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Administrator Guide
Last Updated: 2026-03-13
Add Custom Service Manually

Add Custom Service Manually

You can create a custom quote and add each quote component separately.
  1. Access the
    Create Quote
    task.
  2. On the
    Create Quote
     page, access the related actions menu under the
    Action
     column in the quote line and click
    Add Custom Service
    .
  3. Complete these options:
    Options
    Description
    Billing Model
    The value is automatically populated from the value you select during the start of quote creation.
    Project Hierarchy
    Select an existing project hierarchy.
    If you don’t have one in your environment, access the
    Create Project Hierarchy
     task and define at least 1 primary project hierarchy. You can't change this value in a quote after adding a role to the quote.
    Worktag
    The value automatically populates from the opportunity.
    You can later edit worktags from the
    Quote Actions
     button in the quote header.
    Effort Estimation
    Select the type of service. Options are:
    • High Leve
      l: A duration based service. Workday defaults to this option. You must specify the
      End Date
      .
    • With Phases
      : A phase based service. You must add phases before you can allocate hours to roles.
    • With Phases and Tasks
      : A task based service. You must add phases and tasks before you can allocate hours to roles.
    Rate Type
    Select:
    • Hours
    • Days
    Considerations:
    • Workday derives the FTE calculations from the specified
      Rate Type
      .
    • Based on your selection, you can view role allocations by Days or Hours option in the
      View By
       drop down.
    • Billing Model
       of
      Fixed Fee
       requires
      Rate Type
       of
      Hours
      .
    • You can't change the rate type from Days to Hours when a service has role lines associated with it.
    • When the Rate Type is Days, select a
      Project Billing Rate Sheet
       with
      Unit of Time
       of
      Days
      .
    Project Billing Rate Sheet
    Select a project billing rate sheet to automatically populate the unit list price for roles.
    Considerations:
    • Based on the combination of customer, company, and worktags specified, the system filters out any non-applicable Project Billing Rate Sheets from the prompt.
    Sales Item Price List Sheet
    Select a sales item price list to automatically populate the unit price for items.
    Considerations:
    • Based on the quote company, the system filters out any non-applicable sales item price list from the prompt.
    • When you haven’t defined a sales item price list, or a price is not found for the sales item, the price will default from the item itself and the prompt will be blank.
  4. (Optional) You can click the related actions menu under the
    Action
     column for the
    Service
     to copy, edit, move, or delete it.
    You can also:
    • Split the service into phases or tasks.
    • Add role, item, discount, expense, or third party cost.
    • View services by Quantity (Hours or Days), Price, Cost or FTE values, and by weeks, months, or contract years in the
      Timeline
       view.
  5. Access the related actions menu under the
    Action
     column in the service line and select
    Add Role
    .
    1. Click
      Advanced Role Details
       and complete these option:
      Options
      Description
      Role
      Select a role.
      Considerations:
      • Workday filters out any roles from the prompt that are not allowed for the specified project hierarchy of the service.
      • When there are multiple rates for a role, each role displays in a separate line with rates as quoted.
      Role Requirements
      Workday displays default role requirements when they exist on the project role.
      Unit Price
      Specify a value that you want to charge the customer for the role. Workday defaults this value from the
      Unit List Price
      .
      Considerations:
      • This value can't be more than 12 digits.
      • When you don’t specify a value, it results in 0% margin
      Billable
      When unchecked, Workday excludes this role line from the total price of the quote.
      Prohibit Discount
      Select the check box to prevent discounting the role line.
      The unit price becomes non-editable as it can't be different from the unit list price.
      Note: Workday doesn't adjust the price of this line when you edit discount, margin, or target price defined at the quote or service level.
      Override Unit Cost
      Select the check box for overrides.
      Workday displays a
      Unit Cost Override
       field where you can specify a different value from the standard cost.
      Considerations:
      • Workday displays this option when you enable the tenant for role unit cost overrides.
      • Workday uses the modified cost to calculate the margins for this item.
      Number of Hours Per Day
      Specify the number of hours you want to allocate in the day.
      This field displays only when the
      Rate Type
       is
      Days
      .
      Reference Data Panel
      Displays non-editable data.
      Unit List Price
      Workday defaults this value from the project billing rate sheet (PBRS) selected for the service.
      If there is no unit list price for a role in the PBRS selected for the service,, this field displays
      0
      .
      Exception:
      • When you enable the tenant to allow unit list price overrides, you can change the 0 value and specify the price manually.
      • This ensures that the discount and margin percentages for the service and the quote are not inaccurately affected by the 0 unit list price.
      Unit Cost
      Workday defaults this value from the the project standard cost rate sheet for the role.
      Considerations:
      • When the quote currency is not the same as the currency of the standard cost rate sheet, we convert the hourly rate value in the project standard cost rate sheet to the currency specified in the quote.
      • When the quote currency is not the same as the currency of the standard cost rate sheet, we convert the hourly rate value in the project standard cost rate sheet to the currency specified in the quote.
      Quantity
      The hours you specify for the role.
      Unit of Measure
      The rate type you specify for the service.
      Price
      The value is equal to
      Quantity * Unit Price
       you specify.
      Cost
      The value is equal to
      Quantity * Unit Cost
      .
      When you enable cost overrides, the value is
      Quantity * Unit Cost Override
      .
      Margin
      Workday calculates this value as:
      ((Unit Price - Unit Cost)/Unit Price) *100%
      Considerations:
      • This value is 100% when the Unit Cost is 0.
      • This value is 0% when the Unit Price is 0.
      Discount
      Workday calculates this value as: (Unit list price - Unit price)/ Unit list price * 100%
      Dynamic Fields
      Rate Categories a, b, c, d, e
      (User configured categories)
      Workday displays these additional fields when the selected Project Billing Rate Sheet has rate categories. Rate categories provide additional dimensions for defining the rate for a project role.
      Considerations:
      • Workday supports a maximum of 5 rate categories per tenant.
      • These are optional fields. When you select 1 or more categories, Workday automatically populates the role unit list price based on the selections and what is set up on the Project Billing Rate Sheet.
      • The rate categories don’t result in downstream projects or contracts fields.
      • You can access the
        View Project Billing Rates
         task to view the rate categories on the
        Rate Dimensions
         tab.
    2. (Optional) Access the related actions menu under the
      Action
       column in the
      Role
       line and select
      Edit Role Requirements
      .
      • Add, edit, or delete the role category, requirements, and set the requirement as optional based on your business need. You can specify multiple requirements for a category.
      • Workday displays default role requirements when they exist on the project role.
    3. (Optional) You can click the related actions menu under the
      Action
       column for the role line to copy, edit, move, or delete it.
      You can also edit and view roles by Quantity (Hours or Days), Price, Cost or FTE values, and by weeks, months, or contract years in the
      Timeline
       view.
  6. Access the related actions menu under the
    Action
     column in the service line and select
    Add Item
    .
    1. Click
      Advanced Item Details
       and complete these options:
      Options
      Description
      Item
      Specify an item. Workday only displays sales items that are set as Quotable.
      Each sales item converts to a goods and services line item on the contract.
      Notes
      Add an optional note.
      Unit Price
      Specify a value that you want to charge the customer for the item. Workday defaults this value from the sales item price list selected for the service, or the unit price on the sales item if there is no sales item price list on the service.
      Considerations:
      • This value can't be more than 12 digits.
      • When you don’t specify a value, it results in 0% margin
      • When you change the unit price for an item but select a different sales item price list afterwards, the system overrides the manual changes and sets the price based on the new price list selected.
      Quantity
      Specify the number for the items.
      Billable
      When unchecked, Workday excludes this item line from the total price of the quote. This item line will also not be included on the customer contract.
      Prohibit Discount
      Select the check box to prevent discounting the item line.
      The unit price becomes non-editable as it can't be different from the unit list price.
      Note: Workday doesn't adjust the price of this line when you edit discount, margin, or target price defined at the quote or service level.
      Override Unit Cost
      Select the check box for overrides.
      Workday displays a
      Unit Cost Override
       field where you can specify a different value from the standard cost.
      Considerations:
      • Workday displays this option when you enable the tenant for item unit cost overrides.
      • Workday uses the modified cost to calculate the margins for this item.
      Recurring Item
      Select the check box to include items of a recurring nature in the quote.
      When you enable this flag, Workday displays these additional fields:
      • Recurrence
        : Select the frequency.
      • Length of Recurrence
        : Specify a number for the recurring period.
      Considerations:
      • The number of recurrences cannot exceed more than 5 years in duration.
      • The service
        End Date
         changes based on the number of periods.
      • Make sure to add recurrence details to the
        Notes
         field.
      Reference Data Panel
      Displays non-editable data.
      Unit List Price
      Workday defaults this value from the sales item price list selected for the service.
      When the sales item price list is not set up or a unit price is not found, the value defaults from the sales item itself.
      Exception:
      • When you enable the tenant to allow unit list price overrides, you can change the 0 value and specify the price manually if there is no price for an item in the sales item price list selected for the service.
      • This ensures that the discount and margin percentages for the service and the quote are not inaccurately affected by the 0 unit list price.
      • When you change the unit price for an item but select a different sales item price list afterwards, the system overrides the manual changes and sets the price based on the new price list selected.
      Unit Cost
      Workday defaults this value from the Sales Item configuration.
      Considerations:
      • If unit cost is blank, sales item unit cost will default to 0 on the quote.
      • When the unit cost for the sales item doesn't have a value, this field displays 0 and results in 100% margin.
      • When the quote currency is not the same as the cost currency, we convert the cost value to the currency specified in the quote.
      Price
      The value is equal to Quantity * Unit Price you specify.
      When the item is recurring, the value is equal to Quantity * Unit Price * Length of Recurrence.
      Cost
      The value is equal to Quantity * Unit Cost.
      When you enable cost overrides, the value is Quantity * Unit Cost Override.
      When the item is recurring, the value is equal to Quantity * Unit Cost * Length of Recurrence.
      Margin
      Workday calculates this value as: ((Unit Price - Unit Cost)/Unit Price) *100%
      Considerations:
      • This value is 100% when the Unit Cost is 0.
      • This value is 0% when the Unit Price is 0.
      Discount
      Workday calculates this value as: (Unit list price - Unit price)/ Unit list price * 100%
      Item Identifier
      Automatically populates from the catalog item.
    2. (Optional) You can click the related actions menu under the
      Action
       column for the item line to copy, edit, move, or delete it.
      You can also view items by Quantity, Price, or Cost values and by weeks, months, or contract years in the
      Timeline
       view.
  7. Access the related actions menu under the
    Action
     column in the service line and select
    Add Discount
    .
    1. Complete these options:
      Options
      Description
      Date
      Specify a value that's between the service
      Start Date
       and
      End Date
      .
      Discount Amount
      Specify the discount you want to provide your customer. The amount value can't be zero or more than 12 digits.
      The amount you specify displays as a negative value and is deducted from the total price. We prevent further discounts on this amount.
      Billable
      Workday automatically sets the discount as billable item.
      This field is non-editable.
      Prohibit Discount
      Workday automatically sets it as non-discountable and doesn't adjust this line when you edit discount, margin, or target price as defined for the quote or the service.
      • The discount amount can’t be zero.
      • When you view the quote by
        Quantity
        , we display a value of 1 for each discount line. The
        Price
         view displays the discount values for each discount line.
    2. (Optional) You can click the related actions menu under the
      Action
       column for the discount line to copy, edit, move, or delete it.
  8. Access the related actions menu under the
    Action
     column in the service line and select
    Add Expense
    .
    1. Complete these options:
      Options
      Description
      Amount
      Specify a name for the additional costs that you want to pass to the customer.
      Currency
      Defaults to quote currency and is non-editable.
      Date
      Specify a value that's between the service
      Start Date
       and
      End Date
      .
      Billable
      Workday automatically selects the check box and includes this line value to the total price of the quote.
      The higher the expense, the lower the margins.
      Prohibit Discount
      Workday automatically sets it as non-discountable and doesn't adjust this expense line when you edit discount, margin, or target price as defined for the quote or the service.
    2. (Optional) You can click the related actions menu under the
      Action
       column for the expense line to copy, edit, move, or delete it.
  9. Access the related actions menu under the
    Action
     column in the service line and select
    Third Party Cost
    .
    1. Complete these options:
      Options
      Description
      Third Party Cost Name
      Specify a name for the additional costs that you want to pass to the customer.
      Quantity
      Specify the number of third party costs. The value can't be more than 12 digits.
      Unit of Measure
      Select the appropriate unit of measure.
      Unit Cost
      Specify a value.
      Ensure to configure revenue category for third party costs.
      Cost
      This is a read only field.
      Cost value = Unit Price x Quantity
      Unit Price
      Specify a value.
      Price
      This is a read only field.
      Price value = Unit Price x Quantity
      Date
      Workday defaults it to the service start date.
      Specify a value that's between the service Start Date and End Date.
      Billable
      Workday automatically selects the check box and includes this line value to the total price of the quote.
      If you unselect it, then Price becomes 0
      Prohibit Discount
      Workday automatically sets it as non-discountable and excludes this third party cost from discount, margin, or target price defined for the quote or the service.
      Note: The third party cost is included in the total price of the quote.
    2. (Optional) You can click the related actions menu under the
      Action
       column for the third party cost line to copy, edit, move, or delete it.
  10. (Optional) To edit quote, click the
    More Actions
    button in the quote header.
    1. Select the
      Edit Quote Details
       option.
    2. You can edit, quote name, billing model, currency, and the Primary Quote designation flag. You can also edit the Start Date.
    3. Click
      Save
      .
    4. Select the
      Edit Worktags
       option.
    5. In the
      Worktags
       prompt, select 1 or more new worktags for the quote.
    6. In the
      Quote Service Worktags
       grid, select 1 or more new worktags for the desired services.
    7. Click
      OK
      .
  11. (Optional) To edit quote totals, Click the
    Totals
    button in the quote grid header.
    1. Select the
      Quote Totals
       or
      Service Totals
       option.
    2. Select the
      Quote Totals
       option.
      In the
      Edit By
       prompt, select the value type of
      Price
      ,
      Margin
      , or
      Discount
      Specify the new value.
      We display
      Projected Values
       for Margin, Discount, and Cost, providing a preview of the expected values after you apply the new values.
      To update all 3 values of price, margin, and discount, select a value type, change the values for the quote, and repeat for each type.
    3. Click
      Save
      .
    4. Select the
      Service Totals
       option.
      In the
      Edit By
       prompt, select the value type of
      Price
      ,
      Margin
      , or
      Discount
      We display a collapsible summary of all the services in the quote. Specify the new value for the service you want to update.
      We display
      Projected Values
       for Margin, Discount, and Cost, providing a preview of the expected values after you apply the new values.
      To update all 3 values of price, margin, and discount, select a value type, change the values for the services, and repeat for each type.
    5. Click
      Save
      .
    • You can only edit either the service total or a quote total at a given time, but not both simultaneously.
    • The quote totals reflect the result of the last entered target value, whether it’s for the quote or the service. For example, you specify a new price for a service, apply the changes, but later decide to specify a new price for the quote. The quote will then reflect the last price you specified for the quote.
Workday builds a quote as per your specification.
You can:
  • Add phases and tasks to relevant services.
  • View quote summary.
  • Edit quote totals and service totals.
  • Edit an approved quote for opportunities with open status by selecting
    Change
     from the related actions menu of a quote. Specify the reason for changing the quote.
    We prevent you from editing a canceled or denied quote but you can copy it and create a brand new quote.
  • Edit quote worktags.
  • Cancel or copy the quote.
  • Create a custom reports that include quote documents and quote document file detail to view and extract quote documents.