to justify a change of applicant tracking system and quantify ROI, from costs to efficiency gains and risk mitigation.

  • Step-by-step actions to engage sponsors early, align stakeholders and avoid hidden blockers.

  • Practical tools: executive summary template, cost model prompts, implementation and approval plans.

Quick stat highlights you can reuse in your case

  • Reduce time-to-hire with automation and self-service scheduling
  • Cut agency reliance and advertising overspend with smarter job distribution and reporting
  • Gain real time DE&I and performance insights to improve outcomes fast

People in a serious meeting

[Download the business case playbook below]

What you'll learn

  • The evidence you need to collect first: time-to-hire, cost-per-hire, stage-by-stage bottlenecks, agency and media spend.

  • How to present options clearly, compare solutions and build a credible financial model.

  • How to plan implementation, change and training so value lands quickly after approval.

  • How to frame risks, due diligence and procurement routes such as public sector frameworks.

Who it's for

HR, resourcing and talent leaders who need executive-ready content that stands up to scrutiny, plus practical worksheets to adapt for your trust or organisation.

What's inside

  • Business case framework: the exact sections decision-makers expect

  • Cost and benefits model: where the savings come from and how to calculate them

  • Change and communications plan: adoption tactics that stick

  • Real-world success snapshots to strengthen your case (e.g. steep drops in agency spend, days saved through automation, faster onboarding)

Proof it works

Featured in this guide are organisations that have reported sharper reductions in agency fees, faster time-to-hire and significant admin time saved by replacing manual steps with automation and manager self-service.

Download the playbook

Get the complete framework, templates and examples in one concise guide. Build your ATS business case with confidence and win approval sooner.

Business case playbook (1)

FAQs

What is an ATS business case?
A documented, evidence-based argument that compares the status quo with a modern ATS, quantifies benefits and costs, addresses risks and sets out an implementation plan for approval.

What metrics should I include?
Time-to-hire, cost-per-hire, stage durations, agency and advertising spend, drop-off rates, candidate satisfaction and any outsourced recruitment costs that could be replaced.

How fast could we see value after approval?
With a clear plan for change, hands-on training and responsive supplier support, you’ll move swiftly from board sign-off to seeing real, measurable improvements in recruitment process efficiency, reporting and candidate experience.

Why Jobtrain

We've distilled years of implementation experience into this blueprint so you can shortcut the hard work, avoid common pitfalls and present a watertight case to your board. We'll support you from discovery to adoption with expert guidance throughout.

[Download the business case playbook below]