PREMONITION SOFTWARE LIMITED

Premoni Payments

An application that captures and validates your supplier invoice details, converting them into the correct digital format for importing into your finance system. It simplifies the process of invoicing for suppliers by consolidating individually approved amounts, managing the accounting and purchase order requirements, providing visibility and helping to eliminate errors.

Features

• An easy-to-use e-invoicing and invoice consolidation system
• Invoice PDFs are uploaded and stored for audit purposes
• Amounts are automatically validated during invoice submission
• Invoice submission requirements can be validated within the PDF
• Invoice and accounting data is collated for finance system posting
• Purchase order matching can be automated and usage is tracked
• The processing status of invoices is tracked and visible
• Payment reference data is searchable and exportable
• Designed to integrate with client CAFM and Capex Project systems
• Integration with enterprise accounting and finance systems supported

Benefits

• Reduces the manual handling and checking of PDF invoices
• Low numbers of invoices required to be raised by suppliers
• Pre-approval of values reduces the need for credit notes
• Eliminates payment errors caused by manual handling
• Invoices are only processed if they match the approved amounts
• Invoice submission is simple and fast, and processing is efficient
• Reduces the requirement for checking supplier statements
• Provides a permanent audit trail and visibility of invoice statuses
• Supplier invoices and related data in one place and accessible

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

Framework

G-Cloud 15

Service ID

428023836331818

Contact

Natalie Taggart
02034110726
admin@premonitionsoftware.co.uk

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Asset life-cycle management

  Financial

  • Accounts Payable Applications
• Multi cloud support: No

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: The system can be integrated with a CAFM system and / or an enterprise finance system
• Cloud deployment model: Public cloud
• Service constraints: No service constraints
• System requirements: Internet access via a supported browser

User support

• Email or online ticketing support: Yes
• Support response times: Responses are usually provided within 4 hours during business working hours
• 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: No
• Onsite support: No
• Support levels: Ticketed support can be used to raise queries 24/7, with responses generally occurring between the hours of 8:00 and 18:00 on working days. We apply best efforts to provide an initial response within the lesser of 12 hours or 4 working hours. Application fees are fully-inclusive of all support and a technical account manager is available FOC on a reasonable use basis.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Premonition will need to configure your options and set up purchase order mappings, suppliers and users, and the system is then ready to start accepting invoice submissions. The screens are easy to navigate and use and formal training should not be necessary, however the online user guide covers the basic features, and our support team can also provide demos and online walk-throughs for any user.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Premonition will provide extracts for all requested data and documents and all other relevant captured and derived fields as part of the contract exit arrangements
• End-of-contract process: Our standard document and data extracts in our standard formats and in suitably sized batch files are included FOC. Any different format required, or any further filtering or mapping of extracted data would be an additional cost.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding arrangements will vary depending on the integration configuration where applicable but any related documentation can be provided in PDF format upon request

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No difference other than screen layout
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Users can use the API to upload documents
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customisation is generally achieved via configuration options, many of which can also be further extended and adapted (via our change control process) to support a wide range of customer preferences. Whilst we don't support bespoke development, we expect to incorporate appropriate customer requests as part of our continuous enhancement process.

Scaling

• Independence of resources: Server and database metrics are tracked and monitored in real-time so that capacity can be continuously reviewed and adjusted to cater for any gradual usage increase and to adequately support peak usage patterns

Analytics

• Service usage metrics: Yes
• Metrics types: Usage activity is tracked on real time dashboards and reports and trends can be shared with the customer upon request.
• Reporting types:
  • Real-time dashboards
  • 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: Security Clearance (SC)

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: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: All invoice and related accounting data can be downloaded from the system as required. PDFs can be downloaded individually and we are able to provide ad-hoc or periodic data extracts as a FOC support service upon request as necessary.
• 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)

Availability and resilience

• Guaranteed availability: Guaranteed availability is not included in our listed fees, however we target an SLA of 99.9% service availability as standard
• Approach to resilience: We design for resilience around the strengths and guidelines of our cloud hosting providers - our software is deployed across multiple availability zones with an architecture to ensure that no single point of failure exists - more detail on this can be provided upon request
• Outage reporting: Customers can access a public dashboard for live availability information and users will be alerted to any significant outage via email

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access is restricted by ensuring all staff only have the least privileged access required to do their job and management approval is required for the grant of such access. All rights are removed on termination of employment or on transition to a new role and access rights are reviewed regularly.
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 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: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We have a designated board director responsible for cloud security, and documented processes for reviewing and reporting on information security aspects for all cloud services and related operational policies. Matters pertaining to information security and security risk generally are reviewed and recorded at monthly board meetings.
• Information security policies and processes: We update and reissue our Security Policy annually and all staff are required to complete an annual information security questionnaire for internal assessment to ensure conformity
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our support team promptly handles most configuration change requests, working to agreed client sign off processes. Requests for enhancements requiring development are prioritised by the product development teams and when completed is passed on to testing via a workflow tool. Only approved/tested changes are committed to release candidates. Further release testing occurs, and at the time of release, only approved/tested code is released. Continual web app security assessments are performed on the service to ensure new vulnerabilities are not introduced.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Software libraries and built images are automatically scanned for known vulnerabilities during testing and before any deployment. Operating systems are continuously patched by our cloud providers. We monitor security news feeds for information of potential threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We monitor logs for security events and staff report any potential breach immediately to our production support team. Logs are reviewed regularly for anomalies or unusual usage patterns. Any potential incident would be reviewed immediately by an "on call" team member and any verified breach would be reported to customers ASAP but within 72 hours.
• Incident management type: Supplier-defined controls
• Incident management approach: Our incident management process is pre-defined and run by our production support team. Users can raise an incident via normal support channels and will receive updates via those same channels or upon request.
• Post-quantum cryptography secure: Yes

Secure development

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

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: 25%
• Between £500,001 and £1,000,000: 35%
• Between £1,000,001 and £2,500,000: 40%
• Between £2,500,001 and £5,000,000: 45%
• Over £5,000,001: 50%

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: 6dbfb57d-adf1-4288-a163-337842016b5c
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 1f767670-4f4f-456f-a75b-8aaf1aff4f59
• Other security certifications: No

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
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • How the supplier will work with NGOs, trade unions or other businesses to address modern slavery risk
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • 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 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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