Basware Holdings Limited

Basware Invoice Enrichment

This Cloud service automates the receipt, transmission, validation and enrichment of invoices in any electronic or paper format (PDFs, PEPPOL, XML and most other electronic formats). Gain oversight of all incoming invoices across various channels and effortlessly enhance them to ensure only high-quality data flows through your AP process.

Features

• Transforms paper, PDF, PEPPOL, XML and EDI into electronic format
• Includes a supplier self-service portal with order flip
• Automatic processing of PDF invoices within emails
• Full validation and enrichment of invoice content
• Header and line level data capture options
• Crown Commercial Service certified PEPPOL Access Point
• Sends eInvoices to PEPPOL, PDF email or XML
• Online Archive for Invoice storage

Benefits

• Delivers 100% eInvoicing from Day 1
• Reduces Accounts Payable effort by removing manual keying of invoices
• Improves content quality by removing duplications and errors
• Cuts down fraud by supplier authentication
• Supports HMRC VAT eInvoice compliance
• Future-proofed with PEPPOL Access Point included
• Improves savings by Including ability to send invoices or orders

£0.36 to £3.46 a unit

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 info.uk@basware.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

819421204140675

Contact

Paul Newman
0845 603 2885
info.uk@basware.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: Can be used as a standalone service or extension to a new or extension to Basware AP Automation Basware Purchase to Pay, Basware AP Protect, Basware Marketplace or any other 3rd Party Accounts Payable or Finance Systems.
• Cloud deployment model: Public cloud
• Service constraints: Basware uses a continuous development methodology, with an automated delivery pipeline, to continuously release small updates with low associated risk. There are two different update types: monthly updates and maintenance updates. The monthly update is used to deliver the vast majority of new features, enhancements, and bug fixes and are typically applied in maintenance periods, maintenance updates are applied on a on demand basis and users are normally unaware that an update has is being applied. Typically more than two-thirds of updates are carried out without service downtime.
• System requirements: Connection to customer system via sFTP, AS2 or REST API

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Basware maintains internal Service Level Objectives (SLOs) to help measure the performance of our Customer Support response and resolution time. These objectives are reviewed regularly and available upon request. Basware has a target response time of 1 hour for all case priorities. Case Response Times are measured and monitored using Basware's Customer Support Portal. Critical Respond 1 h Resolve 10 h High Respond 1 h Resolve 20 h Medium Respond 1 h Resolve 100 h Low Respond 1 h Resolve 200 h
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: WCAG 2.1 A
• Web chat accessibility testing: ServiceNow test the accessibility of their products using the assistive technologies JAWS, NVDA, and VoiceOver.
• Onsite support: Yes, at extra cost
• Support levels: Basware Global Support model is aligned with ITIL (IT Infrastructure Library). Support is available during local business hours.24/7 support can be provided as an option. The Service Desk provides advice and assistance about: • Operational use and service requests related to the software or service • Suspected incidents and problems. This is underpinned by Service Level agreements. There are 3 levels of support designed for different types of organisation, with SaaS 2 offered as the service level for G-Cloud customers. Key elements of the service such as service updates, data security, Single Sign On, Maintenance, Business Continuity and Disaster Recovery are commonly covered.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Rapid delivery of value for our customers is a key element of the Basware offering and the on-boarding of both users and suppliers will be key. The implementation of the Basware solution will identify what are the key deliverables for the organisation and then focus the implementation on achieving these aims. Rapid design and build of the solution will then lead on to ensuring users both finance/AP and operational can be onboarded as effortlessly and quickly as possible. Training approaches will be dependent on the needs of each customer, but train the trainer and training documentation are always utilised during the implementation. Supplier on-boarding should not be ignored and the Basware invoice processing solution, when used with Basware eInvoice will allow suppliers many options for submitting invoices to our customers, thus ensuring that suppliers are onboarded quickly and with minimal resources.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. This is part of the service provided. If the service is terminated then all business documents and associated metadata held within the Customer's systems can be exported using the application's export functionality by the Customer. Metadata will be in human readable format.
• End-of-contract process: On completion of the call off, we can simply cease the services and the processes for doing so are clearly articulated within the arrangement. As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. All confidentialities relating to the services are maintained indefinitely as part of the arrangement.

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: Many pages are optimised to the screen size and touch
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: The service interface is accessible either via direct login or via Punch-Out. The service interface provides access to both the procurement and system administration tools. System administration tools are only accessible via direct login. The system functionality available to each user is determined by their role. The role for each user is determined by the system administrators. When accessing the solution via Punch-Out, the system administrators can also determine which procurement functions are available to their end users as well as the catalogues and content that they have access to.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Internal testing using tools to verify the level of compliance with WCAG standards
• API: Yes
• What users can and can't do using the API: There are two principle APIs for the service:; 1) Punch-out API. This is an API that enables customers to access the system from their own ERP/P2P system. It supports industry standard punch-out mechanisms including cXML, Oracle OAG XML and OCI. Once they have accessed the system, the users are able to undertake various activities on the platform based upon their user role.; 2) Transaction Engine API. The transaction engine is a sophisticated and proven middleware platform that enables integration between customer and supplier systems for the transmission and receipt of transaction documents such as purchase orders and invoices. The transaction engine supports a wide variety of options and can be configured to interface with virtually any end system using various API types.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: The hosted service works in such a way that it has no capacity issues in respect of the content and transactions managed within the service. The hosted network is running at approximately 20% capacity at peak times, accommodating even the largest spikes in traffic. As network utilisation reaches 30% more network capacity will be added to ensure that customers never experience network degradation, even if one of the providers has an outage. Current bandwidth capacity is 6.3 Gbps. The environment is proactively supported by a 24/7/365 dedicated support team ensuring it is not affected by the demands of other customers.

Analytics

• Service usage metrics: No

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: 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: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • 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: The service can be scheduled to export data and image files on a regular basis. Documents can be bulk uploaded in XLS, XML and CSV formats.The service will export individual transactions either grouped into a batch or as separate invoice sets (content, image & attachments). The latter is the more common method of transfer. These can be Zipped and signed as required.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

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: Basware consistently operates the Basware service to meet a target level of 99.9% of time during a combination of core and non-core hours (97.5% during the first month of service or following a major release). Further information included in Service Definition document. This is underpinned by our Service Level Agreements which provide for Uptime performance of 99%/99.5%.
• Approach to resilience: Available on request
• Outage reporting: Outages would be reported via email alerts. Scheduled Maintenance Windows Scheduled maintenance windows are required to allow for security updates, application upgrades and patching, addition of new hardware, etc. Basware reserves the right to specify the times of scheduled maintenance windows which will be targeted to be outside the hosting location's typical business working hours in order to keep the service interruption time for endusers close to zero. The scheduled maintenance windows may take place with 5 days notice. A maximum of two maintenance windows will be used in any month. During the maintenance window users will be informed of the unavailability of the service. For SaaS Three Customers only the notice period is extended to 10 days. Basware Analytics maintenance may take place with 5 days notice. A maximum of two maintenance windows will be used in any month. During the maintenance window users will be informed of the unavailability of the service. Unscheduled Maintenance Windows: If unscheduled maintenance windows are required then 48 hours notice will be provided. If emergency repairs or updates are required, for example to apply security patches, then if the urgency is low enough 24 hours notice will be provided.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Basware has documented logical access controls, for requesting and granting access rights to production systems and applications. Access is on a role-based model, approved by management. Access rights are removed from operating systems and applications immediately after termination/transfer of employment and specific notification from HR or supervisors. Access profiles defining roles based on user job functions are documented and used to restrict access. These follow the principle of least privilege. Root, Administrator and other privileged operating system level access to production system is restricted to authorised individuals. Operating system and applications are configured to enforce minimum requirements for password quality/expiration.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Public key authentication (including by TLS client certificate)
  • 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 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: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: KPMG
• ISO/IEC 27001 accreditation date: 14/12/2022
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications: ISAE 3402

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: Other
• Other security governance standards: ISAE 3402
• Information security policies and processes: Basware Information Security Policy describes the practices through which Basware assures its existing and future customers, partners and employees that their information is securely handled, stored and processed. The Information Security Policy target is to comply with the ISO 27001 standards. The minimum target is to comply at all times with the local legal requirements. Within the organisation, the Chief Financial Officer is responsible for the main policies concerning security, for its strategic steering and monitoring, and for the allocation of sufficient resources. In addition, Security Steering Group coordinates the overall security. Security Steering Group is chaired by the CFO.

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: The Basware solution has been built to be managed by our customers and configuration changes would typically be carried out by the customer organisation. Basware's software as a service offering does not work on the approach that our customers are buying services from us for configuration changes. If Basware is required to make changes then a formal and documented change management process must be followed. Configuration changes are documented as change request tickets.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Systems are scanned for vulnerabilities at regular intervals. Customer production systems are scanned weekly. Customer and internal IT production systems are scanned internally with privileged system credentials for: hard-to-find vulnerabilities and configuration errors, installed software patches, and system configuration compliance against applicable benchmark standards. Risks are recorded in a risk register. The risk assessment includes business impact assessment, threat assessment, and vulnerability assessment. Risk management includes risk mitigation actions, risk avoidance, risk transfer, and risk acceptance in full or in part. Risk mitigation may include preventive, reactive, and corrective actions. Reactive and corrective actions are triggered by risk realisation.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: If production systems and business applications generate security events, for example both successful and failed instances of user logon and logoff, changes in privileges, such as user and access management, software changes and removal, system and application configuration changes, and significant system events. Create, read, update, and delete access on customer data is monitored. Exceptional access (outside of standard data flow) generates security events. Security events are transferred to a secure monitoring system as soon as events are generated and buffered locally to prevent event loss in case of break in communications with the secure monitoring system.
• 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: Production environments are monitored for incidents and failures and incident tickets are opened for anomalies. Monitoring includes internal and external performance. Production environment activity is monitored by reviewing most common system and application log events in weekly meetings. Event logs are collected and stored. A service level agreement (SLA) for service availability and performance is in place. Performance against the SLA is monitored, measured and reported to customers on a monthly basis including statistics on incident management.

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
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  We are committed to reducing our environmental impact, particularly our carbon footprint, through our solutions which we innovate for customers and our day-to-day business operations. Reducing our carbon footprint through our business operations is accomplished through a two-pronged strategy centered on creating sustainable offices and reducing emissions from business travel and commuting. Whilst we recognize our journey towards achieving net zero emissions is just beginning, we are pleased to share that we are continuing to make promising progress.

  Equal opportunity

  Our goal is to empower all employees to bring their authentic selves to work, knowing that their unique perspectives and experiences contribute to our collective growth. Together, we strive to build a culture that embraces diversity, promotes equity, and celebrates the power of inclusion. Our Employee Relations Policy outlines our commitment to promoting DEI&B within the organization, resulting in a respectful and productive work environment. Our Code of Conduct emphasizes the company’s commitment to diversity by recognizing and respecting all individuals regardless of race, sex, religion, political beliefs, disability, sexual orientation, gender identity, social status, age, or any other legally protected status.

  Wellbeing

  Our employees’ health and happiness have an impact on their engagement and productivity, as well as the company’s success. We are committed to promoting our employees’ wellness through a comprehensive set of tools (listed below) that empower individuals, foster community, and promote overall wellbeing. By investing in these, we hope to create and maintain a healthy work environment in which employees can thrive professionally and personally. We want to contribute to a sustainable and socially responsible future by aligning with ESG principles and having a positive impact on our workforce and beyond, using strategic pillars, clear objectives, and a robust set of tools.

Pricing

• Price: £0.36 to £3.46 a unit
• 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 info.uk@basware.com. Tell them what format you need. It will help if you say what assistive technology you use.