What Upload & Share does and how your clients use it
What is Upload & Share
Upload & Share turns an accounting data file into clean, standardised data in the Validis common data model. Every output value can be traced back to the source file and the rule that produced it.
It accepts data exported from effectively any accounting system, so no connection to the accounting system is needed. Clients use it where there is no connector for their system, or where they would prefer not to connect one.
Who can use it
- Customers and their clients can upload files through the portal and the API.
- Upload & Share needs to be switched on for your portal by Validis Support. It is not switched on automatically when a portal is set up.
How it works
Your client shares their General Ledger, Trial Balance or AR/AP sub-ledger as an Excel or CSV file, exactly as it was exported. You do not need to ask your client for a particular file layout.
There is nothing to clean, map or reformat first. Validis returns standardised, reviewed data, and every value can be traced back to the source cell it came from.
The four steps
Step 1
Upload & Share
The client shares a General Ledger (GL), Trial Balance (TB) or Accounts Receivable/Accounts Payable (AR/AP) sub-ledger, exported directly from their accounting system.
Files should arrive clean and original, exactly as they were exported. Manual changes such as cleaning, mapping or reformatting can reduce the effectiveness of processing, so please do not edit files before sharing them.
For the file types and sizes we accept, see Supported files and sizes.
Step 2
Standardise
The file is mapped into the Validis data model, down to every source cell. The same input produces the same output every time.
For example, cell C8 maps to the Account Code field and cell D10 to the transaction date.
Step 3
Review
Every file is checked before its data is released. Validis validates and cleans the data as it processes, and most files complete on that basis alone.
- Where a file may not have processed correctly, it is flagged for an additional check by the Validis Managed Service team. This applies to around 10 to 20% of files.
- A flagged file waits for this check before its data is released. Reviewer input normally comes within 24 hours of upload.
- If a flagged file has not been approved within 7 days, the upload fails rather than being released unchecked.
There is nothing for you or your client to review, approve or correct. All checking happens inside Validis.
Step 4
Deliver
Standardised, reviewed data lands in the Validis common data model and is available through:
| Channel | What it gives you |
|---|---|
| Portal | Dashboards, ledgers and analytics in the browser |
| API | Pull the data straight into your own tools |
| MCP | Agent-ready access for AI workflows. See Using Validis with AI tools. |