Create and Manage Clients

Overview

Create and manage client records in the Varibill User Interface, including client details, billing configuration, and invoice behaviour.

Client setup directly impacts how invoices are generated, how data is grouped, and how records integrate with external systems. Accurate and well-structured client information ensures correct billing, reporting, and system integration.

Access and Manage Clients

To view and manage clients:

1. From the Navigation dropdown menu, Select Clients → Client
2. The Client List page will display all existing clients

From this page, you can:

1. Create a new client using the New button
2. Clone an existing client using the Clone button
3. Edit an existing client by selecting an exiting Client record

Create a Client

To create a new client:

1. From the Client List page, click New
2. Select a Client Type
3. Complete the required fields
4. Click Save

Clone a Client

To create a new client based on an existing one:

1. From the Client List page, select a client
2. Click Clone
3. Update the required fields
4. Click Save

Cloning allows you to reuse existing configuration and reduce manual setup.

Edit a Client

To update an existing client:

1. From the Client List page, select a client
2. The Client Editor will open
3. Update the required fields
4. Click Save

Delete a Client

To delete an existing client:

1. From the Client List page, select one or more clients
2. Click Delete
3. Confirm the deletion when prompted

What is a Client?

A Client is a business or individual that you bill for products or services.

Client information is used when generating invoices, so it is important that all details are accurate and kept up to date.

Client Types

When creating a client, you must choose a Client Type:

Business

A registered company or organisation.

Individual

A legal person billed in their personal capacity.

Client Details

Client details define how the client appears on invoices and how they integrate with your billing and accounting processes.

Client Details Section - Individual

Accounting and Integration

Accounting System Debtor Code Used to link the client to your accounting system. This ensures invoices generated in Varibill are correctly posted to the corresponding account.

Code (External Reference) External reference used to link this client to another system (e.g. ERP, accounting platform, or ticketing system).

1. Auto-generated by default
2. Can be edited to match external system identifiers
3. Used for integrations, API workflows, and cross-system data mapping

Sales Person

Assign a Sales Person to the client (optional).

To view and manage Sales Team:

1. From the Navigation dropdown menu, select Sales → Sales Person
2. To Edit a Sales Person, select a record from the list to open the Sales Person Editor
3. To Create a New Sales Person, click the New button, complete the required Detail fields for the Sales Person
4. Click the Save 

Address

The client’s physical address is displayed on generated invoices.

Invoice Grouping

Invoice grouping controls how billing data is grouped and presented on invoices.

Select an option based on how you want invoices to be generated and structured.

Make your Invoice Grouping selection from:

Consolidated invoice with no defined groups

1. All billing data is combined into a single invoice
2. No grouping is applied

Best for: Simple billing with no need to separate data

Click the image below to view an example

Consolidated invoice with defined groups

1. One invoice is generated
2. Data is grouped within the invoice (e.g. by branch or category)
3. Each group is subtotalled

Best for: Keeping one invoice while still showing grouped detail

Click the image below to view an example2

Invoice per defined group

1. A separate invoice is generated for each group
2. Each group is billed independently

Best for: Clients that require invoices split by department, branch, or sub-client

Click the image below to view an example

Invoice per contract

1. A separate invoice is generated for each contract
2. Sales Person may be applied per contract (if configured)

Best for: Contract-level billing and reporting

Click the image below to view an example