QUADIENT UK LIMITED

Quadient AP Automation

Quadient AP Automation is an accounts payable automation company trusted by financial professionals worldwide to help them reduce manual data entry, cut costs, eliminate risk, and enable remote work.

Features

• Invoice Automation
• Purchase Orders
• Expenses
• Mobile
• Payments

Benefits

• Better Control over the AP Process and Workflow
• Reduce manual uploading / importing of invoices and eliminate paper
• Eliminate delays and late payments in your AP process
• Control Spend
• Reduce Cost - Eliminating data entry
• Reduce Risk - Reducing Fraud, generated digital audit trails
• Empower remote teams through online approvals and payments

• Education pricing available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

296223644418679

Contact

Adam Smith
07725 826750
bids.uk@quadient.com

About your service

• Service categories:

  Application Development and Deployment

  Analytics and business intelligence

  • Business Intelligence
  • Advanced and predictive analytics
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: There maybe limitations on how we integrate with specific ERPs.
• System requirements:
  • Chrome
  • Firefox
  • Microsoft Edge
  • Safari

User support

• Email or online ticketing support: Yes
• Support response times: Average response time is 2.5 hours
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: Intercom's web chat is compatible with screen reader software applications that allow visually impaired users to read text that is displayed on their computers. Together with keyboard navigation, providing full support to screen readers was crucial to making our Messenger accessible.
• Onsite support: No
• Support levels: SLA agreements include 2hr,4hr,8hr & 16hr.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: New customers will be assigned a Customer Service Manager who will work directly with the customer to quickly setup and configure their instance of Quadient AP. The CSM will assess the customers current accounts payable process and approval processes in order to transform that processes to a seamless and automated experience within Quadient AP. Once the customers instance is configured, the CSM will schedule a training session with key users within the accounting team and the organization so that those individuals are fully versed with the application before they go live.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Customers can generate PDF Reports of transactional data within Quadient AP to retain for their own purposes.
• End-of-contract process: As per terms of service a customer is required to provide Quadient AP with 60 days cancellation notice. Once this notice has expired the customers account becomes de-activated and no user will be able to log in to access their data.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The differences are minimal and would usually concern the screen view however this varies from browser to browser and OS to OS so cannot be defined precisely.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Quadient AP is accessible through a direct login accessed through a Web Browser. The service provides access to various modules such as the Purchase Order, Invoice and Expense modules and system administration settings. There are various roles which can be assigned to users, each role gives a user access to preform certain actions and access different modules within the application. User's can be restricted to certain Organizational Units (typically Departments) to further restrict what transactional data the user has access too. Roles and Organization Unit access is manage by the customer's System Administrators
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: No information available
• API: No
• Customisation available: Yes
• Description of customisation: Buyers can customise their Purchase Orders to include their logo, shipping and billing address and terms and conditions.

Scaling

• Independence of resources: Our solution is built from the ground up with a focus on reliability. We use multiple regions, as well as load balancers and auto scaling resources to handle increases and decreases in workload.

Analytics

• Service usage metrics: Yes
• Metrics types: Customers have access to User Performance, Aging Invoice Approvals, Avg Time to Code and Invoice, Avg to Time to Pay an Invoice, Avg Approval an Invoice. The Dashboard Module is available to customers at a fee.
• Reporting types:
  • Real-time dashboards
  • Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Transaction data is exported to their ERP via API, SyncTool or CSV.; Transaction reports can be generated in PDF
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: Quadient AP needs to receive accounting and other data from the customers ERP. Depending on the ERP in use, the export of this data from the customers ERP will either be via an encrypted API connection, or via the Quadient AP SyncTool, which facilitates the data using an encrypted SFTP connection, or else via a manually configured SFTP connection. Quadient AP CSMs will be able to provide more information and help to configure the secure connection depending on what ERP the customer is using.
• Data protection within supplier network: Other
• Other protection within supplier network: Data is encrypted in transit and at rest, and is logically separated and available to the client upon request. We employ a multitude of defences such as firewalls, intelligent threat detection software which monitors all cloud resources including newly created resources, a distributed antivirus which scans all inbound files, and automated policy management and violation detection.

Availability and resilience

• Guaranteed availability: We do not have a specific uptime SLA, however our resilient and autoscaling infrastructure design and processes mean that outages are exceedingly rare.
• Approach to resilience: All data and resources are hosted in multiple geographic locations ("Availability Zones").
• Outage reporting: We communicate outages directly with customers.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Quadient AP has built in Role-Based Access Control (RBAC)
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We employ a framework of policies which dictate which resources should be used, how they can be used, and which employees and contractors have the ability to them. Our security governance program also enforces rules dictating how individual resources are secured to detect and prevent malicious activity or misuse by unauthorised bodies.
• Information security policies and processes: We have documented corporate security policies and processes such as Security Policy, Incident Management Policy, and Acceptable Use Policy, which employees are required to agree to and follow.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We follow an agile process and enter new sprints every two weeks to work on the highest priority identified issues.
• Vulnerability management type: Undisclosed
• Vulnerability management approach: We have periodic vulnerability testing, as well as conducting annual penetration tests. We use a distributed antivirus which scans all inbound files, and automated policy management and violation detection.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use Intelligent Threat Detection software to proactively monitor all changes to our environments, and automatically notifications when anomalous or potentially malicious behaviour is detected. We also monitor network traffic for malicious inbound and outbound traffic, which is integrated with our alerting system. We also proactively monitor for potential misconfigurations, for example changes to our firewall which allow new access to the internet, and our security team is alerted in these cases for further investigation.
• Incident management type: Supplier-defined controls
• Incident management approach: We are aligned to the NIST Incident Handling Guide and have a documented process for handling incidents, including specific actions during the Identification phase, Containment phase, Eradication phase, Recovery phase, and Lessons learned phase. All incidents are fully documented and if customer data is breached, we communicate with affected customers within 72 hours.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: DNV
• ISO/IEC 27001 accreditation date: Saturday 1 November 2025
• What the ISO/IEC 27001 doesn’t cover: This certificate is valid for the following site scope:; The security and privacy of all information and data assets Quadient use for the delivery of all core activities surrounding the provision of a range of communication solutions in accordance with the Quadient UKI & CEI Statement of Applicability version 1.0
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: DNV
• ISO 9001 accreditation date: Tuesday 3 June 2025
• What the ISO 9001 doesn’t cover: This certificate is valid for the following scope:; The marketing, sales, provision, installation and maintenance of mailing and document handling equipment and parcel lockers. The marketing, sales and support of customer communication solutions
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: C795b54f-685b-4494-91c1-4ccb64625516
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bids.uk@quadient.com. Tell them what format you need. It will help if you say what assistive technology you use.