Billable Charge Automation Step

Placements

The Add Billable Charge step is an automation feature designed to enhance workflow efficiency for Bullhorn Time & Expense (BTE) or Bullhorn One (BH1) customers. By integrating seamlessly into placement workflows, this step allows users to automatically create billable charges for placements. It achieves this by triggering a REST API endpoint to send the Placement ID, Earn Code ID, and other specified billable charge parameters back to the Placement entity within Bullhorn ATS.

This step is especially useful for roles like billing specialists who need to ensure accurate and consistent application of fees, such as Perm Fee Billable Charges, without manual data entry. By configuring this step within an automation, users can streamline billing processes, reduce potential for error, and save valuable time.

This feature is for Bullhorn Time & Expense (BTE) or Bullhorn One customers only. If you have these products and would like the step enabled, reach out to Bullhorn Automation Support.

Adding the Billable Charge Step to Automations

When enabled the Billable Charge option as an available step in Automations that meet the following criteria:

  • Placement-based.
  • Contact Type: Candidate
  • Does not support Sales Contacts

Configuring the Billable Charge Step

Having accurate data in this section is extremely important. If the data values in Bullhorn do not match up with the configurations made in this step (e.g., Period End Date), the record may fail this step in the automation process.

  • Description: Text description for the Billable Charge. This field allows for free text and merge tokens.
  • Period End Date: The end date for transactions included in the Billable Charge. You can either set the Period End Date as “Current Date,” or based on a specific date field on the Placement record.
  • Transaction Date: The date the transaction occurred. This field works the same way as the Period End Date and offers the same set of value options.
  • Earn Code: Select the earn code that you would like to associate with the Billable Charge.
    • This picker displays all of the earn codes that were entered on the Earn Code Dropdown Values setting in your Bullhorn settings.
    • Earn Codes are unique identifiers for each type of earning a worker receives, such as regular and overtime hours, breaks, and PTO.
  • Quantity: The transaction quantity for the unit of measure. This field allows you to enter an integer manually.
  • Amount: The transaction amount, as calculated by Pay & Bill. You can either select from a list of salary/rate-based fields on the Placement entity, or you can enter an integer manually.
    • Only fields synced to your Bullhorn Automation environment are available as options here. You can sync a new field by navigating to Settings > Bullhorn > Bullhorn Integration Settings.
  • On Failed Request: Incorrect information on the record in Bullhorn may cause Billable Charge requests to fail. When this happens, the record will not move to the next step in the automation. You can set the automation to send a notification to the relevant user, informing them of the failure. The notification will be sent every 24 hours until the error is rectified.
    • The message will be the same as the error message sent from Bullhorn Time & Expense, and is not configurable in Bullhorn Automation.

FAQ

Why can't I see this step available?

This Billable Charges automation step is only available to Bullhorn One / BTE customers, and is not available by default. Contact Bullhorn Automation Support to enable this feature.

I am a Bullhorn One / BTE customer and this is enabled for me, but I still don’t see the button?

Are you in a Candidate-based Placement automation? This is the only automation that supports this feature.

I want to use this feature but I don’t know much about Bullhorn One / BTE. Where should I go?

This is a great reason to reach out to your Bullhorn Account Manager! They can walk you through this product in more detail.

Can I use the automation for more than one transaction at a time?

No. You can only add one bill transaction per billable charge.

How do I find my Earn Codes for Enablement?

  1. Navigate to Bullhorn > Menu > Earn Codes.
  2. Open up Developer Tools (either press F12 on the keyboard or go to your browser settings > More Tools > Developer Tools.
  3. Click on the Earn Code in question within Bullhorn ATS.
  4. Go to the Network tab in Developer Tools and look for the line named "[Number]?layout=RecordEdit".
  5. Click on the Response tab and scroll to find the following portion: "defaultEarnCode":{"id":[Number]"code":"[Earn Code]".
  6. Send us the number value following the ID.