KANBINA LTD

AI based automation of Procure-to-Pay and AR processes

AI based automation of Procure-to-Pay and AR processes. AI technologies include machine learning and GPTs

Features

• Automation of Requisitions and Purchase Orders
• Automation of AP and Approvals
• Automation of Cash Allocations, Claims and Reconciliations
• Automation of Vendor Onboarding
• Automations are integrated into ERP as the system of record
• Kanbina leverages ERP master data for seamless processing, zero breaks
• Enables straight through processing
• Exception Management reduces manual invoice processing effort
• Extensive reporting, analysis and business intelligence, use of GPTs
• The User Experience is exceptional which helps user adoption

Benefits

• Low unit costs of processing
• Highly scalable cloud-based service
• Deep integrations into ERP, Banking and Email Systems
• Browser based service that requires no IT support
• Enables automated decisions as well as automated processes
• Fast and intuitive interface for the user
• Simple and quick implementation and customisations
• High levels of governance and control
• AI machine learning and GPTs extensible to other use cases
• Integrates to any and many ERPs and systems of record

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 ian.thomson@kanbina.ai. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

184326791797059

Contact

Ian Thomson
+44(0) 207 648 4242
ian.thomson@kanbina.ai

About your service

• Service categories:

  Applications

  Enterprise resource management

  Financial

  • Financial and Accounting Applications
  • Accounts Payable Applications
  • Accounts Receivable Applications
  • Treasury and Risk Management Applications
• Multi cloud support: Yes

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: Kanbina is an extension of services from ERP systems such as Unit4, Coda, Workday, SAP S/4HANA, Oracle NetSuite Financials, Deltek Maconomy, Infor M3, and others. Kanbina automates financial transactions across the complete Procure-to-Pay lifecycle, including requisitions, accounts payable, allocations, and approvals.
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Community cloud
  • Hybrid cloud
• Service constraints: There are no service constraints
• System requirements:
  • Modern web browser (Chrome, Edge, Safari, or Firefox)
  • Stable internet connection

User support

• Email or online ticketing support: Yes
• Support response times: Monday-Friday immediately weekend - within 1-2hrs
• 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 AAA
• Web chat accessibility testing: The EqualWeb Web Accessibility Checker tool; has analysed Kanbina. The checker flags; accessibility issues by the WCAG 2.1 A/AA/AAA; conformance level. Kanbina design is good for; accessibility.
• Onsite support: Yes, at extra cost
• Support levels: For urgent priority response time is 1 hour. For; medium priority 4 hours and progresses until a; work around or resolution is available.For low 1; business day with a 14-day resolution target. The; service is support by a named technical Account; Manager.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Kanbina provides online training to users,; together with user documentation and training; videos. The first set of users become familiar with; the service through UAT where they are in direct; contact with Kanbina's experts.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: Users can extract data by downloads from the; application or from Power BI excel reports. As; the service creates transactions in the ERP that; is the system of record rather than Kanbina.
• End-of-contract process: The service can be ended without any costs. The; customer collates data from the application and; the service is terminated and the data destroyed; on the Kanbina side
• Documentation accessibility standard: WCAG 2.2 AAA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile services are used to authorise; transactions and are a subset of the overall; service
• Service interface: Yes
• User support accessibility: WCAG 2.2 AAA
• Description of service interface: Read only versions are available for service; support teams. These have limited functionality; to support that is configured to deal with client; requirements
• Accessibility standards: WCAG 2.2 AAA
• Accessibility testing: The EqualWeb Web Accessibility Checker tool; has analysed Kanbina. The checker flags; accessibility issues by the WCAG 2.1 A/AA/AAA; conformance level. Kanbina design is good for; accessibility.
• API: No
• Customisation available: Yes
• Description of customisation: Customers will typically customise their financial; system ERP to some extend. Kanbina can then; work seamlessly with such ERP customisations; and leverages custom fields to do so. The users; specify these customisations during; implementation and as needed through change; control requests

Scaling

• Independence of resources: Each tenant on the platform is separated from; each other for most processing resources, either; logically or physically. Hosting CPU is; dynamically managed by Azure services to; address bursts in demand. Together these deliver; processing capacity and speed from each tenant; on the service.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics provide details on processing; volumes and transactions, suppliers and; customers, workflow, reconciliations, productivity,; and status. These will be for each entity within; scope of the service. Metrics are provided on; Power BI dashboard and excel downloads.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• 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: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: The data is passed by API to the client's ERP; system. The ERP is the system of record. If the; users wish data from the application itself they; can download csv files or download excel from; Power BI reports. This will replicate data that is in; the ERP.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • Api based export
• Data import formats:
  • CSV
  • Other
• Other data import formats: API

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Kanbina will use commercially reasonable efforts; to make the Services available with an uptime of; 99.8% of each calendar month
• Approach to resilience: Available on request.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: Access management is normally based on a; client’s own identity management system (; AD/Entra ID, OneLogin, Google Workspace,; OCTA etc ) and hence controlled by the client’s; IT governance system. This is the most secure; method as all user access management is with; the client. In an alternative approach access can; be federated to Kanbina with authentication; control still remaining with the client if that suits; the needs.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)

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: User-defined
• 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

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: Kanbina develops software based on the; securest enterprise grade software frameworks; and APIs that run on Platform-as-a-Service; provided by Microsoft Azure. We leverage the; platform infrastructure of Azure so we have great; visibility and control of compliance and state of; the art threat detection, with inherent safety built; into the software and infrastructure resources; and multiple lines of defence. The same is true in; administrative functions which are built on Office; 365, also a cloud service with great security and; compliance visibility. The security measures; provided by these PaaS services are enhanced; with robust information security processes and; controls that comply to ISO27001. The details of; these processes are elaborated in the; Information Security System and are audited; once per year.
• Software Security Code of Practice: No

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: All components are contained within Microsoft; Azure. Azure provides full tracking and logging of; all resources. In addition, Azure provides a; Defender security service to monitors resources; for best practice configuration, cyber threats,; vulnerabilities and security standards. The SDLC; process evaluates requirements, resources and; application design. There is a test environment,; continuous integration and roll back. Change; management enables configuration to be; benchmarked against security standards and; reported in Defender. Formal change requests; are in place that re-enter the SDLP process as; described above. Security is checked in UAT; within the customers sandbox, and by their own; staff.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Kanbina services are monitored by Azure; Defender and reported and alerted in real time.; Potential threats are reported through defender; from the CVE system and used to recommend; updates to resource configurations. Kanbina; uses Azure's PAAS and as such does not have; responsibility for patches as that is managed by; Microsoft.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Kanbina services are monitored by Azure; Defender and threats, vulnerabilities and; recommendations to new configurations are; reported and alerted in real time. In addition to; responding to alerts Kanbina has a weekly; security review where compliance to new; recommendations, ISO27001 and SOC2 are; evaluated. The 2 mechanisms above is where we; will find any potential compromise and act; accordingly with new configurations. If there is an; incident, we would immediately initiate our; incident management process which is part of; our Information Security System. This launches a; mitigation, assessment, root cause fix and; communications process.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Kanbina has an incident management process; that is part of our Information Security System; based on ISO27001. This process is used for all; P1 and P2 events. Other minors events are; logged in the risks and issues log. User can; report incidents directly to Kanbina in their; support service on Teams or Slack or by email.; Kanbina follows a three-stage process of; Detection and Analysis, Containment,; Eradication and Recovery and Post Incident; Recovery which produces a report. The incident; report can be shared with users on request.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• 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: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 201855a0-c13b-47ad-ad4b-f06f507b873e
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: Yes
• Any other security certifications: Cloud Application Security Assessment (CASA App Defense Alliance) 9bf13c9c

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

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 ian.thomson@kanbina.ai. Tell them what format you need. It will help if you say what assistive technology you use.