See how HiBob reduced 100+ annual purchase orders to just 1 per region using Jurnee, saving 200+ hours while managing 1,000+ employee event budgets with real-time visibility.
1000 employees
7 offices
7 countries
By making Jurnee its single vendor of record, HiBob eliminated the need to onboard hundreds of vendors for one-off events. Today, teams across EMEA, the U.S., and APAC manage more than 1,000 employee budgets on a single platform – with real-time approvals, compliant invoicing, and full visibility, all without the need for spreadsheets.
HiBob, a leading HR technology, payroll and finance company, was struggling to manage employee event budgets across multiple countries. Each of its 1,000+ employees had an individual allowance, but tracking spend in spreadsheets led to budget overruns, compliance risks, and heavy admin for both managers and finance. Vendor invoices added to the burden, often arriving in formats that didn’t align with entity or regional requirements.
With Jurnee, HiBob centralized all employee budgets in one platform, automated approvals, and consolidated purchase orders. What once required hundreds of POs each year now takes just one per region. Employees gained the freedom to self-serve, while finance gained real-time visibility and control. The result: over $22,500 in annual efficiency gains* and a scalable foundation for employee engagement worldwide.
Building on this success, HiBob's Office & Experience team are extending Jurnee beyond team gatherings to consolidate larger event spend—including summer and winter parties, office events, initiatives and departmental offsites —under one system for complete visibility and control.
Founded in 2015, HiBob has grown into one of the fastest-rising HR technology providers, serving over 4,200 organizations worldwide. With headquarters in the UK and offices in Germany, Portugal, The Netherlands, Australia, Israel and The US , the company employs over 1,300+ people. HiBob’s HRIS platform powers modern, mid-sized organizations to manage their people and culture with agility.
Investing in culture isn’t just something HiBob builds for others – it’s core to how the company operates. As part of its global culture strategy, HiBob invests in team events and employee engagement initiatives. Each employee is given an individual allowance to use for these activities, a program that supports belonging and recognition but requires strong financial governance to scale effectively.
HiBob’s employee allowance program was designed to strengthen culture, but in practice, it left managers and finance struggling. Budgets were tracked using spreadsheets, which limited Finance’s ability to proactively monitor spend and consistently enforce controls. By year-end, some departments had overspent while others left funds unused, resulting in weeks of reconciliation work.
The tools already in place – spreadsheets, Zip for procurement, and manual workarounds – worked for a time but couldn’t keep pace as HiBob grew. The company needed a solution that could scale and handle the complexity of global employee events.
They had solved a similar challenge in travel with TravelPerk and wanted the same for events. With nearly 2,000 requests a year, dozens of vendors, and strict policies, the workload grew exponentially. Compliance couldn’t be bypassed—every request had to be booked, tracked, and approved.
This created two major problems:
Administrative overload: Every event required onboarding a vendor in Zip, raising a PO, and processing payments – creating delays, heavy accounting overhead, and rushed deadlines that led to risk of errors and compliance vulnerabilities. Altogether, this consumed almost 200 hours of manual work annually.
Lack of visibility and accountability: It was often unclear who booked the event, whose budget it came from, or who approved it, leaving finance to piece it together after the fact.
What was meant to bring people together had turned into a system of delays and duplication. HiBob needed a solution that could scale, streamline requests, and give both managers and finance real-time visibility.
When HiBob set out to modernize its procurement stack, it needed a system that would take the complexity out of event management. Jurnee delivered exactly that.
Instead of juggling spreadsheets, raising POs, chasing approvals, and risking delays or compliance gaps, HiBob now manages over 1,000 employee budgets in one place. Every event request follows a connected flow: vendors are pre-vetted in the catalogue, budgets update automatically as attendees are added, and approvals route to the right managers before booking. Finance receives one compliant invoice per region, with a full record of who booked, which budget it came from, and who approved it. Hundreds of POs, and the compliance overhead tied to them, disappeared overnight.
Security was non-negotiable. With Okta integration, employee data stays accurate and access is secure. Two-step approvals keep spending accountable, and finance can release budgets in phases to prevent early depletion. This gave HiBob confidence to hand employees more autonomy while maintaining control.
The rollout was straightforward: Jurnee imported HiBob’s data, mirrored approval flows across countries, and trained managers through quick sessions. Within weeks, employees were booking events independently, without waiting on finance to set up new vendors.
Budgets tracked manually in spreadsheets
Managers emailing finance to confirm balances
Budgets often overspent or left unused
Every event required a new PO
Vendors had to be onboarded one by one, even for a simple dinner
Invoices rarely matched entity or compliance needs
Finance spent weeks reconciling spreadsheets at year-end
Managers sometimes paid out of pocket and filed reimbursements
1,000+ budgets centralized in one platform
Real-time visibility for managers and finance
Multi-level budget control with phased releases
One PO per region per year instead of hundreds
Access to Jurnee’s global vendor catalogue with proposals in 48h
Ability to add HiBob’s preferred vendors in the same system
Single contract and compliant invoice for all events
Audit-ready history of approvals, attendees, and spend
Employees book events autonomously in weeks, not month
Jurnee empowers procurement to manage employee spend with clarity and control, enforcing standards, improving financial discipline, and enabling fast moving teams without compromising the employee experience.
Jurnee quickly transformed HiBob’s approach to employee events. HiBob estimates that Jurnee has delivered over $22,500 in annual efficiency gains* by eliminating manual work and reducing finance overhead.
Cut POs from 100+ to 1 per region: Finance now processes only three POs a year instead of hundreds, reclaiming 200+ hours annually.
Eliminated vendor onboarding: Employees are booking events directly from Jurnee’s catalogue, removing repetitive supplier setup and reducing compliance risk.
Delivered audit-ready visibility: Every event now comes with a full record of approvals, attendees, and budget usage, ending disputes and guesswork.
Standardized global processes: One system now governs budgets across EMEA, the U.S., and APAC, ensuring consistent policies and compliance worldwide.
Empowered employees with autonomy: Employees can move from idea to approved and booked event in days, strengthening engagement and increasing satisfaction.
And beyond just efficiency, Jurnee enabled speed and consistency.
Jurnee has completely changed how we manage events. I don’t have to raise POs or chase vendors anymore, and I’m no longer stuck troubleshooting issues between teams and finance. Now, employees just pick a vendor from the catalogue, budgets update automatically, approvals route to the right people, and finance gets a single compliant invoice. The process is simple; everyone follows the same steps, and we all have the visibility we need. What used to be a constant struggle is now smooth and straightforward.
With the employee allowance program running smoothly on Jurnee, HiBob is now looking to consolidate all event spend into the platform. The plan is to scale beyond team gatherings to broader employee initiatives.
By consolidating these budgets, HiBob will not only simplify approvals and invoicing but also gain a complete picture of event spend across the company. What began as one successful use case is becoming the foundation for a unified, scalable approach to employee and company-wide events.
If you’re still managing event budgets in spreadsheets or drowning in purchase orders, take a page from HiBob’s playbook. With Jurnee, you can consolidate POs, eliminate manual admin, and give your teams the freedom to run events without losing financial control.
* Annual efficiency gains calculated as estimated hours saved (200+ finance + 250+ employees) × average fully loaded hourly cost ($50/hr)