What is the Varibill Accounting Connector

Modified on Wed, 18 Mar at 9:53 AM

Introduction

Built to communicate directly with customer’s on-premise accounting software, the Accounting Connector populates billing data directly from Varibill to your local system, ensuring accurate, up-to-date invoice generation you can depend on.

Note:
Varibill will only integrate with accounting systems, and versions, that are currently supported by the vendor of the accounting system.
It remains the responsibility of the customer to ensure that the version of the accounting system is supported and that the relevant vendor fees have been paid in full.

Does your organization need the Accounting Connector?

Download and install the Accounting Connector only if your organization is running one of the on-premise accounting systems listed below:

Sage One
Sage Pastel Partner
Sage 200 (Pastel Evolution)
Sage 300 (AccPac)

How does the Accounting Connector work?

Varibill posts invoices to your accounting system using the Accounting Connector. The Accounting Connector is middleware that calls the Varibill API through set queries and communicates with the accounting system’s API.

The Accounting Connector should be installed on an accessible server or PC and run by an authorised user. When the Accounting Connector is run, Varibill pushes unposted (Open) invoices to the accounting system. The accounting system then:

Generates the invoices
Updates inventory counts (if applicable)
Updates the General Ledger (GL)
Updates the Debtor Ledger

Once processed, the accounting system returns the invoice numbers to Varibill.

Before you start

Ensure the relevant license has been purchased from the accounting system vendor to allow third-party integrations
Ensure the SDK of the accounting system is installed on the server (where applicable)
Ensure regional settings on the server match the accounting system configuration (this affects decimal rounding)

How to install the Accounting Connector

If required, download the Accounting Connector from:
https://varibill.com/downloads.html

Select Install when prompted
Confirm installation when the application downloads
Select Run Anyway if prompted by Windows Defender

Note:
Install the Accounting Connector on a single workstation or server to prevent duplicate invoice posting.

You can test the Connector by running the application and logging in using your Varibill credentials.

Note:
Ensure there are no open invoices in Varibill during testing, as these may be posted to your accounting system.

Configuring the Accounting Connector

The Accounting Connector must be configured to post invoices to the correct:

Accounting system
Company
Financial year

Configuration steps:

Log in to Varibill
Navigate to Admin → Accounting System
Confirm configuration (these settings sync to the Connector)
Ensure the App URL in Tenant Details is correct
Log out and back in to refresh settings after changes
Configure rounding display options if required

Note:
When the financial year changes or the accounting system is upgraded, the Connector configuration must be updated accordingly.

Using the Accounting Connector

Accounting System

Before posting invoices or credit notes:

Confirm accounting system details
If incorrect, select Edit Online and update in Varibill
Restart the Connector after making changes

The “Post” Button

Use this to post invoices to the accounting system:

Select billing cycle
Select invoices and/or credit notes
Click OK to start posting
Wait for Posting completed message

The Reset Button

If the Connector crashes during posting:

Click Reset to clear the current session
Restart posting

The Copy Button

Copies messages displayed in the Connector
Useful for logging support tickets

The Clear Button

Clears messages
Does not affect the current posting session

View the Accounting Connector Log File

Run the Accounting Connector
Open Task Manager
Locate the Connector under Apps (Processes tab)
Right-click the application
Select Open File Location
Locate the Log.txt file

Post invoices to the Accounting System
Tenant Details