Hours Report

Overview

The Hours Report provides visibility to Payable and Billable Hours and Dollars based on selected criteria to include time period, client, candidate, etc. and is accessible through Canvas.

This article includes:

Report Uses

The Hours Report can be utilized in multiple scenarios. A few recommendations for use include:

  • Performance Metrics: some agencies utilize billable hours as a performance metric.

  • Sales/Recruiter Competition: some managers may decide to host a friendly competition between sales and recruiters based on number of billable hours or billable dollars.

  • Visibility to Hours by Company: allows visibility to hours billed or paid by company. Managers can leverage this report using different timeframes to identify trends (increasing hours, decreasing hours, monthly or quarterly trends). This allows them to anticipate resource needs to ramp up support or work with sales teams to either consult with a client on the decline or identify new clients to replace the decreased hours.

  • Client Reporting: sales people may want to provide client billable hours data broken down by Job Title in an effort to consult with clients regarding trends or solutioning for client concerns. In other cases, the client contract may require a bill rate reduction once a candidate has worked a specific number of hours.

  • Client Conversions: based on the client contract, there may be a time threshold a candidate must work before the client can convert the candidate to a full-time client employee. In other cases, there may be contractual terms requiring a lower conversion fee after the candidate completes a specific number of billable hours. This report can be run per client for a longer date range to identify candidates who are approaching these milestones.

  • HR/Benefits: some agencies provide employer paid benefits, holiday pay, PTO or other perks once the candidate has worked a specific number of hours. This report could be run to identify which candidates are close to qualifying for these benefits.

  • Headcount Report: depending how an agency defines “headcount”, this report could be filtered by individual candidate name to determine how many individuals had billable hours (i.e. headcount).

Best Practices

Although this report can be leveraged within Canvas, we recommend you download the report into Excel to better view larger reports.

Once in Excel, there are separate tabs/worksheets to allow you easier visibility to either Billable or Payable Hours data. Excel also provides user-friendly filtering and pivot table options. For efficient visibility by column data point, highlight the column header row and enable filters.

Criteria to Run the Report

Criteria Definition
Week Ending Date

The week ending date of the actual timesheet, not the week ending date of the week when the timesheet was processed.

Example: if the candidate submits their March 6th timesheet two weeks later and the timesheet is processed for payment during the week ending March 20th, the Week Ending Date is March 6th.

Placement Date See definition below.
Hire Date See definition below.
Client Name See definition below.
Department/Branch See definition below.
Job Order See definition below.
Candidate Name See definition below.
Client ID

Client ID assigned by BullhornOne for the company profile.

  • Useful if you need to pull data for a specific client/company where there may be multiple company profiles with a similar name.

  • Example: there may be multiple company profiles for Wells Fargo. Rather than running a report on Client Name, you can identify the specific Client ID associated with the Wells Fargo profile you need and run the report for that Client ID.

Job Order ID

Job Order ID assigned by BullhornOne for the job order profile.

  • Useful if you need to pull data for a specific job order where the job title is common.

  • Example: the Job Order Title may be Forklift Driver or Java Developer. If you need data on a specific job order with a common title, then the Job Order ID would be a more effective report criteria to leverage.

Candidate ID

This is the ID assigned by Bullhorn to the candidate profile. This ID is useful as a report criteria if you need data that is specific to one candidate and the candidate has a common name.

Placement ID

Placement ID assigned by BullhornOne for the candidate’s placement.

  • Useful if you need to pull data for a specific placement, where the candidate has multiple placements.

  • Example: John Smith has two placements at Wells Fargo and both placements have the same job title. You can identify the appropriate Placement ID for the specific placement, then enter this Placement ID as the report criteria to view all hours specific to that one Placement ID.

Running the Hours Report

  1. From the BullhornOne Menu, select Canvas.

  2. Select Run beside the Hours Report.

  3. Select the criteria by which to run the report. The most common report criteria is a Week Ending Date range (i.e. “From” what date and “Through” what date). If you want all data for a date range, additional criteria can be ignored. If needed, additional criteria options include:

    • Placement Date

    • Hire Date

    • Client Name

    • Department/Branch

    • Job Order

    • Candidate Name

    • Client ID

    • Job Order ID

    • Candidate ID

    • Placement ID

  4. Click Finish.

  5. Export the report to Excel by selecting Download > View in Excel Options > View in Excel 2007 Format.

    • This option keeps the same report format as the Canvas report. If a data file is needed without keeping the Canvas report formatting, then you can select the Data option.

  6. Once the following screen appears, click on the xlsx file to open the file in Excel.

The Excel file exports into two worksheets, Billable Hours and Payable Hours. The appropriate tab must be selected to view the applicable hours report

Once the report is exported to Excel, you can utilize standard Excel functions to filter, sort, and pivot the data.

Looking for a sample report? See this sample downloaded version.

Data Included/Excluded on the Report

The report provides visibility separately to the Payable Hours/Dollars and the Billable Hours/Dollars. The Data Definitions below reflect the definitions from the Payable and Billable sides.

The Dollars columns are reflecting the dollar equivalent of the hours only. Manual Payable Charges (PCs) and Billable Charges (BCs) are not reflected in this column. The report includes all Active placements during the time period selected.

If you have chosen to capture division, line of business, business unit, and/or branch as a custom field on the Placement record, you can add these fields as a report customization.

Terms Definition
Department

This field is often associated with how revenue is recognized in Accounting, so that BullhornOne data visibility is aligned with your financial/accounting structure.

Use of this field varies. Some customers may use this field to distinguish between Agency branch/locations (i.e. Atlanta, Charlotte, New York City; or perhaps Onsite locations: Nike Onsite, Google Onsite). Other customers may not utilize this field.

Company ID

Client ID assigned by BullhornOne for the company profile.

Company Name

Client Name from the company profile.

Best practice is for you to define standard naming conventions to utilize for client names. Punctuation can impact filtering. Examples:

  • “Beeline @ IBM” or “Beeline at IBM” or “IBM”

  • “Apria Health Inc.” or “Apria Health Inc” (no period) or “Apria Health”

Job Order ID Job Order ID assigned by BullhornOne for the job order profile.
Job Title

Job Title from the job order profile.

Best practice is for you to define standard naming conventions to utilize for client names. Punctuation can impact filtering. Examples:

  • “Nurse - 3rd Shift”or “3rd Shift Nurse”

  • “Java Developer” or “Java Dev.” or “Java Dev”
Candidate Type

Pulled from the candidate profile “Employee Payment Type” field.

Candidate Name Candidate name associated with the placement.
Placement ID Placement ID assigned by BullhornOne for the candidate’s placement.
Candidate Hire Date

This date reflects the earliest start date from all BullhornOne placements for each candidate. The Hire Date is not pulled from any onboarding or payroll tool.

The Hire Date should reflect:

  • The first date of employment for a W2/T4 candidate.

  • The first date of contractual work with a 1099 or IC/SC.

If the candidate only has one placement, then the Hire Date will be the same as the Start Date.

Placement Start Date

Start date associated with the Placement ID.

May be the same as Hire Date if a candidate only has one placement.

If a candidate has multiple placements, the Start date may be different from the Hire Date.

Period End Date

This date reflects the timesheet period end date. The end date is not the date when the timesheet was processed, but the last date of the timesheet itself.

Reg Billable or Payable Hours

Hours categorized as Reg that are either billable or payable.
OT Billable or Payable Hours Hours categorized as OT that are either billable or payable.

DT Billable or Payable Hours

Hours categorized as DT that are either billable or payable.
Other Billable or Payable Un-Worked Hours

Hours that are categorized as un-worked but are either billable or payable.

Example of un-worked billable hours: On Call hours that are billable to the client for hours when the candidate is on call

  • On Call hours are un-worked hours, which differ from Call Back hours where the candidate is actually working if receiving a call during on call time

Examples of un-worked payable hours: On Call, Holiday, PTO, Sick, and Bench hours.

  • Un-worked hours are paid but do not count toward OT pay or bill rates.

Total Billable or Payable Hours Total dollar amount of billable or payable hours.
Reg Billable or Payable Dollars Dollars associated with Reg hours, which are either billable or payable.
OT Billable or Payable Dollars Dollars associated with OT hours, which are either billable or payable.

DT Billable or Payable Dollars

 Dollars associated with DT hours, which are either billable or payable.

Other Billable or Payable Un-Worked Dollars

Dollars associated with un-worked hours, which are either Billable or Payable.

Refer to the “Other Billable or Payable Un-Worked Hours” term above for the definition of un-worked.

Total Billable or Payable Dollars

 Total dollars associated with billable or payable hours.

Technical Data in the Report

Data/Column

 Billable Payables
Department/Branch

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE GENERAL LEDGER SEGMENT 3].[externalSegmentName]

 
Client Name [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE BILLING COMPANY].[name] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE COMPANY].[name]
Client ID [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE BILLING COMPANY].[clientCorporationID] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE COMPANY].[clientCorporationID]
Job Title

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE JOB].[title]

[PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE JOB].[title]
Job Order ID [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE JOB].[jobPostingID] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE JOB].[jobPostingID]
Candidate Name [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE CANDIDATE].[name] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE CANDIDATE].[name]
Placement ID [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE PLACEMENT].[placementID] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PLACEMENT].[placementID]
Employee Type [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE PLACEMENT].[employeeType] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE].[employeeType]
Hire Date

The first Placement Start Date for each Candidate ID.

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE PLACEMENT].[dateBegin]

Joined to Billables on Candidate ID.

The first Placement Start Date for each Candidate ID.

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE PLACEMENT].[dateBegin]

Joined to Payables on Candidate ID.
Start Date [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE PLACEMENT].[dateBegin] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PLACEMENT].[dateBegin]
Period End Date [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE].[periodEndDate] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE].[periodEndDate]
Reg Billable or Payable Hours [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION EARN CODE].[code]='REG' [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PAY TRANSACTION EARN CODE].[code]='REG'
OT Billable or Payable Hours [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION EARN CODE].[code]='OT' [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PAY TRANSACTION EARN CODE].[code]='OT'
DT Billable or Payable Hours [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION EARN CODE].[code]='DT' [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PAY TRANSACTION EARN CODE].[code]='DT'
Other Billable or Payable Un-Worked Hours [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION EARN CODE].[code] not in (‘REG’,’OT’,’DT’) [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PAY TRANSACTION EARN CODE].[code] not in (‘REG’,’OT’,’DT’)
Total Billable or Payable Hours [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[quantity] [PRESENTATION VIEW - PAYABLE CHARGE ANALYSIS].[PAYABLE CHARGE PAY TRANSACTION].[quantity]
Reg Billable or Payable Dollars [Reg Billable Hours] * [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

[Reg Payable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

OT Billable or Payable Dollars

[OT Billable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

[OT Payable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

DT Billable or Payable Dollars

[DT Billable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

[OT Payable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

Other Billable or Payable Un-Worked Dollars

[Other Billable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

[Other Payable Hours] *

[PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

Total Billable or Payable Dollars [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[quantity] * [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate] [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[quantity] * [PRESENTATION VIEW - BILLABLE CHARGE ANALYSIS].[BILLABLE CHARGE TRANSACTION].[rate]

Data Excluded from the Report

  • Payable and billable expenses

  • Earn codes that are not hourly

    • Including earn codes with a Unit measurement rather than Hours, like per diem and bonuses