How it works

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The "Cash & Compliance" Engine
This workflow is designed to completely remove the manual data entry that happens between making a placement and getting paid. Usually, when a consultant closes a deal in Bullhorn, someone in finance has to manually copy that data into Xero to set up the invoice and the payroll record. This introduces human error and delays your revenue.

This automation acts as a real-time bridge between your Sales team (Front Office) and your Finance team (Back Office).

Here is the logic:

The Watchdog: The system wakes up periodically to check Bullhorn for any placements that have moved to "Approved" status.

The Vault (Quake Core): Before processing, we instantly back up the Candidate and Client details into your own private Quake database. This ensures you own your data and have a clean "Single Source of Truth" independent of your vendors.

The Paymaster (Payroll): We verify the candidate's details and automatically set them up as a new employee in Xero Payroll. This ensures they are ready to be paid on the very first run, keeping your contractors happy.

The Ledger (Billing): Simultaneously, we draft the sales invoice in Xero Accounting using the rates agreed in Bullhorn. This ensures the invoice is ready to go out the moment the candidate starts, significantly reducing your "debtor days" (time to get paid).

Built Using

Quake Bullhorn Xero UK Payroll Xero Accounting
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Scheduler trigger 
→ quake_create_job
Schedule: Hourly Check - Wakes up the agent to check for new revenue events.
x
Bullhorn action 
→ search
Find New Placements - Queries Bullhorn for placements marked 'Approved' since the last run.
x
Quake action 
→ quake_upsert_candidate
Secure Candidate Data - Saves a clean copy of the candidate profile to Quake Core for safe-keeping.
x
Quake action 
→ quake_create_client
Secure Client Data - Ensures the Client record exists in Quake Core to link the transaction.
x
Xero UK Payroll action 
→ createEmployee
Setup Payroll Record - Creates the new starter in Xero Payroll so they can be paid immediately.
x
Xero Accounting action 
→ createInvoices
Generate Sales Invoice - Creates a draft invoice in Xero Accounting based on Bullhorn fee rates.