Migrate from Madison Resources to Bullhorn ATS & CRM

Madison Workers map to Bullhorn Candidates as the primary person record. Full name, SSN, work authorization (I-9), tax withholding elections, direct deposit details, and pay rate transfer to Bullhorn Candidate fields and custom fields. The dedupe key is email or, for records without email, a composite of first name, last name, and date of birth. Bullhorn Starter tier supports CSV imports for Candidates; Growth and Enterprise tiers use the REST API which preserves field typing and lookup relationships during migration.

Madison Assignments split across Bullhorn Job Order (the job opening) and Placement (the worker's actual assignment to that job). Bill rate, pay rate, client link, start date, end date, status, and any rate differential map to the Placement record. The Job Order captures job title, description, and status. Bullhorn's Placement record does not natively support assignment history timeline; we store assignment status changes and rate modifications as Bullhorn Notes or custom fields on the Placement record to preserve the full lifecycle view from Madison.

Madison payroll runs (earnings, deductions, taxes, net pay per pay period per worker) map to a Bullhorn custom Payroll History object or custom fields on the Placement record. Each payroll run is linked to the Worker (Candidate) and Assignment (Placement) via Bullhorn lookup fields. Bullhorn does not generate payroll runs natively; the destination firm will use Bullhorn's optional payroll add-on or a separate payroll processor post-migration. We flag the final payroll run date in Madison as the migration cutover boundary for payroll processing.

Madison Invoice headers and line items map to Bullhorn Invoice records. Hours worked, bill rate, applicable markups, status (draft, submitted, paid), and the Assignment linkage migrate with the original values. Bullhorn Invoice status values are mapped from Madison's status field during transformation. If the firm does not license Bullhorn Invoicing, invoices migrate as a custom Invoice object with the same fields and relationship to Placement.

Madison compliance documents (I-9s, W-4, state tax forms, signed worker agreements) have no native Bullhorn equivalent. We extract document references and file paths from Madison's data export, map document types to Bullhorn Candidate custom fields (e.g., i9_status, w4_received, tax_form_state), and produce a separate document file manifest with URLs or file bundles. Physical file transfer is a manual handoff step coordinated with Madison support separate from the structured data migration.

Madison's state unemployment tax limit tracking (worker ID, state, YTD wages, state wage base limit, limit status) maps to a Bullhorn custom SUTA Tracker object with fields for state, ytd_wages, wage_base_limit, and limit_exceeded_flag, linked to the Candidate record. Bullhorn Growth or Enterprise is required for multiple custom objects. SUTA rates change annually and vary by state; we preserve the historical tracking values as of the export date and flag that the destination system's current-year rate tables require manual configuration by the customer's payroll team post-migration.

Madison federal, state, and local tax withholdings and filings migrate as quarterly and annual Tax Summary records in a Bullhorn custom object linked to the Candidate. Per-pay-period tax detail requires field mapping to align with the destination payroll system's tax configuration. We preserve quarterly federal940, state quarterly, and annual W-2 summary values but flag that the new payroll processor's tax table setup is a separate post-migration configuration step.

Madison's client bill-to entities map to Bullhorn Client Corporation records. Company name, address, billing contact, and any factor arrangements (not the contract itself) transfer to Bullhorn fields. Client Corporation is created before any Placement import so that the client lookup is satisfied at the moment of Placement insert.

Madison Worker pay rate (hourly or salary) migrates as a Bullhorn Candidate custom field pay_rate__c rather than a standard Bullhorn field, since Bullhorn Candidate does not natively store payroll rate. This field is used to populate Placement pay rate and for payroll processing in the destination payroll system. The field type is currency or number depending on the Bullhorn configuration.

Madison direct deposit details (bank name, routing number, account type, account number last four) migrate to Bullhorn Candidate custom fields for payment_info__c and payment_method__c. Bullhorn does not store banking details natively; these fields serve as a reference for the payroll processor or are manually re-entered in the payroll add-on. We flag that banking details require re-entry or secure transfer per the destination system's security requirements.

Madison's factor-fee schedules (advance rates, factoring fees, recourse provisions) are stored in individual client contracts and are not part of Madison's operational data export. These do not migrate. We produce a written inventory of the factor terms from the client's contract copies as a reference document for renegotiating funding with a new funder or establishing a bank credit line post-migration.

Madison Assignment records may include bill-rate to pay-rate differentials, overtime markup rules, or per-diem adjustments that are staffing-specific. These map to Bullhorn Placement custom fields (bill_rate__c, pay_rate__c, markup_pct__c, overtime_multiplier__c) that Bullhorn's invoicing and payroll modules reference. Bullhorn Growth or Enterprise is required for placement-level custom fields beyond the standard bill and pay rate fields.