What Are the Billing Frequencies Supported by Work 365

Applies To: Work 365 Billing & Invoicing
Audience: System Administrators, Billing Teams, Implementation Engineers

Overview

In Work 365, the Billing Contract controls how often invoices are generated for a customer. The platform supports multiple recurring frequencies commonly used by CSPs and subscription businesses. Your chosen frequency drives invoice dates, renewals, proration for partial terms, and how mid-cycle changes are captured.

Reference: Work 365 Support Portal – Billing Configuration

Supported Billing Frequencies

1) Monthly

• What it does: Generates one invoice each month based on the contract’s Next Invoice Date.

• Example: Start Jan 1 → Invoices: Feb 1, Mar 1, Apr 1, …

• Typical use: Cloud subscriptions and usage-based services.

Reference: Work 365 Documentation – Monthly Billing Setup

2) Quarterly

• What it does: Invoices every three months from the contract cadence (start date / next invoice date).

• Example: Start Jan 1 → Invoices: Apr 1 → Jul 1 → Oct 1 → Jan 1 (next year)

• Notes: Mid-term changes can raise License Change Log (LCL) invoices if configured. Popular for customers preferring quarterly prepayment or consolidation.

3) Annual

• What it does: One invoice per year on the contract anniversary.

• Example: Start Jan 1, 2024 → Invoices: Jan 1, 2025 → Jan 1, 2026 → …

• Typical use: Annual prepaid subscriptions and long-term contracts. Mid-term seat or price changes can be invoiced immediately (via LCL) or deferred to renewal, per configuration.

Reference: Work 365 Support Portal – Annual Invoicing

4) Triennial (36 Months)

• What it does: Invoices once every 36 months (common for multi-year enterprise agreements).

• Example: Start Jan 1, 2024 → Next invoices: Jan 1, 2027 → Jan 1, 2030

• Notes: Ensure Unit Mapping is configured (Triennial = 36× Monthly) and that pricing/terms reflect the full multi-year commitment.

Custom or Non-Standard Cadences

Work 365 can support additional cadences (e.g., Semi-Annual / Biannual) by adding a unit and mapping it in Administration → Application Settings → Unit Mapping. Always validate end-to-end with a test invoice before production.

How the Billing Engine Uses Frequency

• Cadence & Dates: The Billing Frequency and Next Invoice Date on the Billing Contract determine when the next recurring invoice is created; the date advances by the chosen frequency after each run.

• Proration: If Start/End Dates don’t align to whole periods, Work 365 prorates the first or final term as needed. (NRIs are not prorated; usage is billed based on actual consumption intervals.)

• Mid-Cycle Changes: Quantity/price changes are captured as LCLs, which can be invoiced immediately or on the next cycle per your configuration.

• Usage-Based Items: Billed for the actual usage period imported from the provider. (Provider rules may require monthly cycles for usage, even if the contract is annual.)

Quick Reference Table

Best Practices

Choose the right cadence

• Monthly for flexibility & steady cash flow

• Quarterly to balance admin effort and flexibility

• Annual/Triennial for upfront revenue and lower renewal churn

Operational tips

• Document billing terms in customer agreements to match system setup.

• Monitor Next Invoice Date before each run.

• Decide whether LCLs should bill immediately or next cycle.

• Keep Units/Unit Mapping aligned (Monthly, Quarterly, Annual, Triennial).

• For custom cadences, test in sandbox and validate proration & taxes.