Xledger UK

Xledger Cloud-based Finance Management software

Xledger is a cloud-based, ERP, finance system for the mid-market, including Housing Associations, Non-Profits, Education & Local Authorities.

Xledger can help with real-time reporting, automation of financial processes, budgeting-and-forecasting, built-in AP/AR/OCR, automated bank feeds, flexible integrations, asset management, etc.

Xledger is a highly configurable product designed to scale with organisations.

Features

• True-cloud technology, remote access anytime, anywhere
• Real-time consolidation for multi-company organizations and inherited hierarchy for scalability
• Real-time, drill-down dashboards and reports
• Automated purchase to pay and bank integrations & reconciliation
• Purchase ordering (PO) and inventory management
• Digital workflow and document management
• Project accounting including timesheets, expenses, fixed fees, billing and costing
• Billing and debtor management
• Fixed asset management and automation
• Optical Character Recognition (OCR)

Benefits

• Be informed with real-time actual vs budget vs commitment reports
• Share finance around the organisation with different roles and responsibilities
• Interrogate data by drilling down to the transaction and attachment
• Drive efficiencies by automating processes
• Review and approve on the go with the mobile app
• Gain confidence with built-in data validation and audit controls
• Seamlessly integrate external data with our open API
• Keep debtor days low with automated debtor management
• Reduce month end with GL postings automated on demand

£400 to £10,000 a licence a month

• Education pricing available
• 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 tenders@xledger.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

345383462376861

Contact

Ovi Stici
01174573293
tenders@xledger.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: N/A
• System requirements:
  • An internet connection
  • An Xledger software licence
  • A web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Customers can log tickets at any time (24/7). The specific hours during which the Customer is entitled to a Support response (“Support Hours”) are 09:00-17:00, based on Xledger’s Normal Business Hours, on a Business Day.; ; Response times are tiered according to the urgency of the issue as follows:; ; - Operationally critical issues: 1 hour; - Time Critical issues: 2 hours; - Important issues: 4 hours; - Not Time Critical Issues: By the end of the next business day
• 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: Yes, at extra cost
• Support levels: Xledger prioritises customer support, investing in a team of accountants to provide tailored assistance, reflected in a remarkable 99% customer retention rate. Support is seamlessly integrated into the monthly Software as a Service (SaaS) agreement fee, covering all aspects including hosting and upgrades. During onboarding and post go-live, Xledger offers 'Hypercare' support for the first two months, providing onsite or virtual assistance, dedicated support consultants, and ongoing monitoring. This service ensures users receive quick answers, refresher training, in-depth discussions, and tips for efficient practice. After Hypercare, ongoing support is provided through online help and the Xledger support team based in the UK, Bristol. Xledger's true-cloud product manages infrastructure, eliminating additional costs for maintenance and upgrades.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Xledger's Implementation Methodology is based on PRINCE2.; Hypercare Support; For the first two months after Go-Live, Xledger provides 'Hypercare', including: Two days of onsite or virtual support , direct phone access for queries and training, support channels, during Hypercare, the project team has: direct phone access to a support consultant, email helpdesk support for: prompt queries, refresher training, detailed system discussions, usage tips and reminders, monitoring and review a designated Xledger support member oversees weekly activities, conducting phone meetings to assess progress and allocate tasks.; Hypercare doesn't replace consultancy or training. Hourly charges may apply for: additional user training, out-of-scope system training, pending implementation tasks system reconfiguration.; Standard support continues after Hypercare for the contract's duration.
• Service documentation: Yes
• Documentation formats:
  • ODF
  • PDF
  • Other
• Other documentation formats:
  • MPP
  • CSV
  • Markdown
• End-of-contract data extraction: Transactional data can be extracted via Excel or through an API from the system. This can be done on a self-serve basis. ; Secondly, further data extraction, such as documents, can be completed via IT services. To extract this data, there is a flat charge.
• End-of-contract process: At the end of the contract, the agreement shall ; automatically renew for consecutive one (1) year period(s) ; (each a “Renewal Term”) unless: either party gives the ; other written notice of termination not less than ninety (90) ; days prior to the end of the Initial Term or the Renewal Term ; (as applicable), in which case the Agreement shall terminate ; upon the expiry of the Initial Term or Renewal (as ; applicable); or until terminated in accordance with the ; remaining provisions of this clause.

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: The mobile app can be used to; - Raise and approve purchase orders; - Submit and approve timesheets; - Submit and approve expenses; - Approve bank payments.; ; The desktop version has the full offering available across all modules.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Xledger provides two APIs for users to consume and produce data, GraphQL and SOAP webservices. Both offer feature rich import and exports.; GraphQL:; To set up the service, users need to have admin rights in Xledger and generate an API token. This token can be created with granular access to the API methods to ensure that only relevant data is accessed.; To make changes trough the API, users must send mutations to the GraphQL endpoint. Mutations are written in JSON and depending on the changes being made require different fields to be passed.; Specific limitations for GraphQL are around data traffic. The API is rate limited to avoid burst requests and a token is allocated credits that renew once an hour.; SOAP:; To set up SOAP, users need to generate an SSL certificate and add granular access to methods in Xledger’s UI. The webservice implementation is stateless.; To make changes, users must use the receiveFile service to send a based 64 encoded CSV payload encapsulated in the SOAP XML.; As with GraphQL, the SOAP webservice is rate limited to avoid users sending too many concurrent requests but there is no concept of credits.
• API documentation: Yes
• API documentation formats:
  • ODF
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Xledger is a multi-tenanted true cloud application. This allows us to continuously monitor service usage, demand and the impact on capacity.; ; Rate-limiting is applied to both GraphQL and Web Services APIs to ensure that integration use does not impact on other users. Sufficient capacity is provided at all times to handle user demand, and the capacity is regularly reviewed to ensure future demand will be met.

Analytics

• Service usage metrics: Yes
• Metrics types: Xledger provides on request the Service Level Agreement which forms part of the General Terms and sets forth specific supplemental terms and conditions applicable to the availability of the Subscription Services
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: European Economic Area (EEA)
• 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 once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Data can be extracted either via API (SOAP Web Services or GraphQL) or to xls file. When exporting to xls, users may specify which fields of data and for which time period they would like to extract, then extract the data with a single click. A static download can then be extracted as and when required.; ; Large exports of all customer data can be requested of Xledger as required.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • PDF (in some circumstances)
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLS
  • PDF

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection within supplier network: Firewalls, HIDS, encryption at rest and in transit

Availability and resilience

• Guaranteed availability: 99.95%
• Approach to resilience: This information is available on request.
• Outage reporting: Outages are reported by email and by in-system notification. Service outage reports with additional detail are published by notification in the system.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Access is assigned to users by an organisation's domain administrator only. The domain administrator assigns each user with their login details, defines which environments and entities they can access, and defines their access rights and permissions.; ; The domain administrator can assign, amend and revoke access as required.
• 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: Yes
• Who accredited the ISO/IEC 27001: DNV GL - Business Assurance
• ISO/IEC 27001 accreditation date: 09/10/2020
• What the ISO/IEC 27001 doesn’t cover: The certificate is valid for the following scope: Operations of cloud-based ERP solution. In accordance with Statement of Applicability v 20-04-2020.
• 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
  • Other
• Other security governance standards: ISAE3402
• Information security policies and processes: ISO 27001 demonstrate commitments to Information Security Management towards our customers. It shows that Xledger invests time and resources to have this certification and in our work with security. It provides us with a trusted framework to use in our Security Management work. It is an international standard known among our customers and shows our compliance with customers’ demands regarding security.

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: This information is part of our Information Security Policy. This is available on request subject to a non-disclosure agreement.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: This information is part of our Information Security Policy and is available on request subject to a non-disclosure agreement.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Xledger is regularly scanned for vulnerabilities both by Xledger operations and a Third party. All server and services are monitored through Microsoft System Centre Operation Manager among other tools. We also have a third-party Incident Response Team to assist if we have a security incident.; In the event of an IT security incident, if there is a serious data breach involving a customer, we will contact either directly via the app or by email from our support team. We also aim to inform our customers ASAP within a 48-hour period, head of operations would be the main point of contact.
• 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: Xledger has several processes in place, one of these processes is in case of a database failure. To prevent Xledger going offline in this instance, we have two database sites in place. Site 1 replicates to site 2 regularly, and each component in the sites are interchangeable.; ; In the event of an incident, the user should log this in our support portal. This would then be picked up by our IT team and be actioned straight away. We would then upload a report of the event to Xledger along with a copy of the report being emailed to you.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Other
• Other public sector networks: HMRC

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We're dedicated to sustainability, offering a product that streamlines financial management, reducing paper usage and promoting paperless workflows. Our cloud-based software minimises energy consumption and greenhouse gas emissions, aiding in a shift toward a greener future. In our offices, we prioritise eco-friendly practices, providing staff with reusable kits and using recycled materials for marketing. We recycle office equipment ethically, supporting charities and those in need. We promote environmentally friendly commuting, encouraging walking, cycling, and participating in our Bike2Work scheme. Twice a year, we dedicate workdays to local charity initiatives. Proudly, Xledger AS has attained Eco-Lighthouse Certification, a testament to our commitment to sustainability and social responsibility. This certification, recognized by the European Commission, aligns with the UN's sustainability goals, guiding our efforts to minimize our environmental impact and increase awareness among employees, suppliers, and partners. Our sustainability journey continues with local project groups and plans to certify additional locations, ensuring ongoing engagement and initiative in creating a greener, more sustainable future. ; To meet our governance goals, Xledger complies with the following:; ; Compliance: Adhere to laws, regulations, and industry standards, ensuring compliance with financial reporting, data privacy, and environmental requirements.; ; Ethical Behaviour: Promote transparency, honesty, and fairness in all business dealings with customers, suppliers, and stakeholders.; ; Performance Disclosure: Regularly evaluate and disclose ESG (Environmental, Social, and Governance) performance, including publishing sustainability reports to demonstrate progress towards goals and commitment to responsible practices.

  Covid-19 recovery

  Xledger's response to the COVID-19 pandemic focused on supporting its customers, employees, and communities during these challenging times. ; ; Xledger's cloud-based solutions have enabled organisations to seamlessly transition to remote work, ensuring business continuity and supporting economic recovery by keeping operations running smoothly.; ; During the economic downturn caused by the pandemic, Xledger's financial management tools have been crucial for organisations to monitor and manage their finances effectively, aiding in financial recovery and stability.; ; Xledger provided enhanced customer support during the pandemic, offering extended hours and additional resources to help organisations navigate financial challenges and adapt to new ways of working.; ; Xledger prioritised the health and well-being of its employees by implementing remote work policies, providing mental health resources, and offering flexibility to balance work and personal responsibilities during these stressful times.; ; We improved workplace conditions that supported the COVID-19 recovery effort including effective social distancing.; ; Despite the challenges posed by COVID-19, Xledger has continued to innovate and develop new features and solutions to meet the evolving needs of its customers and support their recovery efforts.; ; By taking these actions, Xledger has demonstrated its commitment to supporting COVID-19 recovery efforts and helping organizations navigate the challenges of the pandemic, ultimately contributing to economic recovery and resilience.

  Tackling economic inequality

  Xledger offers cost-effective, cloud-based financial management solutions suitable for organisations of all sizes. We make advanced financial tools accessible to smaller organizations by offering scalable and affordable solutions that were once exclusive to larger enterprises.; ; Career development is a priority at Xledger, with personalised pathway plans for each department from Junior to Management roles. These plans outline growth opportunities and are collaboratively created to address training needs.; ; We provide thorough training and support to help organizations maximize our solutions' value. While we don't require prior knowledge of Xledger software, we focus on hiring based on experience and cultural fit. Our culture values creativity, curiosity, and confidence, essential for our customer service approach.; ; Employees can access tuition aid for professional development, including qualifications like AAT, ACCA, CIMA, Prince 2, and even MBA degrees.; ; We're committed to our employees' growth and success, recognizing that supporting their training needs is crucial to our organisational success.; ; In the community, Xledger plays an active role by sponsoring local sports teams like Ashton Gate Stadium’s South Stand, Bristol Bears Academy, Bristol Flyers basketball, and Bristol Bears Women’s rugby. We believe in sports' power to unite communities, transcending social boundaries and inequalities.

  Equal opportunity

  At Xledger, we prioritise equal opportunities for all employees, fostering an environment where everyone can thrive and progress. Our Equal Opportunities policy is shared with new hires on their first day and reiterated annually, covering all aspects of employment to prevent discrimination.; ; We recognide and actively address disability discrimination, both direct and indirect, ensuring reasonable adjustments are made to support individuals with disabilities. Our accessible office space is regularly reviewed to prevent potential disadvantages for those with disabilities.; ; Diversity and Inclusion training is conducted annually for our employees, promoting self-awareness and celebrating workplace diversity.; ; We're committed to increasing female representation in technology. Our Core Hours and flexible working policies support parents, leading to 51% female representation in our workforce and 50% in senior leadership. This showcases our support for women's career growth at Xledger.; ; Xledger supports in-work progression by offering training tailored to our contracts, helping employees develop relevant skills for higher-paid roles. We provide clear career pathways, mentorship, and regular performance reviews to guide advancement. Our commitment to diversity and inclusion ensures everyone, including those from minority or disadvantaged groups, has equal opportunities for career growth. Flexible working policies further support employees in balancing work and skill development, empowering them to move up within the company.; ; By accommodating individual needs, we ensure fairness in career development and pay decisions. We believe in an inclusive culture that values diversity, welcoming people from all backgrounds.

  Wellbeing

  Our focus on social responsibility is rooted in our belief that creating a positive working environment is essential for the well-being of our employees and the success of our business. We support physical and mental wellbeing of our employees through a number of measures. ; ; Firstly, on site we have a gym and wellness room that we allow our employees to use both during and after work should they need some time to unwind. This room includes gym equipment, a TV and a LUMI light (known to help with Seasonal Affective Disorder), which helps to support the wellbeing of our employees. ; ; Secondly, we recognise the importance of mental well-being in the organisation and have dedicated Mental Health First Aiders who are available to discuss any concerns employees may be having, as well as helping employees to understand their triggers and identify ways of coping with these should they arise. ; ; We also utilise a private medical scheme, which all our employees regardless of position are added to. This scheme supports with physical well-being, with access to doctors 24 hours a day, dental treatment and opticians. The scheme also allows for discounts at selected gyms and health clubs to support our employees further with their physical health. This scheme also supports the mental well-being of our employees, by offering free counselling sessions and 24 hours access to a therapist and also financial advice should an employee need it. ; ; The well-being of our employees is at the heart of what we do at Xledger, we regularly ask questions and listen to feedback to understand our own areas of improvement to ensure the physical and mental well-being of our employees is understood.

Pricing

• Price: £400 to £10,000 a licence a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: During a Needs & Ambitions Workshop– one of our consultants will explore your organisation’s structure and tailor a demo based on your company structure, workflows, and previously gathered data. Afterwards, during the Solution Workshop, the consultant will guide you through the tailored demo on multiple occasions.

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