Bullhorn AR Invoice Statement to Sage Intacct AR Invoice 

First published on: 05/09/2025/3:41 pm

Workflow Summary

• The workflow will scan Bullhorn One at regular intervals and retrieved details of Invoice Statements that been finalized and set marked as “Export Queued”.
• Retrieved Invoice Statements will AR invoices in Sage Intacct.

Workflow Description 

At configurable intervals, the workflow queries Bullhorn One to retrieve all new Invoice Statements marked as “Export Queued” since the previous execution. For each retrieved Invoice Statement, a corresponding AR Invoice is generated in Sage Intacct through the following process:

1. Invoice Header and Customer Details: The workflow extracts the Invoice Statement details, including associated Company and Company Contact data. It then calls the “Import Bullhorn Customer and Primary Contact to Sage Intacct Customer and Contact” workflow to ensure that the customer and contact records in Sage Intacct are current and accurate.
2. Invoice Line-Item Processing: For each invoice line item, the workflow retrieves relevant data such as:
   • Placement
   • Billable Charges
   • Bill Master details
   • Employee and Earn Code

• The Employee is sourced from the Placement record and must include a configurable field referencing the Sage Employee ID within the Bullhorn User profile.
• The workflow also includes logic to sync the Bullhorn Placement using its unique ID, ensuring a corresponding Placement/Class is created or matched in Sage Intacct.

3. AR Invoice Creation in Sage Intacct: The system assembles and submits the invoice data to Sage Intacct according to the configured field mappings.

• A validation step leverages Sage Intacct’s unique control ID functionality to avoid creating duplicate invoices.

4. Post-Processing Status Update: Upon successful creation of the AR Invoice, the original Invoice Statement in Bullhorn One is updated to “Exported” to confirm the transfer and prevent reprocessing.

Workflow Diagram

Mapping 

The following mapping will be applied: 

Create Sage Intacct AR Invoice

Assumptions

Invoice Number Mapping: Document sequencing for AR Invoices in Sage Intacct must be disabled to allow the Bullhorn One Invoice Statement number to be directly mapped to the AR Invoice number in Sage Intacct.

• If mapping the Bullhorn Invoice number to the standard AR Invoice number is not feasible, the Invoice Number and ID from Bullhorn must be stored in custom fields within Sage Intacct instead. This approach requires minimal adjustments to the existing logic and may also necessitate changes to the “Sage Intacct AR Cash Receipt Details to Bullhorn Invoice Payment” workflow.

Employee Mapping Requirement: If employee mapping is enabled, each Bullhorn One employee (user object) must already exist in Sage Intacct before invoice import.

• A designated field within the Bullhorn One employee record must store the Sage Intacct Employee ID to support placement and invoice alignment.

GL Account Assignment: Each Bullhorn One Invoice Statement line is expected to include a reference to a General Ledger (GL) Account, which is derived from the associated Earn Code configuration.

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