ACCESS UK LTD

Access Evolve

Access Evolve is an AI-connected business management suite integrating financial management, accounting, payroll, HR, analytics, and operations into one cloud-based platform. Designed for UK mid-market organisations, it automates processes, ensures compliance with UK regulations, and provides real-time insights for data-driven decision-making across all business functions.

Features

• AI-powered bank reconciliation automating transaction matching and reducing manual work
• Integrated payroll with automated HMRC submissions and journal posting functionality
• Multi-entity accounting supporting complex organisational structures and consolidated reporting
• Real-time financial dashboards providing instant visibility across all business operations
• Expense management with AI OCR receipt capture and automated categorisation
• Comprehensive Project Accounting with option of Timesheets
• Comprehensive API and Integration toolkit
• UK compliance built-in including MTD, VAT, and Companies House filing
• Comprehensive GL structure and multi dimensional reporting
• Purchase to pay with order workflows, approvals and invoice OCR

Benefits

• Reduces month-end reporting time through automation and real-time access
• Eliminates duplicate data entry across finance, HR, and payroll functions
• Ensures UK regulatory compliance with automatic updates and built-in controls
• Scales seamlessly from single to multiple entities without replatforming costs
• Improves cash flow visibility with integrated forecasting and risk monitoring
• Accelerates decision-making through AI insights and business intelligence
• Reduces costs by eliminating manual processes and improving operational efficiency
• Provides enterprise-level security with ISO certified UK-based cloud hosting
• Supports remote working with mobile and web access from anywhere
• Remove data duplication with integrated solutions

• Education pricing 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 buyer.enablement@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

913266495765978

Contact

Stacey Graham
01206322575
buyer.enablement@theaccessgroup.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Payroll management
  • Procurement

  Financial

  • Financial and Accounting Applications
  • Accounts Payable Applications
  • Accounts Receivable Applications
  • Travel and Expense Management Applications

  Human capital management

  • Core Human Resources Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model:
  • Public cloud
  • Private cloud
  • Hybrid cloud
• Service constraints: None
• System requirements:
  • Internet access via supported browsers
  • MS Office 365 in Windows for Excel reporting tools

User support

• Email or online ticketing support: Yes
• Support response times: Access has developed a range of support plans. Our online Knowledge base and Community service plans are available to all our clients. We have made significant investment in our client support tools. The Success portal provides around the clock access to log incidents, browse articles and videos to find solutions. Our Support teams are available M-F 9-5 ( or 8-6 on Standard/Premium) On these plans P1 cases are responded to in 1 hour. Please refer to Access for further details.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: Standard Success Plan- offers an enhanced reactive service, including telephone and e-mail support, as well as priority response times and longer support hours. Larger customers will also get access to a primary named support analyst who will deal with the majority of your support questions. Charged at 15% of your subscription fee. Premier Success Plan- provides proactive services, including access to a customer success manager with quarterly and annual review. Charged at 25% of your annual subscription fee.
• Support available to third parties: No
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: At the start of the implementation Access will appoint a Lead Consultant that will be assigned to your project. The Lead Consultant will provide an on-site visit to outline the project and will remain a point of contact throughout the implementation ensuring timescales and abojectives are meet.; ; To support the implementation Access also provides a named On-Boarding consultant who works closely with the Lead Consultant. They will ensure that the project is progressing and provide a secondary contact who is office based and can be contacted at any time during the project.; ; Access provides as part of any implementation a comprehensive range of services available directly from Access UK. Services that Access can provide as part of the implementation stage are: • Project Management • Data Conversion • Education and Training • Consultancy • Technical Consultancy • User acceptance Testing support • Account Management
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: The software provides Data Export Capabilities with standard export functionality to CSV and Excel formats. API access for programmatic data extraction if needed. A copy of the clients database(s) are provided follow contract expiry. ; Consultancy services to assist with data extraction if this is required.
• End-of-contract process: At the end of the contract, and if the subscription fee is not renewed, the customer can extract the data (normally into Excel). Support can be provided to extract data on a time and materials basis. Data is then deleted 90 days after your subscription end date.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Access Group's onboarding and offboarding documentation is accessible through the Customer Success Portal (https://access-support.force.com/Support/s/), which provides 24/7 online access to comprehensive resources including a knowledge base with FAQs, product guides, e-learning content, on-demand webinar recordings, feature release updates, and training materials that can answer most day-to-day user questions. All users can register for portal access regardless of their Success Plan level (Essential, Standard, or Premier), with additional support available through online case submission for all customers, telephone support for Standard and Premier customers, and dedicated resources like Customer Success Managers and Lead Technical Support Engineers for Premier customers, ensuring documentation and guidance is readily available throughout the entire customer lifecycle from initial onboarding through ongoing system use and any eventual offboarding scenarios.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Access Evolve uses a GraphQL API. To set this up users will need basic familiarity with web services and the Access Evolve data structure. You can call the Web Service API to retrieve static data as well as transactional level data in the system. Furthermore, the API is bi-directional and so data can be written to Access Evolve including records and transactions from 3rd party systems.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: The solution uses a multi-tenant architecture where each customer has their own dedicated database(s) for complete data isolation. While the underlying web and application server infrastructure is shared across a load-balanced environment built to enterprise Tier III standards, the architecture includes automatic scaling capabilities that increase hosting resources in line with transaction processing demands. The platform supports customers processing high transactions volumes, with 24/7 infrastructure monitoring ensuring performance stays within defined thresholds. This combination of dedicated databases, load balancing across multiple servers, and scalable infrastructure protects individual customer performance even during peak usage periods.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Baseline Personnel Security Standard (BPSS)

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: Complies with a recognised standard (for example CSA CCM version 4.0)
• 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
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: The system modules include standard export functionality to CSV and Excel formats through:; ; Standard reporting export buttons; Enquiry screen exports (easy to organize, filter and save results); Access Office Integration (AOI) - an Excel-based data extraction tool; API access for programmatic data extraction if needed
• Data export formats:
  • CSV
  • Other
• Other data export formats: XLSX
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XLSX
  • XLS

Data-in-transit protection

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

Availability and resilience

• Guaranteed availability: Guaranteed Availability: 99.8% uptime per calendar year, 24/7/365 availability; Maximum Downtime: Approximately 17.5 hours annually; Monitoring: 24/7/365 from multiple global locations across UK Tier III datacenters with automatic failover capability; Exclusions:; Emergency and routine maintenance (scheduled outside 8am-6pm with advance notice); Customer internet/equipment issues; Technical/security incidents requiring protective action
• Approach to resilience: Multi-Datacenter Architecture:; The solutions operates across two UK Tier III datacenters with near-continuous replication:; ; Primary: Telehouse West (Docklands); Secondary: Equinix LD3 (Park Royal); Connected via Dark Fibre DWDM with <10ms latency; ; High Availability Infrastructure:; ; No hardware single point of failure (dual firewalls, switches, SANs, physical hosts); Load-balanced configuration across multiple web servers (IIS 8.5); VMware vSphere cluster with real-time service migration capability between datacenters; Zerto Virtual Replication ensures storage and virtual machines resident in both sites simultaneously; ; Backup & Recovery:; ; Daily backups at 10pm + 15-minute SQL transaction log backups; Backups encrypted at rest in geographically diverse DR datacenter; Multi-tenancy data vault architecture; ; Power & Cooling:; N+1 redundant UPS and standby generators (24-hour autonomy); Redundant A & B power feeds; N+2 chiller configuration More details are available on request.
• Outage reporting: Users can subscribe to email alerts giving updates on scheduled maintenance and outages. We also provide all our users with a live dashboard so you can also review uptime statistics.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Granular role-based access control at screen, field, and function level and access to data. System Administrator designation required (primary + alternate contact). All system users can register for Customer Success Portal to access resources, 4 or 8 authorised named support contacts (depending on support plan) can submit cases online or by phone
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Dedicated link (for example VPN)
  • 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: All controls included within Annex A of the ISO27001:2013 standard. Statement Of Applicability (SOA) available on request.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: All change management is undertaken in line with ISO27001:2013 using JIRA for audit purposes.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Patched and audited by our patch management system. All non-critical OS patches are applied within one calendar month of release, first into pre-production and then into production, as part of the scheduled maintenance window.; AV Updates - Signatures are updated hourly. / Rules are reviewed at minimum every 3 months. Logs are reviewed at minimum every 3 months.; Access staff responsible for the maintenance of our hosting services subscribe to industry newsletters, belong to various security forums and we additionally receive notifications from our vendors.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: We have traffic monitoring and content based alerting on changes to the site and/or traffic flows implemented at infrastructure level. We keep daily historical reports from servers which provide the facility to identify when changes occurred. We proactively monitor third party suppliers vulnerability reporting and security fix availability. We patch any vulnerabilities found in a timescale appropriate for their level of severity. Our infrastructure response is within 1 hour in the SLA period 8am-8pm Monday – Friday.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: We operate a robust incident management process in line with ISO27001:2013 Staff are encouraged to report all incidents using a pre-defined process using a form available on our Company Collaborate site Incident reports will be provided following forensics and closure.
• Post-quantum cryptography secure: No

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 6%
• Between £500,001 and £1,000,000: 12%
• Between £1,000,001 and £2,500,000: 15%
• Between £2,500,001 and £5,000,000: 18%
• Over £5,000,001: 25%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Alcumus ISOQAR
• ISO/IEC 27001 accreditation date: Saturday 4 January 2014
• What the ISO/IEC 27001 doesn’t cover: Nothing is excluded from the standard certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: BSI
• ISO 9001 accreditation date: Friday 1 September 2023
• What the ISO 9001 doesn’t cover: The scope covers the design, integration, maintenance and hosting of managed information systems and software applications, consultancy, user training and support for the Health, Education, Social Care and Local authorities. Excluding all other products that fall outside of this scope.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 88f162a5-ea3c-4f9a-83d5-42769c7d8459
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: Yes
• Any other security certifications:
  • ISO 42001
  • ISO 27701

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

    • 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
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • 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 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

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 buyer.enablement@theaccessgroup.com. Tell them what format you need. It will help if you say what assistive technology you use.