Comarch

Comarch follows a step-by-step onboarding model designed to ensure a smooth rollout:

1. Analysis & Planning

• Understanding your business requirements
• Evaluating:
  • ERP/financial systems
  • Countries and compliance needs
  • Invoice volumes and formats

2. Technical Integration

• Connecting the platform with your ERP or financial systems
• Setting up:
  • EDI / API integrations
  • Government platform connections (e.g., UAE EIS, PEPPOL)

3. Testing

• Validation of:
  • Invoice formats
  • Data exchange flows
  • Compliance requirements
• Ensures everything works correctly before going live

4. Training & Onboarding

• Training your internal teams
• Onboarding suppliers and partners
• Providing tools and documentation

5. Go‑Live & Support

• Deployment into production
• Ongoing support from a dedicated project manager
• Continuous compliance updates and monitoring

The process is supported throughout by multilingual technical and business support and onboarding assistance for partners.

Implementation Timeline

The duration depends mainly on company size and complexity:

• Mid-sized companies:
  6–11 weeks
• Large enterprises:
  12 weeks up to 6 months

These timelines include:

• Analysis
• Integration
• Testing
• Training

Comarch e‑Invoicing is a highly customizable, enterprise-grade solution designed to adapt to complex business environments.

1. ERP & System Integration

• Supports multi-ERP environments (multiple systems at once)
• Works with major systems like SAP and other ERP platforms
• Uses a flexible “any-to-any” integration approach
• Integration methods include:
  • APIs
  • SFTP, AS2, AS4 protocols
  • Dedicated connectors (e.g., SAP)

2. Invoice Format & Data Customization

• Supports multiple invoice formats:
  • XML, UBL, EDIFACT, X12, IDOC, PDF
• Automatically converts invoices into formats required by each recipient
• Advanced format mapping and transformation engine

3. Business Rules & Validation

• Highly configurable validation rules:
  • Legal (tax, compliance)
  • Business-specific (pricing, catalogs, order matching)
• Multi-level validation:
  • Mathematical checks
  • Business rule checks
  • Custom company logic

4. Workflow & Process Customization

• Flexible workflow automation across AP/AR processes
• Custom routing rules:
  • Automatic or manual routing of documents
• Supports automation of 100+ document types (not just invoices)

5. Communication Channels

• Multiple invoice delivery methods:
  • EDI
  • Email
  • Web portal
  • API integration
• Allows each partner to choose their preferred communication method

6. Supplier / Partner Customization

• Self-service onboarding portal for partners
• Partners can:
  • Define company details
  • Choose invoice formats
  • Select exchange methods
• Scales to large partner ecosystems (thousands of partners)

7. Reporting & Monitoring

• Configurable dashboards and reports
• Real-time tracking of:
  • Invoice status
  • Errors and processing
• Custom reporting tailored to business needs

8. Localization & Compliance

• Supports operations in 60+ countries
• Automatically adapts to local regulations and tax rules
• Handles:
  • B2B
  • B2G
  • B2C invoicing scenarios

9. Portal & User Experience Customization

• Supplier portal customizable based on user type (SMEs vs enterprises)
• Flexible deployment options:
  • Cloud (SaaS)
  • On-premise

10. Data Enrichment & Automation

• Enriches invoices using master data or external inputs
• Includes automation features such as:
  • OCR (for scanned invoices)
  • AI-based validation and fraud prevention

Comarch uses a custom pricing model (quotation-based) depending on business requirements.

1. Setup & Implementation Costs

• One-time setup/implementation fee
• Covers:
  • System configuration
  • ERP integration
  • Initial customization
• Cost depends on:
  • Project complexity
  • Number of countries
  • Integration requirements

2. Subscription / Licensing Costs

SaaS (Cloud Model)

• Recurring monthly or annual subscription
• Typically based on:
  • Invoice/document volume
  • Features used
• No infrastructure costs (handled by Comarch)

On-Premise Model

• High upfront license fee
• Requires investment in:
  • Servers
  • Storage
  • Network infrastructure

3. Transaction-Based Costs

• Ongoing fees per document or transaction
• Scales based on usage (number of invoices/messages processed)

4. Maintenance Costs

SaaS:

• Usually included in subscription:
  • System updates
  • Legal compliance updates
  • Monitoring and backups

On-Premise:

• Paid separately:
  • IT staff or consultants
  • Maintenance contracts
  • Upgrades

5. Support Costs

• Standard support included in plans
• Advanced/enterprise support may include:
  • 24/7 support
  • Dedicated account manager

6. Customization Costs

• Additional customization may:
  • Be included in enterprise packages
  • Or billed as part of implementation
• Depends on:
  • Integration complexity
  • Business-specific requirements

7. Infrastructure Costs (On-Premise Only)

Possible additional costs:

• Server hardware
• Storage systems
• Security tools
• Data center setup

8. Indirect / Hidden Costs

• Partner onboarding effort
• Internal IT resources
• ERP system adjustments
• Change management and training

A. Onboarding & Training

• Structured onboarding process as part of implementation
• Includes:
  • User training sessions (technical + business users)
  • Guidance on system usage and workflows
  • Documentation and onboarding tools
• Partner onboarding support:
  • Tools and assistance to onboard suppliers and business partners
  • Self-service portals for partners to configure their setup

B. Dedicated Project Support

• Each implementation includes:
  • Dedicated Project Manager
  • End-to-end supervision from setup to go-live
• Helps coordinate:
  • Integration
  • Testing
  • Training and deployment

C. Ongoing Support Services

• Multi-lingual technical and business support available
• Support typically includes:
  • Issue resolution
  • System guidance
  • Operational assistance
• Advanced support tiers (depending on plan):
  • 24/7 support availability
  • Dedicated account management

D. Continuous Assistance

• Support continues after go-live:
  • System monitoring
  • Performance optimization
  • Help with onboarding new partners

Training & Support Summary

• Strong onboarding with guided implementation
• Dedicated project manager
• Continuous technical + business support
• Scalable support levels (standard → enterprise)

Certifications & Compliance

• Complies with major standards such as:
  • ISO/IEC 27001 (information security)
  • GDPR (data protection)

Secure Infrastructure

• Data stored in certified data centers
• Includes:
  • Physical security controls
  • Redundancy and failover systems
  • Disaster recovery mechanisms

Data Protection

• Ensures:
  • Confidential handling of financial data
  • Secure storage and archiving
• Uses encrypted data transmission protocols

Access & Monitoring Controls

• Role-based access control (RBAC)
• Real-time monitoring and tracking
• Full audit trails for compliance

Fraud Prevention & Validation

• AI-driven anomaly detection
• Multi-layer validation (data, tax, business rules)

Compliance Integration

• Direct integration with government platforms
• Ensures secure and compliant invoice submission

Update Frequency

• Updates are continuous and proactive, not fixed schedule
• Frequent updates for:
  • Regulatory changes
  • Compliance requirements

  • Feature improvements

Types of Updates

1. Regulatory updates (tax laws, mandates)
2. System and feature improvements

3. Security patches and enhancements

Update Management

SaaS (Cloud):

• Fully managed by Comarch
• Automatic updates with minimal user involvement

• Typically no downtime

On-Premise:

• Managed by client or with vendor support

• Requires scheduled/manual updates

Compliance Monitoring

• Dedicated teams track global legal changes

• System is updated automatically to remain compliant

Updates Summary

• Continuous, automatic updates in cloud deployments
• Strong focus on compliance
• Minimal effort required from customers

Data Ownership

• The customer retains full ownership of all business data
• Comarch acts as a data processor, handling data only to deliver the service
• Data includes:
  • Invoices
  • Transaction records
  • Business and partner information

This means:

• Your organization keeps full control over its data
• Comarch does not claim ownership of the data

Data Access & Control

• Customers can:
  • Access all stored invoices and documents
  • Monitor data flows in real time
• Includes features such as:
  • Audit trails
  • Tracking and reporting

  • Role-based access controls

Data Portability

• Data can be exported and transferred easily
• Supported through:
  • Standard formats (e.g., XML, EDI, structured invoice formats)
  • APIs and integration tools

In practice:

• Data is not locked into proprietary formats
• Customers can migrate or reuse data across other systems

Data Retention & Archiving

• Secure electronic archiving of invoices is provided
• Retention periods can align with:
  • Legal requirements

  • Business policies

Data Ownership & Portability Summary

• Customer fully owns their data
• Data is accessible and exportable
• Standard formats prevent vendor lock-in
• Strong compliance with data protection principles

Flexible Usage Models

1. Pay-as-you-go

• Pay only for actual usage (documents, transactions, resources)
• Allows:
  • Immediate scaling up or down
  • No long-term commitment

• Ideal for variable workloads

2. Subscription / Reserved Plans

• Fixed or semi-fixed usage commitments
• Benefits:
  • Lower cost
  • Predictable budgeting
• Trade-off:

  • Less flexibility compared to pay-as-you-go

Scaling Up

Organizations can scale up by:

• Increasing:
  • Number of invoices processed
  • Number of countries and compliance regions
  • Number of users or partners
• The platform supports:
  • High transaction volumes

  • Enterprise-level operations

Scaling Down

• Usage can be reduced when needed
• Costs decrease accordingly (especially in flexible pricing models)
• No need to pay for unused capacity

1. Contract Duration & Renewal

• Contracts typically define:
  • A fixed initial term (e.g., annual or multi-year)
• Common renewal structures:
  • Auto-renewal clauses (contract renews unless terminated in advance)
  • Manual renewal options (customer must actively renew)
• Renewal terms often include:
  • Updated pricing based on:
    • Usage volume
    • Additional features

    • Expansion scope

2. Notice Periods for Cancellation

• Contracts usually require advance notice before renewal:
  • Commonly 30–90 days before contract end
• If notice is not given:
  • Contract may automatically renew

This ensures continuity of service but requires proactive contract management

3. Early Termination Conditions

Contracts may allow termination under specific conditions:

A. For Convenience (depending on agreement)

• May allow cancellation with:
  • Notice period
  • Possible penalties or remaining fee obligations

B. For Cause

• Immediate termination may occur if:
  • Contract breach
  • Non-payment

  • Security or compliance violations

4. Financial Implications of Cancellation

• Possible charges:
  • Remaining subscription fees (if contract is fixed-term)
  • Early termination penalties (if agreed)
• Refund policies:

  • Typically no refunds for unused subscription periods in enterprise SaaS

5. Data Handling After Cancellation

• Customers generally:
  • Retain ownership of data
  • Can export data before termination
• Post-termination:
  • Data may be retained temporarily

  • Then deleted according to contract terms and compliance rules

6. Service Continuity & Transition Support

• During termination:
  • Vendor may provide transition support
  • Helps with:
    • Data export

    • Migration to another system

7. SLA & Support Termination

• Support services continue:
  • Until contract expiration
• After termination:
  • Access to:
    • Platform

    • Support channels
      → is discontinued

8. Flexibility Factors

• Terms depend on:
  • SaaS vs on-premise model
  • Scale of deployment
  • Negotiated enterprise agreement

1. Information Security & Data Protection

• ISO/IEC 27001
  • Information security management system
• GDPR compliance

  • Ensures lawful handling of personal data

2. Quality & Operational Standards

• ISO 9001
  • Quality management systems

• Continuous process monitoring and improvement

3. Business Continuity & Risk Management

• ISO 22301
  • Business continuity management
• Ensures:
  • Disaster recovery

  • Service availability

4. Environmental & Sustainability Standards

• ISO 14001

  • Environmental management systems

5. Occupational Health & Safety

• ISO 45001

  • Workplace health and safety

6. Energy Management

• ISO 50001

  • Energy efficiency and management

7. Industry & Specialized Certifications

• ISO 13485
  • Medical device quality management (for relevant solutions)
• NATO AQAP standards

  • Quality assurance for defense-related systems

8. E-Invoicing & Regulatory Compliance

• Compliance with:
  • Global e-invoicing regulations in 60+ countries
• Supports:

  • B2B, B2G, and B2C invoicing mandates

9. PEPPOL & Government Integrations

• Certified PEPPOL Access Point / service provider
• Integration with:
  • National tax authorities

  • Government e-invoicing systems

10. Regional Certifications & Approvals

• Recognized or certified in multiple regions, including:
  • Pre-approved e-invoicing provider in UAE

  • Accredited platforms in Europe and other regions

11. Compliance Frameworks & Standards Supported

• EU VAT Directive compliance
• EN 16931 e-invoicing standard

• Country-specific formats (e.g., KSeF, ZATCA, etc.)

12. Security & Audit Features Supporting Compliance

• Audit trails and monitoring
• Secure archiving aligned with regulations
• Data validation and fraud detection