Configuring a New Source Collector

Modified on Thu, 28 May at 7:59 AM

Overview

This guide explains how to configure and run a Source Collector in the Varibill User Interface.

It covers user interface configuration only.

Note: This guide does not cover API-based data submission. For API integrations, refer to the Source Collector API Guide.

Accessing the Varibill User Interface

Source Collectors can be configured through the Varibill User Interface via https://ui.varibill.com/login.

If this is your first time logging in, refer to the login page for more information:
https://support.varibill.com/support/solutions/articles/23000028843-login-and-registration

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

Navigation Flow to Source Collector Editor

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

Contract Service
File Upload
Manual Entry
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:

Navigate to Billing Data → Source Collector
Click + New Source Collector → opens Source Collector Editor
Configure:
- Details
- Runtime
- Schedule
- IP Addresses
- Notifications
- Batches
Click Save (creates system job and commits configuration)
Run Collector (manual or scheduled)
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.

Important! Identifier configuration affects billing. Incorrect setup may result in:

Duplicate billing
Split billing periods
Unexpected pro-rating Always validate identifier configuration before enabling production billing and avoid cahnges mid-cycle.

Source Collector API Credentials

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

Note: These values are used when submitting data via the Source Collector API.

Tenant Key + Source Key → used as the API username
Source Secret → used as the API password

For full API usage, refer to the Source Collector API Configuration page.

Tip: A Source Collector must be configured before API data can be submitted.
These credentials are automatically generated when the collector is created.

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
Container App Job Name: Auto-assigned (read-only)
CPU Cores: Processing power allocation
- Higher values improve performance
- May increase cost

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

Schedule (CRON Expression) Window

CRON Expression Scheduling Window Example

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

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

Note: Use an asterisk “” to represent “every” (e.g. ’ * * * *’ = every minute)

Tip: Use https://crontab.guru/ to build/test expressions.

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 the collector configuration
Enable collector execution

After execution:

Job Execution Files become available 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