CODA TECHNOLOGY LIMITED

Codabill

Fully connect the process of paying candidates and invoicing clients with our pay and bill solution. Cloud-based and compliant, Codabill is designed to work your way – but better.

Features

Bulk timesheet entry and approval for clients and suppliers
Payroll and invoice data automatically available upon timesheet approval
Process invoices and credit notes, tracking them in one place
Branded end-to-end invoicing from client to supplier
Issue refunds and credits linked to invoices
Instantaneous syncing of pay rates and timesheets
Direct API integration with Codapay for payroll
Integrates with any payroll software via export/import
Extensive reporting, including gross profit margin
Contractor portal for timesheets and expenses

Benefits

Unlimited candidates, pay per active timesheet
Access Codabill on the cloud anywhere
Free updates rolled out automatically without disruption
Up and running within 24 hours; no setup fees
UK based support team
Combine multiple invoices into one consolidated invoice
Review and download payslips/expenses at anytime
Mobile-first, data on any device
A vast range of reports available out-of-the-box
Support for all payment models

£1.00 to £10.00 a transaction a month

Education pricing available
Free trial available

Service documents

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

Framework

G-Cloud 13

Service ID

Contact

CODA TECHNOLOGY LIMITED Varun Monteiro
Telephone: +447849534482
Email: info@codatech.co.uk

Service scope

Software add-on or extension: No
Cloud deployment model: Private cloud
Service constraints: Downtime may occur during planned maintenance. However, these will only occur overnight or at weekends.
System requirements: Compatible browser - IE11+, Edge, Safari, Firefox, Chrome, Opera

Access to internet (product is web based)

User support

Email or online ticketing support: Email or online ticketing
Support response times: Our response time SLA is 2 hours during support hours. However, we typically reply within less than 60 minutes.
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: Web chat
Web chat support availability: 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard: WCAG 2.1 AA or EN 301 549
Web chat accessibility testing: The internet can be a great enabler and source of freedom for disabled users. At Codabill, we are committed to ensuring that our services are as accessible to disabled and elderly people as reasonably possible. We aim for a consistently high level of usability for our entire audience across all of our websites, following best-practice accessibility guidelines. We engage with disabled, non-disabled and elderly people throughout website development to fully understand user requirements and ensure we produce sites that meet these. We also create specific content or tools to enable particular disabled user groups to get a better experience. Codabill is committed to sharing its experience of how to create usable and accessible websites via our accessibility standards, and by working with the wider accessibility and disability communities and the rest of the UK web industry.
Onsite support: No
Support levels: Support hours are 09:00 - 17:00, Mon - Fri, and is included in our standard licensing agreement. Out of hours support can be discussed on a case-by-case basis at an additional cost. Support is available by phone and email, as complimentary products to our Service Desk. Response times for P1 incidents is 2 hours, P2 is 4 hours, P3 is 8 hours and P4 is 72 hours. Our standard licensing agreement has 10 hours of support included free of charge. Any hours tracked above 10will be chargeable at our standard rate (see Ts & Cs for more information). Bespoke development is available at a standard hourly rate (see Pricing Document for more information). Customers are appointed a 2nd line technical liaison, as well as a dedicated account manager.
Support available to third parties: Yes

Onboarding and offboarding

Getting started: Upon acceptance to license our product, we set users up with their instance in DEMO mode. This can be for any length of time up to 2 weeks. At any point during this period, customers can choose to go-live, otherwise they will default to going live after 2 weeks. Remote training is included in the licensing cost; if onsite training is required, this can be arranged at additional cost. User documentation is available via our service desk knowledge base.
Service documentation: Yes
Documentation formats: HTML
End-of-contract data extraction: Users are able to extract all raw data from our system via their standing reporting dashboard (in CSV format). We are also happy to assist with an extract of database backups.
End-of-contract process: Our SaaS contract includes setup/configuration, standard pricing for additional instances, RTU licence, training and support. Contracts are available on a 1, 12, 24 or 36 month basis, with a charge per worker processed on weekly, fortnightly and monthly bases. As the number of workers being processed can vary, we charge a minimum subscription of 40% of the contract value to ensure our costs are covered. 10 hours of support are included as standard within the licensing agreement. Additional / bespoke development is charged in addition (a feature request can be raised via our customer portal and a quote will be provided by your dedicated account manager).

Using the service

Web browser interface: Yes
Supported browsers: Internet Explorer 11

Microsoft Edge

Firefox

Chrome

Safari

Opera
Application to install: No
Designed for use on mobile devices: Yes
Differences between the mobile and desktop service: These are purely UI changes (e.g., condensed tables, collapsible navigation menus). Feature set is the same.
Service interface: Yes
User support accessibility: WCAG 2.1 AA or EN 301 549
Description of service interface: The Service Interface allows users (Administrators and Standard) to access the relevant application configuration settings. Administrators can configure, manage and monitor all aspects of the system relating to their organisation. Standard users can modify their own personal settings.
Accessibility standards: WCAG 2.1 AA or EN 301 549
Accessibility testing: The internet can be a great enabler and source of freedom for disabled users. At Codabill, we are committed to ensuring that our services are as accessible to disabled and elderly people as reasonably possible. We aim for a consistently high level of usability for our entire audience across all of our websites, following best-practice accessibility guidelines. We engage with disabled, non-disabled and elderly people throughout website development to fully understand user requirements and ensure we produce sites that meet these. We also create specific content or tools to enable particular disabled user groups to get a better experience. Codabill is committed to sharing its experience of how to create usable and accessible websites via our accessibility standards, and by working with the wider accessibility and disability communities and the rest of the UK web industry.
API: Yes
What users can and can't do using the API: Our API is already accessed by several 3rd parties. We expose only necessary, GDPR compliant data. It is open and readily available to any suppliers that wish to use it as-is. Any changes required will incur development charges.
API documentation: Yes
API documentation formats: Open API (also known as Swagger)
API sandbox or test environment: Yes
Customisation available: Yes
Description of customisation: Branding and vanity URL only.

Scaling

Independence of resources: Our infrastructure is hosted on modern cloud technology. We can separate customer data per instance as required. We also have separations of concerns within our infrastructure. As some of this is proprietary IP, more information is available upon request (under NDA).

Analytics

Service usage metrics: Yes
Metrics types: Certain volumetrics can be exported from our system directly. On request, we can provide any further system reports around things like performance.
Reporting types: Regular reports

Reports on request

Resellers

Supplier type: Not a reseller

Staff security

Staff security clearance: Other security clearance
Government security clearance: Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations: Yes
Data storage and processing locations: United Kingdom

European Economic Area (EEA)
User control over data storage and processing locations: No
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 CHECK service provider
Protecting data at rest: Encryption of all physical media
Data sanitisation process: Yes
Data sanitisation type: Deleted data can’t be directly accessed
Equipment disposal approach: A third-party destruction service

Data importing and exporting

Data export approach: Users can export all of their data themselves as a csv file from the reporting section of the system. We are able to provide a copy of the latest database backup upon request.
Data export formats: CSV
Data import formats: CSV

Data-in-transit protection

Data protection between buyer and supplier networks: TLS (version 1.2 or above)
Data protection within supplier network: TLS (version 1.2 or above)

IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability: 99.9% availability during core business hours (9am-5pm), Monday to Friday, excluding English bank holidays. Service credits are available in our standard terms for any SLA breach.
Approach to resilience: Available on request
Outage reporting: Email alerts to customers from our service team. Status updates / notifications are also published via our Service Desk platform, as well as our SaaS incident monitoring platform.

Identity and authentication

User authentication needed: Yes
User authentication: 2-factor authentication

Username or password
Access restrictions in management interfaces and support channels: Support channels can only be used by recognised and registered personnel. Management interfaces and access to them are fully controlled by the customer who can assign roles and responsibilities as required. All internal users must access over VPN.
Access restriction testing frequency: At least once a year
Management access authentication: 2-factor authentication

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: At least 12 months
How long system logs are stored for: At least 12 months

Standards and certifications

ISO/IEC 27001 certification: No
ISO 28000:2007 certification: No
CSA STAR certification: No
PCI certification: No
Cyber essentials: Yes
Cyber essentials plus: No
Other security certifications: No

Security governance

Named board-level person responsible for service security: Yes
Security governance certified: No
Security governance approach: All staff members (permanent and contract) must sign to state they have read and understood the Information Security policies. Background checks are undertaken. We review administrator level accounts on a quarterly basis and ensure any no longer utilised are removed. Access levels to any system are commensurate to their role. We use only accredited hosting providers. We are Cyber Essentials certified, but are also pursuing ISO/IEC 27001 certification.
Information security policies and processes: All staff members (permanent and contract) must sign to state they have read and understood the Information Security policies. A review of their understanding is undertaken annually and policies resigned. Failure is reported at CxO level. All new starters are required to read and confirm all policies and procedures and again at least annually. Any changes made during the period are notified to the whole company.

Operational security

Configuration and change management standard: Supplier-defined controls
Configuration and change management approach: All our source code is tracked through life using Jira and Azure DevOps, which logs all changes made and any impacts. In addition, all changes made to our hosted environments follow a full electronic change control process, to ensure a robust audit trail and full compliance with internal security policies.
Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach: We use a variety of sources to recognise potential threats. We scan our environments for known threats on a weekly basis - prior to any release - to determine where any vulnerabilities may exist. Furthermore, any code fix issues can be patched and deployed within 24 hours depending on the severity of the issue. We use accredited cloud hosting providers that ensure infrastructure is regularly patched and maintained to avoid any security threats.
Protective monitoring type: Undisclosed
Protective monitoring approach: We have processes and procedures in place to actively monitor and proactive resolve any potential compromises. Our hosting provider also has the same. CxO are informed of any breaches in a timely manner. Any breaches are immediately impact assessed - and the root cause analysed - so that necessary actions can be taken. Where customer data may be compromised, we would inform any affected customers as soon as it is practical to do so.
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: Our incident management process differs based on the type and severity of incident. For more information, see Service Definition document.

Secure development

Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks: No

Pricing

Price: £1.00 to £10.00 a transaction a month
Discount for educational organisations: Yes
Free trial available: Yes
Description of free trial: 2 weeks' of unlimited access to the system. Demo instances can be requested via our website.
Link to free trial: https://www.codabill.co.uk/

Service documents

Request an accessible format

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Codabill

Features

Benefits

Pricing

Service documents

Framework

Service ID

Contact

Service scope

User support

Onboarding and offboarding

Using the service

Scaling

Analytics

Resellers

Staff security

Asset protection

Data importing and exporting

Data-in-transit protection

Availability and resilience

Identity and authentication

Audit information for users

Standards and certifications

Security governance

Operational security

Secure development

Public sector networks

Social Value

Pricing

Service documents