Aqilla Limited

Aqilla Cloud Accounting for Public Sector

Aqilla is a flexible and scalable cloud based accounting solution providing a high level of functionality and delivering true value for money to the public sector.
Utilising an SQL database, it is designed to be accessible from any modern web browser and mobile device without the need for additional software.

Features

• Combined ledger - All ledgers integrated for instant reconciliation
• Project Accounting,Inventory control, Expense Management, TimeSheet Recording
• Powerful integration with MS Excel
• Graphical SQL query builder for comprehensive web based dashboards
• Value based workflow
• Full Purchase To Pay functionality
• Custom fields enable detailed analysis
• Comprehensive budgeting capabilities
• Full commitment accounting
• RESTful API enables easy integration with 3rd party software

Benefits

• Scaleable to meet large data volumes
• Fast and efficient on-demand analysis
• Simplified period and year end procedures
• Streamlines processes via integration
• Fully integrated solution - no add on costs
• Simple and flexible subscription model
• Designed and developed as a fully cloud based service
• Range of Agile implementation options available
• Fully compliant with UK accounting and taxation legislation
• Low cost yet highly functional solution

£12 to £80 a licence 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 chris.tredwell@aqilla.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

826919766583614

Contact

Chris Tredwell
07946103991
chris.tredwell@aqilla.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Excel add-in requires a locally installed version of Microsoft Excel; Sharperlight requires local installation of add-in under Microsoft Windows
• System requirements:
  • Active internet connection
  • Currently supported web browser

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: 4 Hour Response but normally much quicker in practice
• 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: Yes, at extra cost
• Support levels: Support is available - via our helpdesk - between 9.00am and 5.00pm Monday to Friday every day except public holidays in England & Wales.; ; We encourage our clients to communicate with us by e-mail in the first instance and we find that most clients prefer to do so. We do of course accept phone calls to our help desk.; ; All support requests are logged in our CRM and acknowledged within 4 working hours - usually much sooner. According to our records 80% of support requests are resolved during the initial contact and within 4 hours - usually much sooner.; ; Support requests that need to be escalated from our help desk to second line support are categorised for impact and tracked in the JIRA issue management system and usually resolved within a few days.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Aqilla provides training as part of an Agile on-boarding process. We provide an option to deliver end-user training or train the trainer offerings that reduce cost.; Training can be delivered on a one to one or one to many basis.; Online tutorials are also offered as well as comprehensive online help.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Aqilla provides the facility to download all the necessary data to csv to make migration as simple as possible.
• End-of-contract process: At the end of the contract customers can either elect to continue subscribing to the software or elect to migrate to a new platform. There is no charge for termination of the subscription and users are free to download their existing data for migration to the new system without any barriers. This process can be performed by the client but assistance is offered from Aqilla at our published consultancy rates.

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: Aqilla is 100% browser based. Mobile users access via device browser.
• 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 Create, Retrieve, Update and Delete specific documents and reference data.; The API requires an API licence.; The API can be accessed via Java or XML document that authenticates with the Aqilla instance. The Java/XML document must have logic to capture exceptions in cases where an error message is issued by Aqilla.
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Customers can add large amounts of extensible analysis in the form of additional fields, dates and statistical data throughout the system.; The logo and identity can be can be tailored to suit individual organisational and departmental requirements.; Certain entities within the software can be renamed for example Project can be renamed to Cost Centre.

Scaling

• Independence of resources: Our advanced, highly scaleable, multi-tenanted architecture is designed to provide automatic and efficient load balancing across all instances running on the Aqilla platform.; This is evidenced by our the 99.99968% platform availability as measured since 1st June 2008.

Analytics

• Service usage metrics: Yes
• Metrics types: Users and session validation; Average session time; Optionally users may choose to make use of the integral data audit function
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

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: Supplier-defined controls
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with another standard
  • 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: In-house destruction process

Data importing and exporting

• Data export approach: Aqilla has class-leading Microsoft Excel integration allowing information to be exported and modified using Excel. ; Data can also be downloaded on-demand, to a local volume in CSV, Microsoft Excel or PDF format for import to other systems. Exported data can also be saved to other cloud storage services.
• Data export formats:
  • CSV
  • ODF
• Data import formats:
  • CSV
  • ODF

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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: We do not offer guarantees but our service averages 99.99968% availability as measured since 1st June 2008.; The service is available 24 x 7 x 365.
• Approach to resilience: Our data center has redundant capacity components and multiple independent distribution paths serving the computer equipment. Typically, only one distribution path serves the computer equipment at any time. The site is concurrently maintainable which means that each and every capacity component including elements which are part of the distribution path, can be removed/replaced/serviced on a planned basis without disrupting the ICT capabilities to the End-User. It has protection against most physical events.
• Outage reporting: Public dashboard, twitter, and public website status announcements.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access to the platform is only allowed by way of a 3 factor authenticated browser session or via an authenticated RESTful API session. No direct access to file tables is permitted under any circumstances. Each authenticated session is further governed by a set of configurable user roles and permissions.
• 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 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: User-defined

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Ultima Risk Management Ltd
• PCI DSS accreditation date: April 16
• What the PCI DSS doesn’t cover: None
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • Hosted with AWS, leveraging all their security certifications
  • Financial Conduct Authority

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Aqilla constantly reviews its security policies and personnel profiles to ensure adequate security as a non-negotiable requirement of being in business.
• Information security policies and processes: Restricted access to detailed technical data is by means of authenticated access to case management and software version control systems. Furthermore configuration control is limited by means of a unique token which is changed frequently and not made available to personnel outside the organisation.; All employees are subject to review in terms of ability and eligibility to work in a restricted environment such as public sector computing.; Regular risk management review exercises are undertaken in all operational areas.; ; Regular assessment of potential and known third party risks is subject to constant review by the Technical Director and the main Product Architect.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Aqilla utilises JIRA software from Atlassian to manage the entire development lifecycle including configuration, change management, version control, release management. The software is constantly under review to ensure the integrity of the single source code which is used by all customers.; ; Aqilla adopts a modern Agile development methodology using Scrum principles and as part of our Agile process detailed product specifications are produced and subject to constant review and iteration.; ; Aqilla also uses Confluence from Atlassian to share information across the development team to aid our Agile development.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Aqilla conducts constant and regular reviews of known and potential vulnerability threats and in-house vulnerability test are carried out by development team; ; Patches, once fully tested in a clean sandbox environment, which replicates the live platform, can be deployed within hours.; A range of sources including online materials, forums, news feeds and other publications are reviewed regularly to determine any potential threats.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: 24 x 365 monitoring is undertaken using a range of tools including the likes of Zabix, Google Analytics and others.; In the first instance the relevant manager responsible for a particular client is contacted and any relevant issue is discussed along with any mitigating circumstances that might explain the matter coming to the attention of the monitoring systems.; If necessary the client is contacted immediately to further understand if there is any specific reason for the alert being generated.
• Incident management type: Supplier-defined controls
• Incident management approach: Not really relevant to a platform such as that used by Aqilla but all support queries and incidents when reported are fully documented in the case management section of our customer relationship management system which is constantly monitored and tracked, with alerts being provided to senior managers of the company.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Fighting climate change:

  Fighting climate change

  Our company recognizes the need to protect the natural environment. Keeping our environment clean and unpolluted is a benefit to all. Apart from legal obligations, our company will proactively assess its environmental impacts in terms of use of resources (such as materials, energy and water) and production of waste and pollution. ; ; Examples of relevant activities include:; • Recycling; • Conserving energy; • Operating a paperless office; • Using environmentally friendly technologies
• Tackling economic inequality:

  Tackling economic inequality

  Aqilla is always open to dialogue with relevant community groups where there are concerns about the products, services or operations of the organisation.; Aqilla has and continues to offer opportunities for aspiring professionals to complete work placements or internships within our organisation; We commit to competing in our market in a fair and honest nature that prevents anti-competitive behaviour. ; We encourage our employees to help local community organisations where appropriate.; In addition, we provide discounts to our software to registered charities as standard
• Equal opportunity:

  Equal opportunity

  Our company is dedicated to protecting human rights. We are a committed equal opportunity employer and will abide by all fair labour practices. We’ll ensure that our activities do not directly or indirectly violate human rights in any country (e.g. forced labour).; ; To ensure we retain loyal and productive staff, it is vital to maintain a good working environment. Comprehensive inductions, continual staff training, appraisals and personal development opportunities ensure our staff continue to flourish in their roles.; ; We have clear expectations of what is expected of our staff and the appropriate disciplinary procedures we would need to follow should they not be adhered to.; ; We provide ‘work from home’ opportunities which improves our staffs work life balance and reduces the environmental impacts associated with commuting.; ; Our company encourages its employees to volunteer. They can volunteer through programs organized internally or externally. Our company may sponsor volunteering events from other organizations.; ; To protect people, we’ll ensure that we:; • Don’t risk the health and safety of our employees and community.; • Avoid harming the lives of local and indigenous people.; • Support diversity and inclusion.

Pricing

• Price: £12 to £80 a licence 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 chris.tredwell@aqilla.com. Tell them what format you need. It will help if you say what assistive technology you use.