PS Financials Ltd

PS Financials Solution

PS Financials provide a fully integrated back office management solution. Our accounting, purchasing, budgeting, asset management, parent communication and reporting solution unite to enable education establishments to drive efficiency savings and streamline processes.


  • Unified Ledger System
  • Automatic MAT level consolidation
  • Automatic generation of Statutory Reports
  • Full drill down capacity within and across locations
  • Automation of bank reconciliations, VAT calculations and Intercompany transactions
  • Unrivalled Flexibility
  • User definable interface
  • Standard Chart of Accounts
  • Unlimited analysis layers
  • Futureproofed


  • Allows unrestricted and free flowing movement within the system
  • Provides clarity at the trust level
  • Enables easy submission of the AAR and ESFA reports
  • Provides clarity of data and easy benchmarking of locations
  • Streamlines internal processes and removes human error
  • Allows system to be configured around any organisational structure
  • Makes the user experience easy and gives relevant system access
  • Automatically maps coding structure to reports
  • Allows grouping of cost centres/locations into hubs/directorates
  • System will always meet the needs of the sector


£3000 per instance per year

  • Education pricing available

Service documents

G-Cloud 10


PS Financials Ltd

Francesca Belkhodja


Service scope

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 PS People
PS Analytics
PS Connect
PS Assets
PS Workflow
PS Credit Control
PS Emailing Suite
PS Document Attachment
PS Workflow
PS Expenses
PS Online
PS Purchasing
PS Reporting
PS Data Transformation
PS Data Warehouse
PS Budgeting
PS Timesheets
Cloud deployment model Private cloud
Service constraints None
System requirements RDP Client that supports RDS

User support

User support
Email or online ticketing support Email or online ticketing
Support response times We aim to respond to normal priority queries within 3 hours. For urgent queries we aim to respond within 1 hour.

We do not operate on weekends.
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 The support levels we provide are:

-Advantage Plus
-Helpdesk & Third Line
-Managed Service
-Customer Service Management
-Project Management

Advantage is a guidance oriented support service particularly for new users of the software. It is free for 30 days for all new customers, thereafter it is available at £1,020 annually for 1 user and £120 per additional user.

Advantage Plus is an extension to Advantage that includes 3 on-site training days per year for an additional £1,080 per year.

Helpdesk and Third Line are covered within the annual maintenance fee, these services are there to provide assistance and support in relation to technical/system queries.

Managed Service provides you with an on-call reactive service to augment your own IT and financial management teams. Pricing is bespoke as per customer specification/requirements.

Customer Service Management and Project Management are not charged.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started All customers will receive a minimum of three on-site training days as part of their initial implementation project. Larger customers will require a higher numbers of training days.

Customers will have free and unlimited access to an E-Learning platform
as well as access to free online documentation via our Knowledge Base.

Additionally, we offer free of charge Webinars for all new product releases and upgrades.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Backups of all of data is put in a place that a nominated user can access from within the service. This data can be extracted by the user for 30 days after termination of contract.
End-of-contract process Upon termination of contract - a 6 month notice period will be required in writing. The contractual payments will apply throughout this period.

Once the contract has expired, we will supply a SQL database back up to be sent back to you at no extra cost.

Please note in compliance to General Data Protection Regulations, we will delete all data and references to the customer from our data centre within 30 days of the expiry of the current agreement term.

Using the service

Using the service
Web browser interface No
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service None
Accessibility standards WCAG 2.0 AAA
Accessibility testing N/A
Customisation available No


Independence of resources Users are not affected by the demand of other users as there is no multi-tenancy of systems.


Service usage metrics No


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

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 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 SSAE-16 / ISAE 3402
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
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 importing and exporting
Data export approach There are various application level solutions that allow users to export their data.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats PDF
Data import formats
  • CSV
  • ODF

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network IPsec or TLS VPN gateway

Availability and resilience

Availability and resilience
Guaranteed availability PSF Cloud Hosted Server(s) Availability Percentage: 99%
PSF Cloud Hosted Server Availability: 24/7
Support Ticket Response Time: 1 hour
Managed Support Response Operating Hours: Monday-Friday 9am-5pm(Excluding English Public Holidays)

In the event that we do not achieve a particular service level in a particular period, we will issue a credit to the customer as set forth below upon the customer's request:

The Service is available if the service is available to send and receive data traffic. In the event that the Service becomes unavailable for reasons other than an Excused Outage, the customer will be entitled to a service credit off of the Periodic Recurring Monthly Revenue for the affected Service based on the cumulative unavailability of the affected Service in a given period as set forth below:

Achieved Availability:
99% = None
>98%->99% = 5% Service Credit
<96.8% - >98% = 10% Service Credit
<96.8% = 15% Service Credit
Approach to resilience Multiple redundancy of hardware and communications at every level, up to and including replication to a secondary datacentre located 50 miles away.
Outage reporting We report service outages through email alerts and via a dashboard that is accessible to all customers.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels Management interfaces and support channels are only available from our own internal networks.
Access restriction testing frequency At least once a year
Management access authentication 2-factor authentication

Audit information for users

Audit information for users
Access to user activity audit information Users contact the support team to get 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

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 CyberEssentials

Security governance

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 We have a full set of data privacy policies, available on our website, which includes data handling processes, information security protocols, data access agreements, all inline with GDPR. These policies are reviewed on a regular basis inline with processes to ensure adherence. We also have an in house DPO that is supported by a group DPO at division level.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach 1) Scope, The components of the service are defined
2) References, All information about the component is collated and compiled into a (CMDB)
3) Assets register, All assets are clearly defined and recorded
4) Baselines, These are created once a year normally during change freezes to benchmark the components and record changes
5) Change Management, The change process interfaces with configuration management, e.g Request for Change (FRC), RFC evaluated, RFC authorised. etc.
6) Audits, Audits happen twice yearly to ensure a configuration item performs the function it is supposed to do and is security compliant
Vulnerability management type Supplier-defined controls
Vulnerability management approach This process is documented and audited as part of our supplier's ISO27001 accreditation. The process follows the following stages:
Discovery and categorisation of network assets into predefined areas according to business risk.
Vulnerability scanning schedule executed,
Risk based remediation according to business risk.
Remediation takes place normally in maintenance schedules
Vulnerability and fix is documented
Protective monitoring type Supplier-defined controls
Protective monitoring approach By using a combination of manual and automated tools to continuously monitor and analyse security events 24 hrs a day.
The protective monitoring process covers the following stages:
Detection: Monitoring platforms are checked on predefined schedules and reports are created and analysed using both automated tools and manual techniques. Any potential compromises are then identified.
Alerting: Any indicators of potential issues such as cyber attacks are recorded and investigated. The issues are prioritised as P1 and responded to within 15 minutes
Response: steps are taken to safeguard the network and take any remedial action during the incident.
Incident management type Supplier-defined controls
Incident management approach Incident process is as follows:
The client reports an Incident via an email or phone call
The incident is logged into call system and the customer is sent an email outlining the call number and an issue description. Incident is prioritised accordingly.
Diagnosis of incident takes place , if it is a known issue then the client is informed of the fix immediately. Otherwise incident is escalated to the relevant team for further investigation and diagnosis.
Incident resolution and closure then takes place.
Incident reports are created on a monthly basis and are discussed with the client at account meetings.

Secure development

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

Public sector networks
Connection to public sector networks No


Price £3000 per instance per year
Discount for educational organisations Yes
Free trial available No


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