How to Fill Out the Bilflo Info Section on a Bullhorn Placement
When to fill these out
When a Placement’s status moves to Approved, Bullhorn syncs the record to Bilflo and creates a Bilflo Contract Job. The values in the Bilflo Info section determine how the contractor’s pay, billing, time collection, and approvals work in Bilflo. Fill these out before approving — once approved, the placement syncs.
You don’t need to fill out every field. Leave the ones that don’t apply blank or set to “No”. The defaults configured by your admin will be used.
Bilflo Info — field-by-field
Eligible for Per Diem
- What it controls: Whether the contractor will be paid a per-diem allowance on top of their hourly rate.
- How to fill: Select Yes if the contract includes per diem. Otherwise No (or leave blank).
- If Yes: You must also fill in Per Diem Calculated and Per Diem Amount.
Per Diem Calculated
- What it controls: Whether the per diem is paid per day worked or as a flat weekly amount.
- How to fill: Pick Daily or Weekly.
- Skip if: Eligible for Per Diem is No.
Per Diem Amount
- What it controls: The dollar amount of the per diem, in USD.
- How to fill: Enter the amount.
- If Per Diem Calculated = Daily, enter the daily rate (e.g.,
75.00for $75/day). - If Per Diem Calculated = Weekly, enter the weekly rate (e.g.,
525.00for $525/week).
- If Per Diem Calculated = Daily, enter the daily rate (e.g.,
- Skip if: Eligible for Per Diem is No.
Don’t Bill Per Diem to the Client
- What it controls: Whether the per diem is recovered from the client on the invoice. By default, per diem IS billed to the client.
- How to fill:
- No (or blank) — bill per diem to the client (normal).
- Yes — absorb the per diem internally; do NOT add it to the client invoice.
Eligible for Expenses
- What it controls: Whether the contractor can submit expenses (mileage, supplies, travel) for reimbursement.
- How to fill: Yes if the contract allows expense reimbursement. No otherwise.
- If Yes: You must also fill in Expenses Approve Method.
Expenses Approve Method
- What it controls: How submitted expenses get approved.
- How to fill: Currently the only supported value is Online (the Approving Client Contact reviews and approves in Bilflo’s portal).
- Skip if: Eligible for Expenses is No.
Don’t Bill Expenses to the Client
- What it controls: Whether reimbursed expenses are passed through to the client invoice. By default they ARE billed back.
- How to fill:
- No (or blank) — pass through to the client (normal).
- Yes — pay the contractor but do not invoice the client for the expenses.
Time Collection Method – W-2
- What it controls: How a W-2 contractor logs their time. Drives which timecard format Bilflo creates.
- Fill in only if: The placement’s Employment Type on this contractor is W-2. Skip for 1099.
- Options:
| Choose this when… |
|---|
| Clock-in/Clock-out — the contractor records start and stop times each day, no lunch break tracking. |
| Detailed Clock-in/Clock-out — start/stop times PLUS lunch breaks. Most common for healthcare. |
| Daily Timecard — one total-hours-worked entry per day, no clock times. |
| Bulk Time — one total-hours-worked entry per week (typical for salaried-style hourly). |
| Salary — fixed weekly hours, no daily entry needed. |
| Third Party / Daily Third Party — hours come from an external system (e.g., client VMS), Bilflo just receives them. |
| 9/80 Timecard — alternating 9-hour and 8-hour days on a 9/80 schedule. |
Time Collection Method – 1099
- What it controls: Same as above, but for 1099 contractors.
- Fill in only if: The placement’s Employment Type on this contractor is 1099. Skip for W-2.
- Options:
| Choose this when… |
|---|
| Clock-in/Clock-out — start/stop times. |
| Detailed Clock-in/Clock-out — start/stop plus lunch. |
| Bulk Time — one total per week. |
| 1099 — contractor submits a self-prepared invoice each period; Bilflo receives totals. |
| 1099 Daily Timecard — daily total-hours entries. |
| Daily Third Party — hours come from an external system. |
Burden Amount (%)
- What it controls: The employer burden rate used in Bilflo’s margin calculations. Burden covers payroll taxes, workers’ comp, benefits, etc. as a percentage of pay.
- How to fill: Enter a percentage as a number — e.g.,
25for 25%,18.5for 18.5%. - Leave blank to: Use the default burden rate configured in Bilflo for this client/contractor type.
Overtime Rules
- What it controls: Which overtime rule Bilflo applies when calculating OT hours and OT pay.
- How to fill: This should match the work-site state, not the contractor’s home state. See the hint under the field.
- Options:
| Rule | When to choose |
|---|---|
| Not Qualified for OT | Exempt from OT (e.g., salaried, true 1099, executive exemption). |
| FLSA (Over 40) | Standard federal rule — OT after 40 hours/week. Most US states. |
| CA (Over 8/40) | California — OT after 8 hours/day OR 40 hours/week. |
| NV (Over 8/40) | Nevada — similar daily/weekly rule. |
| 4 10s | Scheduled four 10-hour days; OT only after 10 hours/day or 40/week. |
| 4 10s Loose | Four 10-hour days but daily OT enforcement is relaxed. |
| 9/80 | 9/80 alternating schedule — OT after 9 hours/day with a special Friday handling. |
| 4 9s and a 4 | Four 9-hour days plus one 4-hour day; specific OT thresholds. |
TimeCard Approvers section
Approving Client Contact
- What it controls: The client-side person who approves the contractor’s timecards and expenses each pay period.
- How to fill: Type the Bullhorn Client Contact’s name; pick from the suggestions. Must be an existing Contact at the placement’s company.
- Effect in Bilflo: This person receives the approval email/portal link for every timecard the contractor submits.
Backup Approving Client Contact (if shown)
- What it controls: Fallback approver when the primary approver is out or doesn’t respond.
- How to fill: Same as above — type and pick from suggestions.
- Effect in Bilflo: If the primary doesn’t approve within the configured window, the backup is notified.
Primary / Secondary Timesheet Approver (if shown)
These fields are specific to this customer’s Bullhorn setup. If your page shows them, they typically work the same way as Approving Client Contact / Backup — but check with your Bilflo Account Manager since the meaning can vary by company.
Time Entry Method (if shown)
Customer-specific field. Common values:
Time In/Out,Time In/Out + Lunch,Total Hours. Pick the format that matches how the contractor will submit time.
PO Number (if shown)
The client’s purchase order reference number. Used on invoices Bilflo sends to the client. Enter the exact PO number provided by the client AP team.
Quick workflow checklist (every new placement)
- Confirm Employment Type at the top of the placement =
Contract(W-2 or 1099). - Decide: per diem? Set the three per-diem fields.
- Decide: expenses? Set the expense fields.
- Pick Time Collection Method – W-2 OR Time Collection Method – 1099 (not both — only the one matching the contractor type).
- Enter Burden Amount (%) if it differs from your company default.
- Pick Overtime Rules based on the worksite state.
- Fill in Approving Client Contact (and Backup, if used).
- Save the placement.
- Change Status to Approved → the placement syncs to Bilflo within ~5 minutes.
- Look for the auto-generated Bullhorn note with the link to the Bilflo job — open it to confirm everything came through correctly.
Common mistakes to avoid
- Filling in BOTH Time Collection Method – W-2 and Time Collection Method – 1099. Only one applies. The other should be left blank.
- Putting the contractor’s home state into Overtime Rules. It must be the worksite state — OT laws follow where the work is performed.
- Forgetting to fill in Per Diem Calculated when Per Diem Amount has a value. Bilflo can’t determine if
$525means daily or weekly without it. - Typing a free-text name into Approving Client Contact instead of picking from the dropdown. The field is a Bullhorn Contact picker — your typed text must match an existing Contact at the client company or the field won’t save the link.
- Approving the placement before all fields are correct. Once approved, the placement syncs. Corrections after the fact require updating the placement AND waiting for the next sync cycle.