Configuring a New Source Collector

Overview

This guide explains how to configure and run a Source Collector in the Varibill Client Application.

Accessing the Varibill Interface

Source Collectors can be configured through the Varibill Client Application. Access the application here:
https://ui.varibill.com/login

If this is your first time logging in, refer to the login page for more information:

Following successful login, you will be presented with the Varibill Dashboard.

Navigate to Source Collectors

To add a new data source using the Source Collector:

• Hover over the Navigation menu
• Go to Billing Data
• Select Source Collector

If Source Collection has never been run on your account, the following default file types will be visible:

1. Contract Service
2. File Upload
3. Manual Entry
4. System Filled Data

Note: These are default collection files and cannot be edited.

Source Collector Process Flow

At a high level, the process follows this flow:

1. Navigate to Billing Data → Source Collector
2. Click + New Source Collector → opens Source Collector Editor
3. Configure:
   • Details
   • Runtime
   • Schedule
   • IP Addresses
   • Notifications
   • Batches
4. Click Save (creates system job and commits configuration)
5. Run Collector (manual or scheduled)
6. Monitor Dashboard and Job Execution Files

Configuring a New Source Collector

Click the + New button.

The Source Collector Editor window will open where you can configure your data source.

Source Collector Field Data

Details Window

• Source (Collector) Name: User-defined, required
  Tip: Use a clear, recognisable name

• Status:

  • Active – for current use
  • Inactive – for future use

• Source Type: System-generated (defaults to Source Collector)

• Source Description: Required (max 250 characters)

• Atomic (checkbox):

  • Enabled: all records must succeed or none are committed
  • Disabled: best-effort processing (partial success allowed)

• Validation & Billing (checkbox):

  • Enabled: included in validation and invoicing
  • Disabled: excluded from billing

• Ignore Record Identifier (checkbox):
  When enabled, changes to identifiers/descriptions do not create new billing lines.

Warning:
Identifier configuration affects billing. Incorrect setup may result in: - Duplicate billing
- Split billing periods
- Unexpected prorating

Always validate identifier configuration before enabling production billing and avoid changes mid-cycle.

API Authentication Window

• Tenant Key: System-generated
• Source Key: System-generated (can be regenerated)
• Source Secret: System-generated
• Username: System-generated

Runtime Window

Hosting Provider

• Self Hosted:
  You provide and manage the infrastructure and collector

• Varibill Cloud:
  Select from available cloud-based collectors

  • Learn more: https://support.varibill.com/en/support/solutions/articles/23000028904

Azure Window (Varibill Cloud only)

• Azure App: System-generated

• Replica Retry Limit: Number of retry attempts before failure

• Replica Timeout: Time (seconds) before timeout and retry

• CPU Cores: Processing power allocation

  • Higher values improve performance
  • May increase cost

Note: Higher CPU cores can reduce failures but increase cost. Contact support for recommendations.

• Container App Job Name: Auto-assigned (read-only)

Schedule (CRON Expression) Window

Execution Mode

• Manual: Run on demand
• Scheduled: Runs automatically based on CRON expression

CRON field reference: - Minute: 0–59
- Hour: 0–23
- Day of month: 1–31
- Month: 1–12
- Day of week: MON–SUN

Note: Use * to represent “every” (e.g. * * * * * = every minute)
Tip: Use https://crontab.guru/ to build/test expressions

Example:
0 9 * * MON → Runs at 9 AM every Monday

IP Address/es Window

Used to whitelist IPs for legacy collection patterns. This may be phased out as modern authentication replaces legacy methods.

Notification Recipients Window

Configure email recipients for failed collection runs.

Note:
Add at least one technical contact to failure notifications.
Missed collections cannot be backdated and data may be permanently lost.

Batches Window

Batch behaviour depends on collector type. Batches can help segment runs and simplify troubleshooting.

Saving and Running a Source Collector

Click Save to: - Commit configuration
- Create associated Azure job

After execution: - Job Execution Files become available
- Use them for validation and troubleshooting

Troubleshooting Failed Source Collector Runs

Use the Varibill Dashboard to identify anomalies: - Sudden spikes or drops may indicate issues

Use View Details to inspect: - Events
- Metrics
- Specific Tenant and Source Collector performance