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Administrator Guide
Last Updated: 2026-03-13
Set Up Scheduled Billing for Monthly Rates

Set Up Scheduled Billing for Monthly Rates

Security:
  • billing_mode.edit
     to edit the billing mode before a work order is active.
  • billing_schedule.edit
     to edit the billing schedule associated to a job or work order.
You can generate scheduled bills and invoice line items automatically for your work orders based on a defined schedule.
You can also view time transactions for the entire month to approve for invoicing, and invoice monthly.
This feature suits programs that pay workers a flat monthly rate and don’t require frequent adjustments to the monthly amount.
Example: You can use this feature for workers in India where a monthly salary is common.
Only use monthly scheduled billing for:
  • Work orders (WOs) with a
    Pay Type
     of
    Monthly
    .
  • Work orders (WOs) with a
    Billing Mode
     of
    Scheduled
    .
  • Contingent
     Jobs/WOs (SOW is not supported).
  1. From the header, select
    More > Company Settings
    .
  2. Navigate to
    Accounting > Invoice and Payments
    .
  3. Next to
    Scheduled Billing
    , click
    Open
    .
  4. Click
    Create
    . Complete the task:
    Option Description
    Name
    Enter a clear name for the billing schedule. Example: Mumbai Monthly
    Pay Type
    Automatically populates to
    Monthly
    .
    Generate Billing Information On
    Select
    Specific day of the month
     to select a numeric date of the month when the scheduled billing process will run. Example: 1 for the 1st of the month or 15 for the 15th of the month.
    Select
    Days Before Month End
    to specify a number of days before the end of the month. Example: 3 would indicate 3 days before the last day of the month.
    Time
    Select the specific time of day the billing schedule should run.
    Timezone
    Select the timezone appropriate to workers to ensure accurate run times.
    Schedule Overrides
    You can define a list of override dates that will take precedence over the normal schedule. Example: You can override a normal scheduled billing that falls on a holiday.
    Set as Default
    You can set this as the default billing schedule. Users with access to these security domains can change this default schedule:
    • billing_mode.edit
    • billing_schedule.edit
Workday VNDLY determines which active work orders require schedule bills and creates an upcoming scheduled bill each month.
VNDLY processes each relevant work order, handling validations, creating the bill, generating line items, and initiating any defined approval workflows.
Once the scheduled bill is created and (if applicable) approved, the line item is available as a transaction that can be invoiced, just like any other.
  1. When you create a new job, set the
    Pay Type
     to
    Monthly
    .
    Jobs with scheduled billing require at least one designated charge code on the work order for accurate invoicing. The scheduled bill uses the first designated charge code.
  2. You can set up approval workflows specifically for scheduled billing. If you do not set up an approval workflow, VNDLY automatically approves scheduled bills, making them ready for invoicing as soon as it generates them.
  3. If you set up an approval workflow, approve the scheduled bill on the
    Work Order
     page or the
    Approvals
     page.
  4. After onboarding a work order, the first scheduled bill will be the next full month, even if the trigger for the onboarding month hasn't happened yet. You'll have to do a manual adjustment for the onboarding month. Similarly, no scheduled bills happen after a work order ends, so you'll need to do a miscellaneous adjustment as well, either on a scheduled bill that takes place before work order end or to replace a missing one with a miscellaneous adjustment.