AI Automation Services for Accounts Payable and Reconciliations

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 AI automation tool which can extend the service of AI automation into any ERP platform. Our core focus is on transactional processing and decision making within the finance function.
Cloud deployment model: Public cloud
Service constraints: Kanbina supports any application or technology stack provided with access to the internet. Standards based API's from ERP systems will interact safely with Kanbina AI automation processes.
System requirements: Must be able to access to the internet

Must allow secure ERP API's to be used

Must allow the service to interconnect with a Finance mailbox

User support

Email or online ticketing support: Email or online ticketing
Support response times: Kanbina's standard service level support is for normal business hours.

Normal Business hours are 9 - 5pm, Monday to Friday.

Response times are 4 hours from receiving the email.

Weekend support is available at extra cost.
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: Yes, at an extra cost
Web chat support availability: 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard: None or don’t know
How the web chat support is accessible: Users can log support queries and questions on Teams' or Slack, dependant on the customer preference. Alternative web chat applications are available, subjec to a commercial agreement,
Web chat accessibility testing: Web chat can be offered through either Teams' or Slack channel.
Onsite support: Yes, at extra cost
Support levels: Standard
Ticketed support to super users offered via email. Response time of 4 hours for initially response.

Cost : Included

Premium
Chat based support to end users with a response time of 2 hours.

Cost : 25% of SaaS
Support available to third parties: Yes

Onboarding and offboarding

Getting started: Kanbina's single page application has been designed to be intuitive and easy to use. Users are supported through the entire onboarding process. Iniitally we support the users through UAT with training and daily progress check in's throughout the implementation. Training documentation and videos support the onboarding process.

Upon go-live, there is a 30 day period of super support where our consultants have a daily meeting to suppport and discuss with the users their experience and advise on best practise tips and tricks. Super support can be extended based upon an additional support fee.
Service documentation: Yes
Documentation formats: PDF

Other
Other documentation formats: Video
End-of-contract data extraction: Kanbina only retains data for a contractually agreed period, usually 3 months. After this point the data is deleted from Kanbina's Azure application.

As Kanbina only deals with customer data for the specific purpose of transactional processing, the customer should not need to extract data to migrate away from the service. The data source for all of Kanbina's processing is from the customers own system of record(s).
End-of-contract process: Kanbina provides very flexible contractual terms, a customer needs to provide Kanbina with written notice of termination which usually is 3 months.

The service is available through out the termnination period and at the end point, Kanbina confirm that the service is to be terminated and remove the API's and user access from the Azure application.

Kanbina then purges the Azure application of the customers' data.

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: For approval and review of transactions, a user may use either a mobile device or desk top. If on a mobile device, then the UI provisions in a format which is more user friendly to the device.

Note it is not recommended that the financial processing aspect is performed within a mobile device as the task is to complex.
Service interface: Yes
User support accessibility: WCAG 2.1 AA or EN 301 549
Description of service interface: Kanbina's user interface is accessed through a browser page. Kanbina has been deliberately designed as a single page application providing all of the information needed for the operative to complete the transaction.

The user has complete visibility and control over the entire process.
Accessibility standards: WCAG 2.1 AA or EN 301 549
Accessibility testing: As Kanbina is browser based, accessibility standards which are embedded within the browser also apply to Kanbina.

User has the ability to magnify, zoom in and out, from keyboard or mouse controller.
API: Yes
What users can and can't do using the API: Kanbina has API's available to receive data from emails, file systems and ERP master record data or other systems of record and to automatically code transactions for ERPs.
API documentation: Yes
API documentation formats: Other
API sandbox or test environment: Yes
Customisation available: Yes
Description of customisation: Kanbina has been designed to allow customisation to accommodate any customer specific data requirements, which include : 1. Additional fields and data points which require extraction and matching across the whole of the document. 2. Additional data points or fields which require updating to the transaction in ERP. 3. Additional steps in or workflows to accommodate customer specific processes. Users will specify what is required for configuration of the service.

Scaling

Independence of resources: Kanbina is hosted on Microsoft Azure meaning it has elastic compute and IT resources to scale up and deal with increasing and/or bursts in demand.
As part of the onboarding process Kanbina assesses the volumes of transactions and this can pre-provisioned this in a few minutes.

Analytics

Service usage metrics: Yes
Metrics types: Kanbina has power BI throughout the application meaning all data and processes are accessibly for analytics and reporting purposes.

Kanbina has available, pre-configured dash boards for specific roles which provide analytic and drill down capability across the whole of the process function - tailored specifically for each role.
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 Developed Vetting (DV)

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 once a year
Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest: Physical access control, complying with CSA CCM v3.0

Physical access control, complying with SSAE-16 / ISAE 3402

Encryption of all physical media
Data sanitisation process: Yes
Data sanitisation type: Explicit overwriting of storage before reallocation
Equipment disposal approach: A third-party destruction service

Data importing and exporting

Data export approach: Export out of Kanbina - Kanbina has an 'export data' button which dependant on the export request, allows the user to take differnt data sets. Examples include 1. WIP report; which allows the user to post an accrual into ERP, 2. All Processed; which allows the a user to review all documents proceccessed against ERP, 3. All Data; which is a mass export of all data held within Kanbina for that tenant.
Other data exports are available.
Data export formats: CSV

Other
Other data export formats: Xml

Pdf
Data import formats: CSV

Other
Other data import formats: API

XML

EDI

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)

Availability and resilience

Guaranteed availability: 1. Target Availability. Supplier will use commercially reasonable efforts to make the Services available with an uptime of 99.8% of each calendar month (“Target Availability”).

2. Exclusions. The calculation of uptime will not include unavailability to the extent due to: (a) use of the Service by Customer in a manner not authorized in the Contract; (b) general Internet problems, force majeure events or other factors outside of the Supplier’s reasonable control; (c) Customer’s equipment, software, network connections or other infrastructure; or (d) Planned Maintenance or reasonable emergency maintenance.

3. Planned Maintenance. “Planned Maintenance” means the Supplier’s planned routine maintenance of the Services as set out in clause 6.3 of these terms of conditions.
Approach to resilience: The Kanbina service currently resides in the West Europe region of Microsoft Azure. The service uses both Azure Cosmos DB and Blob Storage. For CosmosDB there are three zones for data backup. These are physically separate locations within Azure.

Data in Storage is replicated three times in the primary region. We use zone-redundant storage to copy data synchronously across three Azure availability zones in the primary region.

Each availability zone is made up of one or more data centres equipped with independent power, cooling and networking.
Outage reporting: Service outages are communicated through the Azure Service Health with emails to the Kanbina Director of AI Services and Software Engineering, and this would then be communincated to the customer. Optionally the health service alerts can be intergrated into a customers SOC if necessary.

Identity and authentication

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

Identity federation with existing provider (for example Google Apps)

Username or password
Access restrictions in management interfaces and support channels: Access to the Kanbina AI Platform is controlled using Azure Active Directory (AD). User authentication for customer staff is delegated to the customer’s own identity management, typically their own AD infrastructure. Azure Active Directory is a multi-tenant, cloud-based identity and access management service used by Kanbina as an integrated part of cloud services and .Net development. It provides User, Group and Role based management, self-service password change, MFA, single sign-on across Azure AD estates, logging and a state of the art identity system for SaaS applications.
Access restriction testing frequency: At least once a year
Management access authentication: 2-factor authentication

Public key authentication (including by TLS client certificate)

Identity federation with existing provider (for example Google Apps)

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: Kanbina has verification that our policy, processes, plans and platform services are compliant to ISO27001 security standard and our organisation has expertise across the security domain. Our PaaS infrastructure is from Microsoft Azure and is ISO27001 certified. Kanbina is currently progressing formal ISO27001 certification.
Information security policies and processes: Kanbina organises security responsibilities into three groups in compliance to ISO27001. The first covers compliance and implementation of security in AI Services, the second security of back office administrative systems and the third governance oversight of both services and administration by senior management.

The Kanbina Information Security Policy in comprised of Access Control Policy, Software Development Life Cycle and Change Management Process, Security Risk Management Process, Incident Response Process and Business Continuity Plan.

Operational security

Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach: Kanbina has a formal configuration change management process in place and integrated into the SDLC process, which is enhanced by first class tooling from Azure Dev Ops. Configuration management makes sure that the software is running on cloud resources that are secure and controlled, and supervised by the Azure Security Center . Change management ensures that all operational changes are risk assessed and reviewed and then in turn follow the SDLC and configuration management process. These processes are double checked by UAT within the customers sandbox, and by their own staff, and to their own procedures.
Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach: All the IT resources used by Kanbina are contained in Microsoft Azure as the PaaS provider. Potential threats are overseen and alerted by Microsoft Defender and Threat Management systems. Any potential security patches are managed by Microsoft. Microsoft have a SOC that assesses CVE's both proactively and reactively and represents the best security support available in the industry.
Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach: The Security Centre also provides a real time security risk assessment and alerting system. Kanbina has an incident management process in place that follows guidance from NIST 800-61 and is part of our ISO27001 compliance. A potential compromise, identified by alert or another mechanism would result in a three stage process of detection and analysis, containment, eradication and recovery and post Incident recovery. The process would progressively involve more people and expertise the higher the severity. Customers would be informed within 24 hours.
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: Kanbina has an incident management process in place that follows guidance from NIST 800-61 and is part of our ISO27001 compliance. A potential compromise, identified by alert or another mechanism would result in a three stage process of detection and analysis, containment, eradication and recovery and post Incident recovery and this would progressively involve more people the higher the severity.

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

Fighting climate change: Fighting climate change

Kanbina is committed to a paperless office
Kanbina's service actively encourages users to send information electronically, not through the post
Digitalisation creates efficiencies
Covid-19 recovery: Covid-19 recovery

Kanbina is a cloud based application meaning someone can work on it from home or office. This helps with the allocation of people / space as we move to hybrid models or have to make concessions due to vulnerable workers.

Kanbina is also a productivity tool, meaning much more transaction processing can be performed by a single user. Which means absence due to co-vid related illness can be covered more effectively.
Tackling economic inequality: Tackling economic inequality

Kanbina is committed to tackling economic inequality.
Equal opportunity: Equal opportunity

Kanbina is an equal opportunities employer and is part of systemsaccountants group.
Wellbeing: Wellbeing

Kanbina promotes active well being measures for it's employees. Our flexible remote working policy allows our employees to strike a work / life balance which is right for them.

We'd be happy to provide further information upon request.

Pricing

Price: £350 a unit a month
Discount for educational organisations: No
Free trial available: Yes
Description of free trial: For specific customers we offer a limited proof of concept trial.

AI Automation Services for Accounts Payable and Reconciliations

Features

Benefits

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

Pricing

Service documents

Cookies on Digital Marketplace

AI Automation Services for Accounts Payable and Reconciliations

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