KANBINA LTD

AI based Automation of Transactional Finance

AI based Automation of Transactional Finance

Features

• Intelligent document processing automatically extracts data from documents
• Accounts Payables will code invoices, with and without POs
• Accounts Receivables service will enable cash posting automatically
• Financial compliance levels are increased as cash reconciliations done automatically
• Approval workflows are automated for AP and AR
• Kanbina performance becomes better for complex processes
• Enables straight through processing
• Extensive reporting and business intelligence

Benefits

• Low unit costs of processing
• Highly scalable cloud-based service
• Deep integrations into ERP, Banking and Email systems
• Browser based service that requires no IT support
• Enables automated decisions as well as automated processes
• Fast and intuitive interface for the user
• Simple and quick implementation, and customisations
• High levels of governance and control
• Introduces AI that is extensible to other use cases

£1,000 a unit a month

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 ian.thomson@kanbina.ai. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

803579096160078

Contact

Ian Thomson
+44(0) 207 648 4242
ian.thomson@kanbina.ai

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 used to automated transactions and their status in ERP financial systems. Examples of systems are Unit4 Business World and Oracle Financials.
• Cloud deployment model:
  • Public cloud
  • Hybrid cloud
• Service constraints: There are no service constraints
• System requirements:
  • Browsers
  • Access to the internet

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 2 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: Web chat
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: WCAG 2.1 AAA
• Web chat accessibility testing: The EqualWeb Web Accessibility Checker tool has analysed Kanbina. The checker flags accessibility issues by the WCAG 2.1 A/AA/AAA conformance level. Kanbina design is good for accessibility.
• Onsite support: Yes, at extra cost
• Support levels: For urgent priority response time is 1 hour. For medium priority 4 hours and progresses until a work around or resolution is available.For low 1 business day with a 14-day resolution target. The service is support by a named technical Account Manager.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Kanbina provides online training to users, together with user documentation and training videos. The first set of users become familiar with the service through UAT where they are in direct contact with Kanbina's experts.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats: Word
• End-of-contract data extraction: Users can extract data by downloads from the application or from Power BI excel reports. As the service creates transactions in the ERP that is the system of record rather than Kanbina.
• End-of-contract process: The service can be ended without any costs. The customer collates data from the application and the service is terminated and the data destroyed on the Kanbina side

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile services are used to authorise transactions and are a subset of the overall service
• Service interface: Yes
• User support accessibility: WCAG 2.1 AAA
• Description of service interface: Read only versions are available for service support teams. These have limited functionality to support that is configured to deal with client requirements
• Accessibility standards: WCAG 2.1 AAA
• Accessibility testing: The EqualWeb Web Accessibility Checker tool has analysed Kanbina. The checker flags accessibility issues by the WCAG 2.1 A/AA/AAA conformance level. Kanbina design is good for accessibility.
• API: No
• Customisation available: Yes
• Description of customisation: Customers will typically customise their financial system ERP to some extend. Kanbina can then work seamlessly with such ERP customisations and leverages custom fields to do so. The users specify these customisations during implementation and as needed through change control requests

Scaling

• Independence of resources: Each tenant on the platform is separated from each other for most processing resources, either logically or physically. Hosting CPU is dynamically managed by Azure services to address bursts in demand. Together these deliver processing capacity and speed from each tenant on the service.

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics provide details on processing volumes and transactions, suppliers and customers, workflow, reconciliations, productivity, and status. These will be for each entity within scope of the service. Metrics are provided on Power BI dashboard and excel downloads.
• Reporting types:
  • API access
  • 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 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: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• 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
  • Scale, obfuscating techniques, or data storage sharding
• 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: The data is passed by API to the client's ERP system. The ERP is the system of record. If the users wish data from the application itself they can download csv files or download excel from Power BI reports. This will replicate data that is in the ERP.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • Api based export
• Data import formats:
  • CSV
  • Other
• Other data import formats: API

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: HTTPS
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: Kanbina will use commercially reasonable efforts to make the Services available with an uptime of 99.8% of each calendar month
• Approach to resilience: Available on request.
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
• Access restrictions in management interfaces and support channels: Access management is normally based on a client’s own identity management system ( AD/Entra ID, OneLogin, Google Workspace, OCTA etc ) and hence controlled by the client’s IT governance system. This is the most secure method as all user access management is with the client. In an alternative approach access can be federated to Kanbina with authentication control still remaining with the client if that suits the needs.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)

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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• 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: ISS; ISO; CBG; DPO
• Information security policies and processes: Kanbina develops software based on the securest enterprise grade software frameworks and APIs that run on Platform-as-a-Service provided by Microsoft Azure. We leverage the platform infrastructure of Azure so we have great visibility and control of compliance and state of the art threat detection, with inherent safety built into the software and infrastructure resources and multiple lines of defence. The same is true in administrative functions which are built on Office 365, also a cloud service with great security and compliance visibility. The security measures provided by these PaaS services are enhanced with robust information security processes and controls that comply to ISO27001. The details of these processes are elaborated in the Information Security System and are audited once per year.

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: All components are contained within Microsoft Azure. Azure provides full tracking and logging of all resources. In addition, Azure provides a Defender security service to monitors resources for best practice configuration, cyber threats, vulnerabilities and security standards. ; ; The SDLC process evaluates requirements, resources and application design. There is a test environment, continuous integration and roll back. Change management enables configuration to be benchmarked against security standards and reported in Defender. Formal change requests are in place that re-enter the SDLP process as described above. Security is checked in UAT within the customers sandbox, and by their own staff.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Kanbina services are monitored by Azure Defender and reported and alerted in real time. Potential threats are reported through defender from the CVE system and used to recommend updates to resource configurations. Kanbina uses Azure's PAAS and as such does not have responsibility for patches as that is managed by Microsoft.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Kanbina services are monitored by Azure Defender and threats, vulnerabilities and recommendations to new configurations are reported and alerted in real time. In addition to responding to alerts Kanbina has a weekly security review where compliance to new recommendations, ISO27001 and SOC2 are evaluated. The 2 mechanisms above is where we will find any potential compromise and act accordingly with new configurations. If there is an incident, we would immediately initiate our incident management process which is part of our Information Security System. This launches a mitigation, assessment, root cause fix and communications process.
• 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 that is part of our Information Security System based on ISO27001. This process is used for all P1 and P2 events. Other minors events are logged in the risks and issues log. User can report incidents directly to Kanbina in their support service on Teams or Slack or by email. Kanbina follows a three-stage process of Detection and Analysis, Containment, Eradication and Recovery and Post Incident Recovery which produces a report. The incident report can be shared with users on request.

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: No

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Kanbina AI services substitute printing and processing of paper invoices and reports, and accounting interventions, with compute resources that enable a high level of automation. Paper is a high polluter, even when recycled, and interventions are expensive in opportunity costs. The net impact is to reduce the carbon footprint and we estimate by 3 tonnes of carbon dioxide per annum for a typical process. Also, by 2030 the compute resources of Microsoft Azure which support the service will themselves become carbon negative due to the combined actions Microsoft is taking. So, the carbon footprint of AI automation based service will continue to reduce for those that switch to Kanbina.

Pricing

• Price: £1,000 a unit a month
• Discount for educational organisations: No
• Free trial available: No

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 ian.thomson@kanbina.ai. Tell them what format you need. It will help if you say what assistive technology you use.