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Administrator Guide
Last Updated: 2026-03-13
Steps: Set Up Customer Invoices

Steps: Set Up Customer Invoices

  • Configure the
    Customer Invoice Event
     business process and security policy in the Customer Accounts functional area.
You can streamline invoice creation by configuring customer invoices to populate payment details, review invoice matching, apply budget check, route to an assigned approver, and more.
  1. (Optional) Edit Domain Security Policies.
    Configure the
    Process: Customer Invoice (NEW)
     security domain in the Customer Accounts functional area. This domain grants access to users with company-based or unconstrained roles to manage customer invoices. For more granular control on customer invoice actions, you can grant permissions on various subdomains.
  2. (Optional) Edit Business Processes.
    Configure the
    Customer Invoice Event
     business process to ensure processing accuracy for invoicing, printing, and emailing.
    1. On the
      Customer Invoice Event
       business process security policy, add the Approvers security group to the Approval and Review actions. This configuration enables you to route a customer invoice to a designated approver in your organization.
      Ensure that the initiator has access to these security domains:
      • Access Customer (Segmented)
         domain
      • Process: Customer Invoice - Core
         domain
      • Roles - Company
         Security Group Types
      • Roles - Customer
         Security Group Types
      Also, grant the Integration Permissions for the
      Access Customer (segmented)
       domain along with
      Get
       and
      Put
       access to these domains:
      • Integration Event
      • Process: Electronic Invoices
    2. Edit the
      Customer Invoice Event
       business process and set up the
      Initiate Customer Invoice Intercompany Event
       action step for intercompany transactions.
      Workday applies the approval only to the company specified on the invoice header. When you deny the approval, Workday terminates the process.
    3. Set up the
      Print Customer Invoice Service
       step on the
      Customer Invoice Event
       business process for printing customer invoices automatically.
      To print the invoice with a print run type of
      Final
      , add the service step after the approval step and set the approval step as final.
    4. Set up the
      Electronic Invoicing via Document Delivery Rules
       service step on the
      Customer Invoice Event
       business process for electronic invoicing.
    5. Set up the
      Email Customer Invoice
       service step on the
      Customer Invoice Event
       business process for emailing a customer invoice PDF file automatically as soon as you print the document.
    6. Set up the
      Integration
       service step on the
      Customer Invoice Event
       business process for launching the electronic invoice integration automatically.
      Set up a condition rule on the Integration step to ensure that the electronic invoice integration launches only when Workday generates an invoice PDF after the last printing run.
  3. To settle intercompany transactions, establish the relationship between companies.
  4. To create unique IDs for invoices, credits, debits, and rebills, configure unique invoice numbering either at the tenant level or for individual companies. When you configure a company-level setting, it overrides the tenant-level setting for that company.
  5. When using gapless invoice number, configure sequence generator rules and enable the gapless sequencing functionality.
  6. (Optional) Access the
    Maintain Invoice Types by Country
     task to configure country-based statutory invoice type with the
    Invoice Type Usage
     option of
    Customer Invoices
    .
    Security:
    Set Up: Tax
     domain in the Common Financial Management functional area.
  7. (Optional) Access the
    Edit Company Accounting Details
     task and select
    Customer Invoice
     option for
    Allow Accounting by Approval Date
     prompt to use approval date as the accounting date on your customer invoices and adjustments, or when you want to order document sequence numbers by accounting date.
    Security:
    Set Up: Company Accounting
     domain in the Common Financial Management functional area.
  8. (Optional) Access the
    Edit Customer Account Options
     task and select
    Prevent Changes to Invoice after Final Print Run
     check box for a desired company to prevent changes to an approved and printed invoice.
    Once you enable this feature, you can't disable it if you've generated invoices.
    After an invoice has a
    Approved
     status and the print run type has a
    Final
     status, you can no longer cancel, change the invoice, or update the invoice lines for the given company. Workday also sets a
    Finalized Date
     field on the
    View Customer Invoice
     page.
    Security:
    Set Up: Customer Accounts
     domain in Customer Accounts functional area and
    Set Up: Company General
     in the Common Financial Management functional area.
  9. Configure the
    Invoice Options
     to:
    • Automatically populate the default commodity code type.
    • Enable Bill-From Address and Ship-From Address on customer invoices.
    • Assign multiple due dates to a single customer invoice or invoice adjustment.
    Security:
    • Set Up: Company General
       domain in the Common Financial Management functional area.
    • Set Up: Customer Accounts
       domain in the Customer Accounts functional area.
After invoice setup, you can:
  • Create single or consolidated invoices.
  • Adjust, copy, change, or cancel invoices.
  • Edit approved invoices.
  • Use the create credit and rebill functionality to create 1 corrected invoice when you bill an invoice incorrectly
  • Manage invoices and place them in dispute, in collection, or hold from payment.
  • Print and email invoices.