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Administrator Guide
Last Updated: 2026-05-01
Create Consolidated Billing Schedules for Customer Contracts

Create Consolidated Billing Schedules for Customer Contracts

  • Enable consolidated billing for a billing schedule type.
  • Create and approve a customer contract.
  • Configure the
    Billing Schedule Event
     business process and security policy in the Customer Contracts and Project Billing functional areas.
  • Security:
    Process: Billing Schedule - Core
     domain in the Customer Contracts and Project Billing functional areas.
You can create consolidated billing schedules to specify billing and invoicing information for installment, transaction, prepaid, and usage-based customer contract lines.
Workday uses the billing schedule to determine how to bill customers for costs on your customer contract lines. You can group:
  • Customer contract lines that span multiple contracts in the same billing schedule.
  • Projects for the same company and customer in the same billing schedule.
When you generate installments, Workday associates 1 contract line with each installment line.
  1. Access the
    Create Billing Schedule for Customer Contract
     task.
  2. As you complete the task, consider:
    Option Description
    Schedule Type
    Select a schedule type that you enabled for consolidated billing on the
    Maintain Schedule Types
     task.
    Customer Contracts
    When you create the billing schedule, Workday adds the customer contract lines from contracts that you select.
    Billable Project
    Select the billable project associated with the customer contract lines that you want to create a billing schedule for.
  3. (Optional) On the
    Schedule Options
     tab, consider:
    Option Description
    Statutory Invoice Type
    Select a statutory invoice type that you configured for customer invoices on the
    Maintain Invoice Types by Country
     report. Workday filters the options that display in this prompt by the company that you select on the billing schedule.
    Workday uses the statutory invoice type to:
    • Determine the bill from location.
    • Populate the statutory invoice type from the billing schedule onto the customer invoice. When you create a customer invoice, you can change the statutory invoice type to be different from the statutory invoice type on the billing schedule.
    Workday doesn't support statutory invoice types on award contracts, intercompany contracts, or student contracts.
    Recurring Invoice Day
    Enter a day of the month to override the invoice dates on customer invoices that you create using this billing schedule. Consolidated billing schedules only apply invoice dates at the time of invoicing.
  4. (Optional) As you complete the
    Installment
     tab, consider:
    Option Description
    Billing Frequency
    When you select these options, installment periods start at the beginning of the selected time frame:
    • Calendar Week
    • Calendar Month
    • Calendar Quarter
    • Calendar Year
    When you select these options, installment periods start at the
    From Date
    :
    • Weekly
    • Monthly
    • Quarterly
    • Annual
    Recurrence
    Enter a number to generate installments in multiples of the billing frequency.
    Example: When the billing frequency is weekly, enter
    3
     to bill the customer every 3 weeks.
    Proration Method
    Displays when you select the
    Spread Even
     billing method and a billing frequency.
    Select:
    • Actual Calendar Days
       to use the actual number of days in each billing unit (28 to 31), leap years included.
    • Fixed Year 365 Days
       to prorate using a fixed 365-day year (leap years ignored).
    • 30 Day Month
       to prorate using 30-day months (360-day year).
    • Monthly Plus Daily
       to count full months as 1.0 and prorate stub days by average month length (365 ÷ 12).
    • By Calendar Month
       to split stub across calendar months, and prorate each by actual days in that month.
    You can use either the
    Prorate First and Last Installment
     check box or the
    Proration Method
     prompt, but not both. Workday disables the
    Prorate First and Last Installment
     check box when you select an option from this prompt.
    For details on proration method calculations, see Concept: Proration Methods for Consolidated Billing Schedules.
    Billing Period
    Determines whether the installment date is inside or outside of the installment period. When you select:
    • Advance
      , installment dates start from the last day of the previous installment period.
    • Arrears
      , installment dates start from the first day of the next installment period.
    • Current
      , installment dates start from the first day of the current installment period.
    Installment Day
    When a month doesn't have the date you select, Workday uses the last day of the month. Example: When you select
    30th
    , Workday uses the 28th for an installment in February.
    When the billing period is:
    • Advance
      , Workday uses the occurrence of this day or of the date closest to the end of the previous installment period.
    • Arrears
      , Workday uses the occurrence closest to the start of the next installment period.
    • Current
      , Workday uses the occurrence closest to the start of the current installment period.
    Prorate First and Last Installment
    Displays when you select the
    Spread Even
     billing method and 1 of these billing frequencies:
    • Calendar Week
    • Calendar Month
    • Calendar Quarter
    Select to prorate the first and last installments when the installments don't cover a full installment period.
    Example: When the billing frequency is
    Calendar Week
     and the
    From Date
     is a Thursday, the first billing installment covers 4 days instead of a full calendar week.
    When both the first and last installments are partial periods, use these calculations:
    • First installment = (Number of days to bill ÷ Total number of days in the period) × (Total amount to bill ÷ Number of installments)
    • Last installment = (Number of days to bill ÷ Total number of days in the period) × ((Total amount to bill - First installment amount) ÷ Number of installments))
    • Other installments = (Total amount to bill - First installment amount - Last installment amount) ÷ (Number of installments - 2)
    When either the first or last installment is a partial period and the other installment is a full period, use these calculations:
    • Partial installment = (Number of days to bill ÷ Total number of days in the period) × (Total amount to bill ÷ Number of installments)
    • Other installments = (Total amount to bill - Partial installment amount) ÷ (Number of installments - 1)
    You can use either the
    Prorate First and Last Installment
     check box or the
    Proration Method
     prompt, but not both. Workday disables the
    Proration Method
     prompt when you select this check box.
    Automatically Regenerate Installments
    Select to generate new installments when you modify the contract line amount on the customer contract. When you enable proration for the first and last installments, Workday updates the proration calculations accordingly.
    Automatically Submit Schedule via Contract Amendment
    Displays when you select the
    Automatically Regenerate Installments
     check box.
    Select to submit new installments for approval. Workday doesn't update installments when you have contract amendments on a business process.
    Status
    When you create credit adjustments or credit and rebill customer invoices, Workday changes the
    Completed
     installment status to
    Credited
    .
    When you:
    • Cancel the billing schedule, Workday only deletes installments in
      Available
       status.
    • Change the billing schedule, you can't edit installments in
      Credited
       status.
    Invoice
    Workday appends IDs to credit adjustment and credit and rebill customer invoices using the custom ID generators that you configure on these tasks:
    • Edit Company ID Definitions
    • Edit Tenant Setup - Financials
    Example: You can configure these custom IDs to display on credit adjustment and credit and rebill customer invoices:
    • 9874CR - Credit
    • 9875RB - Rebill
  5. (Optional) On the
    Transaction
     tab, select a
    Project Invoice Summary Definition
     to group time transactions instead of displaying individual lines.
    You can create project invoice summary definitions on the
    Maintain Project Invoice Summary Definitions
     task.
  6. (Optional) As you complete the
    Prepaid
     tab, consider:
    Option Description
    Invoice Prepaid Installments with Other Transaction Types
    Displays when you create a customer contract with at least 1
    Prepaid
     line type and 1 other line type.
    Workday automatically enables this check box and bills prepaid installments on the same invoice as other installments and transactions when you create customer invoices.
    When the check box selection that you configure on the billing schedule is different from the check box selection on the
    Edit Tenant Setup – Financials
     task, Workday uses the selection on the billing schedule to bill prepaid installments.
    Prepaid Mapping
    Map prepaid customer contract lines to installment or transaction type lines.
    Installments
    Set up prepaid installments for each prepaid mapping. To remove a prepaid line with a prepaid balance from the billing schedule, create a negative installment to zero out the prepaid balance.
    You can place prepaid installments
    On Hold
    , but you can't bill or consume against them. You also can't cancel billing schedules that have prepayment balances.
    When you create a credit adjustment or credit and rebill a prepaid installment, Workday displays the credit adjustment and rebilled installment.
  7. (Optional) Select
    Manage Attachments
     from the
    More
     menu to add attachments.
Workday routes the billing schedule to the
Billing Schedule Event
 business process for review and approval. If the
Review Consolidated Billing Schedule
 step has been added to the
Billing Schedule Event
 business process, reviewers can edit the billing schedule directly from My Tasks if they choose to, and then take action on it:
  • Approve
    : Approves the billing schedule and routes it to the next step in the business process.
  • Deny
    : Denies the billing schedule. The billing schedule doesn't proceed any further in the business process.
  • Send Back
    : Sends the billing schedule back to the initiator for revisions, including any changes made by reviewers.
Create customer invoices from contracts.