Personnel Costs

The Personnel Costs module is designed for one of the most critical — and most frequently underestimated — parts of a financial forecast: staffing costs.

Most organisations model personnel costs with a simplified monthly average. That approach misses the real cash-flow dynamics: vacation pay paid out in a single month, a 13th-month bonus in December, social charges accruing every month. Monitr's Personnel Costs module makes all of this explicit and automatic. You model your actual workforce — with real hire/leave dates, gross wages, charges, and benefits — and the module computes both the cost accrual and the cash-out timing month by month.

The module also feeds the Project Revenue module, which reads employee capacity and daily rates from it.

Creating the module

1. In your Scenario, click Add a budget
2. Choose Personnel Costs
3. Follow the 5-step setup wizard

Step 1 — Introduction

Set the budget period (start and end months). The default is the current month through 11 months later (12 months total). All employment periods and perk periods must fall within this range.

Step 2 — Configuration

Define organisation-wide defaults that are automatically applied to each new employee added in Step 3. Use the Apply to all button (yellow, top-right of the card) to push the current defaults to all employees already in the budget.

A Copy configuration from… option appears in the command bar if other Personnel Costs budget versions exist — it loads the full configuration from a previous version.

Contract terms

Setting	What it controls
13th month	Checkbox — when enabled, an extra gross wage is paid out in December and accrued monthly (wage ÷ 12 per month)
Social security %	Employer social security contribution added on top of gross wage each month (Belgian default: 25%)
Vacation money %	Percentage of monthly gross wage paid as holiday pay (Belgian default: 92%; Dutch convention is typically 8% × 12 = 96% of yearly gross)
Vacation money payout	Single month — paid out in one chosen month (default: June); or Spread — distributed monthly

These apply to Employee type staff. Consultant type staff have none of these — only a fee and raises.

Raises

A date-based raise schedule, set separately for Employee and Consultant staff. Each row has a month and a raise percentage. Add as many rows as needed; duplicate months show a warning.

Debt account

A Balance Sheet mapping (wage payable / accrual account) shared across all employees. Add an editable label for the generated budget account. Belgian companies typically use accounts in the 456 series.

Next gate: requires the debt account mapping and label to be set.

Step 3 — Employees

Employees are organised into departments. The command bar offers:

• Add department — opens a modal to name the new department
• Apply config submenu — apply contract defaults, raises, or both to all existing employees
• Start from previous — imports departments and employees from another Personnel Costs budget version, extrapolating employment periods and raises to fit the new budget period
• Sync with Nmbrs — opens the Nmbrs sync modal (shown only when a Nmbrs integration is configured; otherwise a Connect integration link appears)

Department cards

Each department card shows its employees in a list. You can drag employees between department cards. Deleting a department requires confirmation if it still has employees.

Employee list

Each row shows:

• Type badge — blue for Employee, purple for Consultant
• First name and Last name (inline editable)
• Active period — a single RangePicker (month granularity) automatically clamped to the budget period. The start is the later of the contract start and the budget start; the end is the earlier of the contract end and the budget end.
• Actions: Edit (opens side panel), Duplicate, Delete

Employee side panel

Clicking Edit opens a panel with three sections:

General Info

• First name (required)
• Last name (required)
• Employment type: Employee (payroll) or Consultant (freelance). Switching type adjusts which wage fields are shown.
• Job title (optional)
• Employment period (month-only RangePicker, clamped to budget period)

Wage

For Employee type:

• Monthly gross wage
• Social security % (pre-filled from Step 2 config)
• 13th month checkbox (pre-filled from Step 2 config)
• Vacation money % + payout type + month (pre-filled from Step 2 config)
• Raises — date/percentage schedule (pre-filled from Step 2 config)

For Consultant type:

• Fee (monthly rate)
• Raises — date/percentage schedule (pre-filled from Step 2 config)

Perks

Add one-off or recurring extras (car allowance, phone subscription, signing bonus, etc.). Each perk has:

• Name (required)
• Amount
• Type: Recurring (with a date range) or One-time (with a single month)

The employee's budget account name auto-fills as "First name Last name" until you manually edit the description in Step 4. Once manually edited, auto-naming stops.

Save gate: First name, last name, and all perk names must be filled.

Next gate (Step 3): at least one department, every department must have at least one employee, no employee validation errors (active period out of range, missing name, perk name missing).

Step 4 — Mappings

Each department card has:

• A department-level P&L mapping selector. Once selected, click Apply to employees to stamp that mapping onto every employee in the department.
• Per-employee rows with an individual P&L mapping selector and an editable description (budget account label).

All mapping selectors are filtered to P&L lines only.

Next gate: every employee must have a mapping and a non-empty description.

Step 5 — Result

A read-only preview with four charts:

1. Cost per department — stacked bars by department with a total cash flow line
2. Cash flow per type — stacked bars broken down by cost component (wage, social security, vacation money, 13th month, fee, perks)
3. Headcount per department — employee count per department per month
4. Average cost per department — average monthly cost per employee per department

Click Finish to name and save the budget version.

Nmbrs integration

Nmbrs is the only supported HR integration. It lets you pull your live employee roster directly into the Personnel Costs wizard.

Setting up the Nmbrs connection

1. Go to Organisation → Integrations → Personnel Costs
2. Select the entity, click Authenticate
3. An OAuth window opens to Nmbrs — log in and authorise access
4. Select the Nmbrs company to link
5. The integration validates and is ready to use

Syncing employees

In Step 3, click Sync with Nmbrs to open the sync modal:

• Left pane: Nmbrs employees (grouped by department) — name, start date, wage
• Middle pane: your budget employees, with a Match button (select one from each pane, then match)
• Right pane: matched pairs; delete a pair to un-match

Previously matched employees are auto-matched by internal ID on load.

On save: matched budget employees have their name, job title, monthly gross wage, perks, employment period, and integration ID overwritten from Nmbrs. Unmatched Nmbrs employees are added as new employees in new departments. Employment periods starting before the budget period are clamped to the budget start date.

What Nmbrs does not carry over: social security %, 13th month, and vacation money settings. Configure these in Step 2 before syncing — new employees inherit them from the defaults.

Dashboard

Select a Personnel Costs budget version with the Budget filter at the top. The dashboard has five panels:

Panel	What it shows
Comparison (Budget vs Actuals)	Grouped bars per reporting line — left bar = actuals, right bar = budget
Cash flow per type	Stacked bars by cost component (wage, social security, vacation money, 13th month, fee, perks)
Headcount per department	Employee count per department per month
Average cost per department	Average monthly cost per employee, per department
Employees table	Full sortable/resizable grid — employee name, department, and one column per budget month showing total monthly cost

Output in reports

• P&L — personnel cost lines flow into your reporting structure based on the mappings set in Step 4
• Balance Sheet — wage payables accrue monthly and clear on the debt account set in Step 2
• Cash Flow — cash timing follows the payout configuration: monthly wages, single-month or spread vacation pay, December 13th-month bonus