File Management

Introduction to File Management in Varibill

File Management is Varibill’s central workspace for preparing, uploading, and validating all file-based billing data. It provides a structured, template-driven workflow that ensures every record entering the Billing Engine is accurate, consistent, and aligned with your product, client, contract, and pricing configuration.

File Management

File Management in Varibill supports accurate, repeatable, and scalable billing data imports.

1. Access the File Management page by logging into Varibill.
2. Open the top Navigation dropdown, and select File Management.

You will be presented with the File Management page where you can follow the right-to-left workflow:

 Templates → Processed Templates → Upload Files → Processed Files

Designed to support both recurring operational processes and once-off data imports, File Management guides users step-by-step through a complete left-to-right workflow:

Each stage provides clarity, validation feedback, and visibility into the data lifecycle, ensuring that billing information is captured correctly from the start and processed reliably every month.

With the latest enhancements to File Templates, users now benefit from clearer column descriptions, field-level usage explanations, and improved indications of required data. 

These updates reduce ambiguity when preparing files and significantly decrease validation errors, resulting in faster uploads and more accurate billing outcomes. 

Understanding File Management

What File Management offers Varibill customers:

1. Provides predefined templates for billing-related data 
2. Enforces data structure, validation rules, and required fields 
3. Ensures consistent data import into the Varibill Billing Engine 
4. Supports both blank and pre-populated templates for easy preparation
5. Tracks upload status and processing results from beginning to end

1. Templates

This tab provides all available template types including:

1. Billing Documents
2. Client Identifiers
3. Clients
4. Contacts
5. Contract Prices
6. Contract Services
7. Contracts
8. Cost Prices
9. Forex Rates
10. Invoice Sub Groups
11. Price Lists
12. Products
13. Rated Source Data
14. Unrated Source Data
15. Selling Rates
16. Source IP Addresses
17. Source Notification Recipients

Each template allows users to:

1. Generate a Blank Template
2. Generate a Populated Template
3. Generate “All” Templates (where applicable)

New Enhancement: Field descriptions now clearly indicate what each column means, how it is used in billing, and whether it is required - improving first-time upload accuracy.

2. Processed Templates

Templates already used in uploads, showing:

1. Template name
2. Processing history
3. Last used date
4. Linked files and outcomes

Useful for auditing and reconciling prior uploads.

3. Upload Files

Where users upload their prepared files.

Includes:

1. Template selection
2. File upload
3. Automatic validation
4. Real-time feedback on errors, missing fields, or mismatches
5. Confirmation before submitting files for processing

4. Processed Files

A complete record of all uploaded files with statuses:

1. Success: All rows were successfully captured.
2. Failed: Download the processed file to check status column for errors. 
3. Partially succeeded: Download the processed file to check status column for errors.

Template Enhancements

1. Clearer Field Descriptions
2. Required vs optional fields
3. Text, numeric, and date format expectations
4. Business rules (e.g., “must match existing Product Code”)
5. How fields impact billing, taxation, contract allocation, or price application

Benefits

1. Less manual checking
2. Faster onboarding for new billing users
3. Reduced error rate
4. Cleaner and more consistent data

Best Practice

1. Always download the latest template before preparing data
2. Validate small sample files prior to large uploads
3. Maintain consistent naming conventions
4. Use populated templates for customers with complex contracts
5. Review error reports immediately after each upload