Transalis Limited

Transalis eInvoice and PEPPOL

Fully managed Cloud eInvoicing. A certified PEPPOL Access Point. Digitise paper invoices, removing manual re-keying. Increase invoice matching rates, extract data from PDF's and integrate paper-to-digital with your finance system. Connect with and onboard 1,000s of suppliers . Receive and validate PDF invoices using our state-of-the-art AI self-service data-extraction solution.

Features

• automated invoice conversion to your internal formats ready to import
• end-to-end invoice automation without the need to map data structures
• AI-based invoice PDF data extraction, integration with your finance systems
• Instant access to your own EDI web portal branded/unbranded
• any type of secure communication protocol, including PEPPOL
• wide-ranging connectivity with trading partners, suppliers, customers
• Electronically exchange invoices, and related documents digitally
• unlimited trading partners, unlimited invoice volumes
• unlimited message volumes
• managed roll-out and onboarding of your trading partners where required

Benefits

• remove manual data entry, free up valuable staff time
• significantly reduce cost and data re-keying errors
• speed up and automated invoice matching
• automatically extract and integrate data from PDF, images, OCR
• AI-based, intelligent data capture to avoid manual re-keying
• automatically convert data formats to share
• speed-up sending and receiving of data with your suppliers
• automate invoice data extraction from emails, at scale
• reduce data transmission charges
• digitise your invoicing processes without disrupting your suppliers

£450.00 a licence a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 mstares@transalis.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

328294112934625

Contact

Marc Stares
0845 123 3746
mstares@transalis.com

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: Integrates with inhouse ERP systems, connects with other Cloud software and services
• Cloud deployment model:
  • Private cloud
  • Hybrid cloud
• Service constraints: There are no service constraints
• System requirements:
  • Internet connectivity
  • Firewall, vpn

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Business hours standard, bespoke support SLA where required
• 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: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: Standard Managed Service solution support at no additional cost; Technical account manager provided; Content technical support; 24×7 support plans; Flexible incident notification and tracking; Pro-active monitoring plans; GS1 certified support staff; Multi-lingual support staff
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Provide on-boarding training includes; 1. Service Introduction, User Manual -Online Documentation; 2.Context Help -User Videos; 3. User Training online where required
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Online via helpdesk knowledge base
• End-of-contract data extraction: The Customer is and shall remain the sole and exclusive owner of all right, title and interest in and to the Customer Data, and Customer Materials. We will retrieve and deliver to Customer a copy of the Customer Data (or such portions as may be specified by Customer), under Transalis’ control or in its possession, in an industry standard format and on the media as agreed by the Parties, at any time during the Term upon Customer request. The format includes but not limited to .CSV, .TXT, Database Dump, XML Format etc. Also Provides export to Excel and PDF format as well.
• End-of-contract process: Transalis can export all Customer data retained at the time of offboarding and delete that data once it has been exported. There are no further charges except where additional migration/hand-over or transition work is required.

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: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Dashboards, API's
• Accessibility standards: None or don’t know
• Description of accessibility: The Transalis Portal provides real-time view of all customer transactions processed through network. It also provides search, retrieval, exception management and on-line archive services.
• Accessibility testing: None
• API: Yes
• What users can and can't do using the API: API for invoice data transfer, can be called from within customers' own systems, webhook triggers supported. API also supports submission and retrieval of electronic documents. Our API integrates with all common invoice matching and ERP systems, including SAP, Sage, Oracle, Xero, Dynamics and other finance systems and also with CRM, and EDI VAN providers. API operations are supported using XML, JSON, JSV, CSV, SOAP 1.1 and SOAP 1.2 messaging frameworks. Using our API, PDF invoices can be processed automatically and key invoice data extracted and offered to your finance system for direct integration.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: A customer logo can be updated. Colour scheme / branding can be updated upon receipt of CSS file from customer.; Transalis also provides customisation services at an additional cost to suit the needs. Clients can customise the services on the UI layer, email, user and role management. Clients can provide our white-labelled eInvoicing Portal to their customers.

Scaling

• Independence of resources: The Transalis invoice processing application was designed and has been built to scale. The core processing application is replicated multiple times across multiple servers allowing many documents to be processed in parallel. For each customer, we agree a target annual throughput rate. Our SaaS service is running on top of reputed cloud infrastructure with autoscaling capabilities configured. Based on the user demand, all necessary computing resources will be scaled to meet the demand.

Analytics

• Service usage metrics: Yes
• Metrics types: 1) Daily transaction reports - detailing all transactions processed in previous 24hrs;; ; 2) Supplier on-boarding reports - detailing the progress of the supplier on-boarding programme; ; ; 3) Supplier performance reports - detailing transaction throughput
• 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 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: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• 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: Transalis's portal provides the customer with a real time view of all transactions processed through the network. The portal also provides users with the ability to search and retrieve transactions. All reports can be downloaded and saved locally.
• Data export formats: CSV
• Data import formats: CSV

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: Our portal is hosted in our datacentre to ensure high availability with regular backups taken. We also leverage AWS Cloud capacity on demand. Refunds are limited subject to a signed agreement and acceptance of our T&Cs. Our SLA for customer facing applications is 99.99%
• Approach to resilience: Available on request. Our SaaS service partially also runs on top of AWS Services, hence all AWS resilience features will applicable.
• Outage reporting: A public dashboard; an API; email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Active Directory Service
• 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 contact the support team to get audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA
• ISO/IEC 27001 accreditation date: 01/07/2021
• What the ISO/IEC 27001 doesn’t cover: All elements covered
• 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: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: All policies, processes and procedures and maintained in our ISO 27001 portfolio and managed by a dedicated member of staff, our Data Protection Officer. All staff have access to our information security policies and are mandated to read those. The Data Protection Officer reports to the directors.

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: Our change management process is managed within a project management process. This requires all code changes to follow a strict workflow in our system. Server level changes require authorisation before being completed.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Detailed process available on request. Threats are assessed systematically at regular intervals. Patches are deployed weekly or as per threat/impact level. Potential threats are communicated via a 3rd party service.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Using industry reputed Protective Monitoring tools to monitor unusual activity, strange network patterns, configuration changes, unusual activity on the network or odd clues on systems can spot potential attack.; ; Alert escalation through our infrastructure security team can either prevent an eventual breach from happening -- or at least stop it in its earliest stages.; ; Acknowledge time : 5 min
• 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 use guidelines and implement controls as documented in our ISO 27001 procedures.

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: Yes
• Connected networks: Other
• Other public sector networks:
  • PEPPOL
  • We can configure the system to any accessible network

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Electronic invoicing (e-invoicing) contributes significantly to environmental sustainability and the fight against climate change through several key mechanisms:; Paper Reduction: E-invoicing eliminates the need for paper invoices entirely. Traditional paper-based invoicing requires printing, handling, and mailing physical documents, which consumes significant amounts of paper, energy, and water resources. By switching to e-invoicing, businesses can drastically reduce their paper consumption, thereby conserving forests and reducing carbon emissions associated with paper production and transportation.; Energy Efficiency: The electronic transmission of invoices consumes far less energy compared to the physical processing of paper invoices. Printing, enveloping, mailing, and manual data entry all require energy-intensive processes, such as operating printers, transportation vehicles, and mail sorting facilities. E-invoicing streamlines this process, requiring only the energy necessary to transmit data electronically over the internet.; Resource Conservation: In addition to saving paper, e-invoicing also conserves other resources such as ink, water, and chemicals used in printing processes. By reducing the demand for these resources, e-invoicing helps alleviate environmental pressures associated with their extraction, production, and disposal.; Reduced Emissions: E-invoicing minimizes the carbon footprint associated with transportation and logistics. Physical invoices often require long-distance transportation by trucks, planes, or ships, contributing to greenhouse gas emissions. E-invoicing eliminates the need for physical transportation, reducing emissions from vehicles and mitigating the environmental impact of transportation activities.; Process Optimization: E-invoicing systems automate invoice processing workflows, leading to greater efficiency and resource utilization within organizations. By reducing manual data entry and processing errors, e-invoicing streamlines operations, minimizes resource waste, and lowers energy consumption associated with administrative tasks.; In summary, e-invoicing achieves environmental benefits by eliminating paper usage, conserving resources, optimizing processes, and reducing emissions associated with traditional invoicing methods. By embracing e-invoicing solutions, businesses can make significant contributions to sustainability efforts and the global fight against climate change.

Pricing

• Price: £450.00 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 mstares@transalis.com. Tell them what format you need. It will help if you say what assistive technology you use.