This guideline outlines the strategy and activities required to complete the implementation of Varibill successfully.


Assumptions and Constraints


  1. Business Processes
    • An existing invoice process is in place and roles and responsibilities have been defined.
    • Products and prices have been established and recorded.
    • Contracts are signed for products and services provided.
    • Clients’ information is complete and recorded.
  2. Varibill Legal agreements have been signed which provides the client access to a valid license.
  3. Support agreements have been signed by the client.
  4. Source Systems provision products and/or services and may record usage.
  5. Implementation resources of the client are readily available for the duration of this implementation.


  1. Implementation may be affected by employees’ normal workload which may prevent them from completing the initial setup, training with and using the new application.
  2. The implementation may be affected due to duplication of effort when performing a parallel run with the existing invoicing process.

System Architecture

Hardware and Software Requirements

  1. All third party software, except where specifically noted, must be installed, configured and maintained by the client and falls outside of the scope of this implementation.
  2. The client will be responsible for licencing of all third party software required.
  3. All third party software must be on a version supported by the vendor.
  4. All third party software with which Varibill must integrate must have a vendor provided API available.

Implementation Steps

  1. Training,
  2. Varibill setup and testing,
  3. Accounting connector implementation and testing,
  4. Implementation support.

Implementation Approach

Varibill follows an “instant-on” implementation methodology. Once Step 2 have been completed, Varibill is available for setup and configuration. It is up to the client to decide whether the existing billing software will be used in parallel or a direct cutover approach will be followed.

Implementation Tasks

  1. Create Varibill Tenant
    • Configure Varibill Tenant Account and create Subscription
  2. Business Analysis
    • Review existing invoice master to determine how Varibill will be setup i.t.o. product master, products, selling prices, clients and contracts.
    • Review existing GL Account and Inventory in the accounting system
  3. Client Configuration
    • Amend SPF DNS record and include ‘’ to the SPF entry. Validate the domain configuration against the SPF Record Lookup. The SPF record should look something like
      v=spf1 mx ip4: -all
  4. Configure Varibill
    • Setup company information and Varibill related configuration.
    • Create an email template for invoice emailing purposes.
    • Create an invoice template. (Logo, Icons, Colours, etc.)
    • Create users, setup roles and assign permissions.
    • Create Product Masters and Products (products / services).
    • Create Pricelists, Selling Rates and Cost Prices
    • Create Clients and Invoice Groups. Existing debtors in the accounting system to be reviewed.
    • Create Contracts
      • Create Contract Terms
      • Capture Contracts on Varibill
      • Capture Contract Prices (custom rates) on Varibill.
      • Capture fixed recurring billing by creating Contract Services
  5. Import Billing Data
    • Import variable billing data via Source Collectors or File Upload (Data Import)
  6. Link Billing Data to Contracts
    • Link data to Contracts by creating Client Identifiers 
    • On data import, a Billing Validation will indicate unlinked data, from where Client Identifiers can be linked to the relevant Contracts
  7. Process Invoices
    • Process Pro-Forma invoices and confirm correctness.
    • Pro-Forma invoices can be reversed, setups corrected and re-processed if required.
  8. Accounting System Third Party Integration
    • Ensure the correct license has been purchased and activated on the Accounting System to allow for third party integration.
    • Ensure the necessary SDK has been installed (if applicable).
  9. Dry Run (Optional)
    • Integrate with a pre-production accounting system for invoice processing.
  10. Go-Live


Acceptance Criteria

A successful implementation can be seen as one where:

  1. Varibill has been configured and can be accessed at the designated URL.Authorised users can setup:
    • Product Masters
    • Product Masters
    • Products
    • Pricelists
    • Selling & Cost Prices
    • Sales Persons
    • Clients
    • Contract Terms
    • Contracts
    • Contract Prices
    • Contract Services
    • Client Identifiers
  2. Authorised users can import billing data.
  3. Authorised users can maintain billing data.
  4. Authorised users can process billing to preview invoices, including error resolution where applicable.
  5. Authorised users can run the accounting connector to import invoices into the accounting system, including error resolution, where applicable.
  6. Invoices are updated with accounting system generated invoice numbers.
  7. The accounting system invoice and Varibill invoice totals match.
  8. Invoices can be viewed online, downloaded in PDF format, emailed to clients via Varibill.
  9. Invoices are produced for the correct customers, for the correct products, for the correct quantities at the correct rates.
  10. Client Identifiers marked as non-billable are correct.