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Administrator Guide
Last Updated: 2025-06-13
Create Billing Cycle Rules

Create Billing Cycle Rules

Have these permissions, which are automatically granted if you have the
settings.admin
 permission:
  • billing_cycles.settings.read
  • billing_cycles.settings.write
Also ensure that you have created the billing cycles you want to use. For more information, view the Create Billing Cycles topic.
Global programs often need to consolidate invoice line items at different frequencies. For example, programs may need to consolidate them monthly for contingent workers located in India and weekly for contingent workers located in the United States and Canada. To achieve this flexibility, programs can create billing cycle rules with criteria based on workers’ geographic locations.
Billing cycle rules only apply to workers that have work orders, including contingent and Statement of Work (SOW) work orders. Items without work orders, such as SOW payments or miscellaneous adjustments without them, continue to use the default billing cycle in your tenant, which has the
Set as Default
 check box selected on the
Billing Cycles
 tab.
Additionally, billing cycle rules only apply to new work orders, so existing work orders aren’t impacted. If you need to override a billing cycle rule for existing work orders, you can edit the billing cycle on them individually or in bulk using the
Bulk Update Wizard
. To edit billing cycles on work orders, you need
workorder.billing_cycle.read
 and
workorder.billing_cycle.write
permissions.
If you don't create billing cycle rules, your program can continue to use only 1 billing cycle for all of your workers.
  1. From the header, select
    More
    Company Settings
    .
  2. Navigate to
    Accounting
    Invoice & Payments
    .
  3. Click
    View Billing Cycle
    .
  4. On the
    Work Order Rules
     tab, click
    Create
    .
  5. Click
    Add Criteria
    . When adding criteria, consider:
    Option Description
    Organization
    You can select specific
    Org Units
     for your criteria.
    Geography
    You can select from the following criteria types:
    • Country
    • Subdivision
    • Region
    • Location
    You can select multiple options for the same criteria type, such as selecting
    India
     and the
    United Kingdom
     for the
    Country
     criteria type. However, you can’t select options for multiple geographic criteria types, such as the
    United Kingdom
     for the
    Country
     criteria type and
    London Office
     for the
    Region
     criteria type.
  6. Select a
    Billing Cycle
    .
  7. Click
    Save
    .
After new work orders are created and onboarded, billing cycles are automatically assigned to them based on the billing cycle rules you created. If you don’t create billing cycle rules, VNDLY automatically assigns the default billing cycle to work orders instead.
If your program uses automatic invoicing, VNDLY uses the billing cycle on the work order, or item with a work order, to determine which schedule to use for related line items.
Depending on where the billing cycle displays in your tenant, it’s also reportable with the following datasets:
  • Work Order
     dataset if it displays on work orders.
  • Expense Report
     dataset if it displays on expense reports or miscellaneous adjustments.
  • Statement of Work - Milestone
     dataset if it displays on SOW milestone payments.
  • Statement of Work - Fixed Price Payments
     dataset if it displays on SOW fixed price payments.
  • Statement of work - Unit Payment Items
     dataset if it displays on SOW unit price payments.