DOCUMATION SOFTWARE LIMITED

AP Automation

Seamlessly integrating with all ERP/Finance Systems, our AP automation captures and verifies documents/data, and uses AI and machine learning to provide touchless processing from receipt of invoice to posting to finance system for payment giving full visibility and control and safe and secure storage for ease of retrieval and auditing

Features

• AI enabled fast Document & Data Capture
• Powerful AI enabled auto-matching
• Auto registration and posting
• Full Audit trial
• Integrates with all finance systems
• Full visibility of processes and transactions
• Built in reporting tools for realtime reporting
• Built in compliance to business rules
• Comprehensive Controls
• Document Access 24/7

Benefits

• Lower transactional costs
• Eliminates duplicate payments
• Reduced manual intervention
• Enforced controls & adherence to matching/business rules
• Frees up AP team to work on more value-added tasks
• Reduced carbon footprint with removal of paper based processes
• Enables access to early payment discounts
• Inbuilt reporting for HMRC PPR
• Analytics supporting continual process improvement
• Assists with fraud prevention/detection

£20,000 to £200,000 an instance a year

• Free trial 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 Listeningteam@documation.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

122436677872538

Contact

Listening Team
+44 2380 647776
Listeningteam@documation.co.uk

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: ERP / Finance Systems
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We have an SLA that has the highest ticket status as critical - this is responded to within 1 hour during Standard Support Service which operates 09:00 – 17:00 UK time Monday - Friday (GMT/BST). The standard support service does not cover England public holidays. Extended support hours as an option.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 AA or EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Documation' s comprehensive standard support applies to all of our customers. ; Support costs are included in subscription fees and vary depending on the system options chosen.; An account manager is allocated to every customer and our help desk team includes technical managers and support engineers
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Typically Documation provide training (both onsite and online as required) to our customers covering the use of our AP Automation solution. This include:; - Training guides and documentation; - Online help pages
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Documation can facilitate documents and data from the solution when the contract ends.
• End-of-contract process: The price of the contract includes the standard off boarding process. ; An additional charge is made for transfer of documents and data which depends on the volume and method preferred by the customer.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile application can be used for approvals.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: Yes
• What users can and can't do using the API: Configurable APIs available as standard containing methods designed to support:; - Submission of documents for processing/storage; - Submission of document index data; - Submission of reference data (used to support processing of documents within solution); - Retrieval of data from solution; - Retrieval of documents from solution
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Each customer has a dedicated customer environment which segregates their processing and their data from any other customer and resources are scaled according to the requirements of each customer.

Analytics

• Service usage metrics: Yes
• Metrics types: Microsoft Power BI module
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Data sanitisation type: Explicit overwriting of storage before reallocation
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Standard exports are available which allow authorised users to extract documents and data from their solution
• Data export formats: CSV
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • EDI
  • Database staging tables
  • API
  • XML

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Uptime during the contract term defined in the MSA:; o Target Core Hours Uptime is 99%; o Target Non-Core Hours Uptime is 95%; ; Core Hours are the Supported Hours.; Non-Core hours are any times during supported days which are outside the Core Hours
• Approach to resilience: Our data centre and service are certified as compliant with ISO27001 and further details are available on request
• Outage reporting: We have network monitoring in place on all hosted environments, configured in such a way that IT and support teams are alerted via multiple channels (email, Teams, SMS) in the event of any system outages being detected

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: Management Access to particular hosted environments requires membership of specific security groups, of which access is provided on an as-needed basis, with approval and review processes in place. Console level access is restricted to authorised IT personnel only
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • 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: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: BSI
• ISO/IEC 27001 accreditation date: 15/05/2020, recertification was gained 15/05/2023
• What the ISO/IEC 27001 doesn’t cover: There are no ISO27001 exclusions in our statement of Applicability
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: We have a range of policies which have been created and audited in line with ISO27001. These policies include Information Security Manual, Information Security Policy, HR Security Policy, Risk Assessment and Treatment Policy, Acceptable Use Policy, Access Control Policies and Operation Security Policy. Team Members read the policies at onboarding and also review them annually as well. They have to confirm they have read and understood the policies.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We adhere to ISO:27001 Standard. We operate a Configuration Management Database, containing a list of systems and their respective security configurations. Changes made to this, and other aspects of IT operations, are subject to change control, which includes an approval process and audit trail with version history.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: We adhere to ISO:27001 Standard. We utilise tools like Tenable Vulnerability Management/Acronis Cyber Protect to remediate vulnerabilities and automate Microsoft and Third-Party software patching. Available patches are reviewed in our patch management system and approved on a regular basis and applied at least monthly. Vulnerabilities detected are reviewed monthly. Vulnerabilities are acted upon in priority order, using CVSS scores and VPRs ensuring the most critical, actively exploited and easily exploitable vulnerabilities are acted upon first. We subscribe to threat intelligence sources, including our M-EDR / SIEM provider, providing proactive notifications of known active threats & software vulnerabilities, including recommended remediations.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We utilise ESET PROTECT cloud and Acronis Cyber Protect on all our hosted servers. Alerts from these sources are sent automatically to the IT Team for review as/when any detections occur. Some hosted infrastructure is also protected with an EDR agent, managed by our M-EDR/SIEM Provider. We also utilise PRTG Network Monitor, which contains a syslog receiver and various sensors, which trigger alerts when suspicious activity is detected. Response times are driven by the incident assessment and will be immediate where required.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: We have an Information Security Incidents Policy which details our procedure for reporting incidents. All reports must be reported verbally to ISM or a member of the management team immediately. An email update must follow with incident details, containment and corrective actions, and also a RCA if available at that stage. Incident reports will be made immediately by phone where required and in all cases by email and RCAs will be provided to customers where appropriate.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Wellbeing

  Fighting climate change

  We have pledged to be net zero by 2030 and measure and report on our Scope 1,2, and 3 emissions annually

  Wellbeing

  We have a wellbeing team at Documation with a mental health first aider and undertake regular check-ins with our team members

Pricing

• Price: £20,000 to £200,000 an instance a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We offer a FOC POC that is carried out with our Solutions Consultants; We offer a one day proof of concept with our solution consultants; Request for Proof of Concept is made via our website; ; https://www.documation.co.uk/contact-us/"
• Link to free trial: https://www.documation.co.uk/contact-us/

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 Listeningteam@documation.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.