ITESOFT

ITESOFT Invoice Processing

ITESOFT’s invoice processing solution reduces costs, manages payment schedules and ensures a reliable audit trail. With omnichannel capture it processes all invoice formats automatically. Unmatched reading rates are achieved through AI and a mutualised supplier base and a highly customisable workflow implemented on a BPM platform provides maximum flexibility.

Features

  • Capture of all inbound invoices reducing environmental impact
  • Mutualised Supplier Database increases straight through processing
  • Paper, Email, EDI and Portal formats supported
  • Automated reading of all header and footer fields
  • Additional fields available for OCR as required
  • Automatic ERP integration
  • Fraud Detection Services validate conformity of invoice document
  • Coding and Approval workflows for non PO invoices
  • Matching to PO's and discrepancy handling
  • Full audit trail

Benefits

  • Reduce invoice processing time
  • Guaranteed automation rates of over 85%
  • Reduce manual workload
  • Digitial storage of images saves office space
  • Eliminate manual data processing
  • Seamless ERP integration
  • Increased spend control against budget
  • Flexible workflows to support compliance needs

Pricing

£0.18 per unit

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

3 3 9 7 3 3 6 0 7 3 8 4 5 4 9

Contact

ITESOFT

Nick Dunnett

01252 741500

nick.dunnett@itesoft.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Planned maintenance occurs outside of standard UK office hours. Notification is provided to all users in advance.
System requirements
Licence based on invoice volume

User support

Email or online ticketing support
Email or online ticketing
Support response times
Response time is with 4 business hours
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
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
ITESOFT will use commercially reasonable efforts to deliver a service available at all time. The service is monitored 24/7 to achieve this. Support for any other issues is available during UK office hours with a 4 hour response time.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Onsite training and user documentation are provided to help users start with the service
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Data can be extracted on request at the end of the contract and is provided via SFTP
End-of-contract process
There are no exit costs at the end of the contract

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
No difference.
Service interface
No
API
No
Customisation available
Yes
Description of customisation
Additional fields can be either automatically read (OCR) or manually entered to documents.

Customisation of ERP integration is possible. Integration can be by flat file, API, or web service.

All customisations must be carried out by ITESOFT.

Scaling

Independence of resources
Resource allocation is based upon the customer's volumes, which is monitored and scaled up accordingly.

Analytics

Service usage metrics
Yes
Metrics types
Document volume, OCR rates, Throughput, Bottlenecks.
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Developed Vetting (DV)

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
Another external penetration testing organisation
Protecting data at rest
Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Data is exported in real-time to an SFTP site for collection by service users.
Data export formats
  • CSV
  • Other
Other data export formats
  • JSON
  • XML
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
Goal of 100% availability outside maintenance periods
Approach to resilience
Rely in MicrosoftAzure datacentres that brings by-design physical redundancy (power, network)
Moreover each bit of data is stored three times in the main datacenter and three times in a datacentre located 1000-km far
Service redundancy and scalability brings the ultimate level of resiliency.
Outage reporting
Email alert sent by ITESOFT support

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Personal identification (no generic admin account)
IP restriction
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor 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
At least 12 months
Access to supplier activity audit information
Users have access to real-time 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
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
Rely on MS Azure hosting which has many certifications

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
Security policy and governance can be provided on request (confidential, require NDA)
Information security policies and processes
ITESOFT’s security policy details the practices and procedures followed within the business to ensure that all information pertaining to customers, partners and staff is securely handled, stored and processed. Within the organisation this is managed by the Chief Information Officer with board responsibility managed by the Deputy CEO.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
- history of all changes (who/what/when/why) and linked to the functional work units (feature/task)
- mandatory code review by architect before commit
- independant testing department (security, regression, functionnal)
- regular security trainings (owasp top 10 and others) to every people contributing to the service
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
- Multiple perimeter analysis (live analysis and campaign based)
- Pentests
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
- Multiple perimeter analysis (live analysis and campaign based)
- Pentests
Incident management type
Supplier-defined controls
Incident management approach
A specific division of the company operates the service and common event monitoring, detection and handling have defined processes in this organization
Incident reports are reported via the support which can handle and route security incident with the appropriate priority

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Pricing

Price
£0.18 per unit
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
All standard functionality is included

Any customisations to export file and additional fields

Limited to 2 weeks

Service documents

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