Emburse Nexonia typical implementation process:
Kickoff and scoping: Implementation starts with a kickoff call where an Emburse Nexonia specialist reviews your requirements, current T&E/AP processes, and target accounting or ERP integration.
Configuration and policy setup: The team configures Nexonia Expense/Time/Travel, including expense categories, tax rules, multi-entity structures, and detailed approval workflows aligned to your internal T&E policies.
Integrations and card feeds: Nexonia is connected to your ERP/accounting system (e.g., NetSuite, Sage Intacct, QuickBooks, Xero) via API or file-based integration, and corporate/personal card feeds are set up and tested.
Testing and pilot: Admins and a pilot group test report creation, approvals, exports, and reimbursements; issues are tuned before wider rollout.
Emburse Nexonia is highly customizable to fit specific business needs, offering a range of configurable features and integration options tailored to different organizational requirements.
Nexonia supports nearly unlimited levels of approval routing, allowing organizations to mirror their unique approval structures and adapt workflows as business needs evolve.
The solution’s policy engine enables businesses to define and enforce their own expense policies automatically, ensuring compliance and control.
Expense management can be tailored to match company-specific policies, including custom fields, expense categories, and reporting requirements.
The platform allows for the creation of custom expense forms and reporting templates to meet unique business processes.
Nexonia offers bi-directional, API-based integrations with leading ERPs such as NetSuite, Sage Intacct, QuickBooks, and Xero, ensuring seamless data transfer and visibility within existing financial systems.
These integrations can be customized to match specific data mapping and workflow requirements.
The mobile app is designed for ease of use, with customizable features that allow users to manage expenses and travel bookings from anywhere.
Businesses can tailor the mobile experience to reflect their branding and workflow preferences.
Nexonia Travel provides customizable booking and travel management features, including search capabilities for flights, rail, car rentals, and hotels.
Organizations can set up custom travel policies and notifications for itinerary changes.
The platform supports efficient management of VAT reclaim and tax regulations, with customization options for different regions and regulatory environments.
Dedicated administrator tools allow for secure management of card programs and direct import of transaction data from banks, with options to customize data fields and reporting.
Emburse offers a training ecosystem tailored to different products and user roles. Here's what new users can expect:
Training Portals: Dedicated portals for each product (e.g., Emburse Certify, Chrome River, Nexonia, Tallie) with tutorials, guides, and videos.
Learning Maps: Visual guides that walk users through key tasks and workflows.
Webinars & Live Demos: Regularly scheduled sessions for onboarding, feature walkthroughs, and Q&A.
Launch Kits: PDF guides and templates for internal rollout and user adoption.
Trainer Scripts: Ready-to-use scripts for internal trainers to educate teams.
Refresher Courses: Available for returning users or those exploring new features.
Help Centers: Product-specific help centers with searchable articles and FAQs.
Email & Chat Support: Available for technical issues and onboarding questions.
Dedicated Implementation Specialists: Assigned during guided onboarding to assist with setup, configuration, and training.
Community & Champions Program: Peer learning and best practices sharing.
Emburse emphasizes self-paced learning and role-based training, ensuring that admins, approvers, and employees get tailored onboarding experiences.
Emburse has a security framework designed to meet global compliance standards and protect customer data across its platforms.
ISO 27001 & ISO 27701: International standards for information and privacy management.
SOC 1 & SOC 2: Audited controls for financial reporting and data security.
PCI DSS: Secure handling of payment card data.
GDPR, CCPA, PIPEDA, and other privacy laws: Full compliance with EU, UK, Canadian, Australian, and U.S. regulations.
Encryption: TLS 1.2 and AES-256 encryption for data in transit and at rest.
Multi-Tenant Architecture: Ensures customer data is isolated and securely segmented.
Single Sign-On (SSO) and Multi-Factor Authentication (MFA) for secure access.
Role-Based Access Controls: Granular permissions based on job responsibilities.
Data Loss Prevention (DLP): Prevents unauthorized data exfiltration.
Endpoint Protection: Includes disk encryption, email filtering, and threat detection.
24/7 Infrastructure Monitoring: Automated alerts for performance and security events.
Penetration Testing: Annual third-party testing with remediation protocols.
Vulnerability Scanning: Frequent internal and external scans.
Tabletop Exercises: Annual simulations to test incident response readiness.
Threat Intelligence: Dark web monitoring and real-time threat detection.
Mandatory security and privacy awareness training for all staff.
Emburse also provides customers with access to security documentation, audit reports, and compliance summaries to support third-party risk assessments.
Emburse follows a structured and frequent release cycle to ensure continuous improvement and security:
Biweekly Releases: Emburse Enterprise releases system enhancements and fixes every two weeks.
Mobile App Updates: Updates to the Emburse mobile apps (e.g., Emburse Professional) are also released regularly, with versioned rollouts and changelogs.
Tuesday: Updates are deployed to the QA/UAT environment for testing by customers who have one.
Wednesday: Updates are released to the Production environment.
Staggered Rollouts: Some features are rolled out gradually across the customer base, with a delay of up to one week between release notes and full availability.
Each release includes:
Enhancements: Automatically available improvements.
New Features: Require manual activation by the customer.
Upcoming Changes: Notified at least 4 weeks in advance.
Resolved Issues: Bug fixes affecting multiple users.
Customers can subscribe to release notes to stay informed about changes, including screenshots and how-to guides.
Emburse has a clear and customer-centric policy on data ownership and portability, aligned with global privacy regulations:
Customer-Owned Data: All data entered into Emburse systems by customers remains the property of the customer.
Tenant Isolation: Emburse uses a multi-tenant architecture where each customer’s data is securely segregated using unique identifiers.
Custom Configuration: While the application code is shared, each customer has custom configurations that tailor the platform to their needs.
Emburse supports data export and integration with external systems like ERPs and accounting platforms.
Customers can request data exports in standard formats (e.g., CSV, Excel, JSON) for migration or backup purposes.
Emburse is working toward full compliance with the EU-U.S. Data Privacy Framework, enabling secure transatlantic data transfers.
Emburse complies with GDPR, CCPA, PIPEDA, ISO 27701, and other global privacy laws.
Customers can access security documentation, audit reports, and penetration test summaries for due diligence.
Emburse offers flexible scalability to accommodate growing or shrinking organizational needs:
Admins can manage user roles and permissions directly from the dashboard, adjusting access based on job functions or departments.
These allowances are scalable and can be configured by fiscal year, department, or project.
Integration with ERP and HR systems can be scaled up or down depending on business complexity.
Emburse provides flexible contract management, but with some conditions:
Contracts auto-renew annually unless the customer provides notice within the cancellation window specified in the agreement.
Renewal terms may include adjustments in pricing or feature access based on usage and business growth.
Customers can cancel subscriptions via their account settings or by contacting support.
Cancellation is effective at the end of the current billing cycle, and no penalties are applied for standard cancellations.
For annual contracts (e.g., Spend Plus), customers must notify support before the renewal date to avoid auto-renewal.
Cancellation requests may require email confirmation and completion of a cancellation form.
Emburse offers support via phone and email to assist with cancellations and refunds.
Emburse is committed to global data privacy and security compliance, with certifications and policies across its product suite:
ISO 27001 – Information security management
ISO 27701 – Privacy information management
SOC 1 & SOC 2 (Type I & II) – Financial and operational controls
PCI DSS – Secure handling of payment card data
GDPR – European Union
UK GDPR
CCPA/CPRA – California
PIPEDA – Canada
Australian Privacy Principles
Other U.S. state-level privacy laws
Encryption (TLS 1.2, AES-256)
Role-based access control
Data loss prevention (DLP)
Endpoint protection and monitoring
Secure development lifecycle
Annual penetration testing and vulnerability scans
Continuous compliance monitoring
Automated alert response systems
Employee training on privacy and security
Emburse Nexonia
بواسطة Emburse, Inc
