Inside Scale AI's finance tech stack and how they use TeamOhana

Scale AI needed to simplify headcount planning during rapid growth. What began as a manual, spreadsheet-driven process across Google Sheets became unsustainable as hiring accelerated from a few hires per month to 30–40 per month during the generative AI boom.

In this customer story, Kenny Tran, Head of Business Transformation at Scale AI, shares how the company transitioned to TeamOhana to unify Finance, HR, Recruiting, and hiring managers into one streamlined workforce planning process.

Today, Scale AI uses TeamOhana to:

• Run collaborative H1 and H2 planning cycles using real-time scenarios
• Enable 100% of backfills and new headcount requests through structured workflows
• Automate approvals across HRBPs, Finance BPs, and department leads
• Integrate directly with Greenhouse, BambooHR, and their finance systems
• Eliminate manual reconciliation and spreadsheet trackers
• Provide live visibility into org structure, cost centers, and headcount impact

By centralizing headcount planning and leveraging scenario modeling, Scale AI achieved:

• 90% reduction in reconciliation time
• 85% efficiency gain during planning cycles
• 99% alignment across the organization
• Headcount request submission in under two minutes

Beyond hiring velocity, the value extends to finance forecasting, visibility, and reducing tech debt through build-versus-buy decisions.

This story highlights how high-growth companies can move from reactive spreadsheet planning to a scalable, integrated workforce planning system that supports both moderate and hyper-growth phases.