Invoicing Best Practices

The invoicing experience is a key component of your client's journey. Use the best practices below to take advantage of Bullhorn One's robust Invoicing system. For additional information on the full Payroll Workflow see Payroll Workflow Best Practices.

  • Understand the Billable Charge Statuses and Billable Charge Workflow:
    • Not Ready to Bill: Indicates that not all transactions within the Billable Charge were approved in Bullhorn Time & Expense (BTE).
    • Ready to Bill: The charge has been approved or does not require approval prior to invoicing.
    • Processing: A user created an invoice for the Billable Charge. The transactions are part of a batch, but not yet on an invoice. This status is generally only shown for a few seconds.
    • Invoicing: All the transactions with the Billable Charge are on an invoice and that the invoice is in any state other than "Finalized."
    • Invoiced: A user has finalizes the Invoice Statement.
    • Unbillable: A user credits and/or reinstates a Finalized Invoice Statement. Users with the appropriate ATS permissions can mark a Billable Charge "Unbillable," if it meets preconditions.
    Top Billing Tip: As a Payroll or Billing Specialist, make sure you're following best practices when adjusting any Payable and Billable Charges. See the following sections for more information: Payable Charges & Billable Charges
  • Delete an invoice if a transaction needs to be adjusted before the invoice is finalized.
  • Finalizing an invoice can not be undone. But you can make adjustments to finalized invoices by selecting Credit or Credit & Reinstate. It is not recommended to do this often.
  • Partner with Bullhorn Support to customize your company-wide Invoice Template.
  • Utilize Email Invoice Templates to maintain consistency across clients when emailing out invoices. These templates are linked to the Billing Profile
  • Invoice Terms define invoice instructions per clients. For example, if the client can be invoiced for the placement without an approved timecard.
    Top Invoicing Tip: Remember that Invoicing is closely related to your Billing Profiles. Use the Billing Profiles section to utilize these features to the fullest extent.
  • Use Invoice Term Templates to make a reusable template of common invoice terms.You can define a set of Invoice Terms at the Agency level and allow users to select from a list of options.

For additional information on utilizing Bullhorn One as a whole, watch the Bullhorn One Essentials training videos in the Learning Hub.