Aibidia implementations typically follow a structured, data-first onboarding with phased rollout:
Discovery and scoping : Define scope, objectives, entities in scope, compliance outputs (e.g., local files, Pillar Two), data owners, and roles; align on milestones and success metrics.
Data assessment and mapping: Inventory source systems, extract historical TP data, resolve data quality issues, and map fields into Aibidia’s data model via Data Studio; validate transformation logic and entity hierarchies.
Configuration and controls : Configure policies, user roles, workflows, and approval steps; set up P&L segmentation parameters, documentation templates, and compliance calendars.
Integrations and connections: Connect ERPs/data lakes and enable feeds for ongoing updates; set cadence for refresh and reconciliation; light integrations are quicker, complex multi‑ERP estates add time.
Pilot and UAT: Run a subset of entities through end‑to‑end flows (data load → segmentation → documentation → review); remediate issues and finalize configurations based on user feedback.
Training and enablement: Deliver role‑based training for tax, finance, and local contributors; document SOPs and RACI; prepare internal champions for rollout.
Go‑live and phased rollout: Move pilot entities to production, then expand by region or business unit; monitor KPIs (cycle time, defect rate, review rework) and lock processes.
Aibidia can be highly customized to fit specific business needs, especially for multinational enterprises with complex or unique transfer pricing structures.
Workflow Customization: The platform supports low-code workflow configuration, allowing users to tailor processes, approval chains, and documentation flows to align with internal compliance and operational needs.
Bespoke Operational Models: Aibidia is recognized for adapting its system to cover specialized transfer pricing arrangements (e.g., sales, tolling, agency, royalties, services) that standard solutions do not handle well. Large clients like Kemira have co-developed deeply tailored operational transfer pricing tools with Aibidia, adapting the platform for unique models, regional requirements, and ERP integrations—including SAP S/4 HANA migrations.
Advanced Data Mapping: Custom mapping for source data fields from diverse ERPs and source systems is available, with the Data Studio allowing for tailored data transformation and validation logic during onboarding and ongoing updates.
Automated and Custom Calculations: Users can implement specific logic for automated calculations, custom reporting formats, and real-time monitoring suited to their business rules and KPIs.
Modular Architecture: The system is modular, so teams can select or expand features as compliance and business needs evolve, easily adding new modules for documentation, benchmarking, analytics, or regulatory changes without disruptive reconfiguration.
Tailored Collaboration: The platform allows flexible collaboration not only within tax and finance teams, but also with external advisors and, increasingly, regulatory bodies, supporting company-specific workflows and shared access models.
Customizable Reporting: Reporting formats, templates, and frequency can be tailored to match group financial reporting periods and local regulatory expectations across 150+ jurisdictions.
Integration Flexibility: Aibidia connects with various ERPs and third-party data providers, allowing ongoing customization as internal systems evolve.
Aibidia offers training and dedicated support to ensure new users are successful and confident on the platform.
Onboarding Workshops: Role-based, interactive onboarding workshops are conducted, covering platform basics, key workflows, data loading, and compliance outputs. These workshops can be tailored to teams such as tax, finance, and local business units.
Guided Setup and Documentation: Aibidia provides practical guides, step-by-step documentation, and best-practice templates to help users independently perform core tasks such as data mapping, document generation, and audit preparation.
Hands-On Learning: Users can access practical, hands-on resources, including live demos, case studies, and training sessions with their own data and sample test scenarios.
Workshops on Complex Topics: Specialized workshops and webinars are available for advanced modules (e.g., operational transfer pricing, AI-assisted analytics), often led by Aibidia experts and partner organizations like IBFD.
Dedicated Customer Success Manager: Each client is assigned a dedicated success manager who serves as a first point of contact for onboarding, system configuration, and troubleshooting.
Responsive Helpdesk: Fast, knowledgeable support is available via email, phone, and chat, with high review scores for quick and helpful responses.
Ongoing Advisory Support: Advisory sessions and system health checks are periodically offered to help optimize processes and ensure regulatory alignment as requirements change.
Comprehensive Online Resources: Clients have access to a growing repository of articles, whitepapers, webinars, and technical FAQs to address evolving user needs and industry challenges.
Aibidia implements enterprise-grade security measures to protect client data, meeting the highest standards for global regulatory compliance.
Compliance with Major Regulations: Aibidia always processes data according to GDPR and other applicable international data protection requirements, ensuring legal and regulatory alignment for all clients.
Data Encryption: All data is encrypted both at rest and in transit using industry-standard protocols, safeguarding information from interception or unauthorized access throughout its lifecycle.
Cloud Security: The platform is built and hosted on Microsoft Azure, benefiting from Azure’s industry-leading security, physical safeguards, and regular external certification audits.
Advanced Access Controls: Aibidia enforces strict access management using role-based access control, enterprise single sign-on (SSO) integrations, and multi-factor authentication (MFA) to limit data access strictly to authorized users.
Data Segregation: Logical and technical data segregation ensures each client’s data remains isolated from others, reducing cross-client risk.
Audit and Transparency: The platform provides audit-ready data trails and supports client-initiated audits (under agreed terms), allowing customers to verify compliance with data protection standards.
Operational Security: Dedicated compliance and security teams monitor, identify, and address threats rapidly; regular vulnerability scanning, anti-malware defenses, and strong network security protocols are enforced.
Data Disposal and Incident Response: Strict data disposal protocols guarantee sensitive data is irrecoverably erased when no longer needed, with a documented process for managing and reporting any data breaches in compliance with regulations.
Aibidia releases platform updates regularly—typically every month or faster—using a modern SaaS release management process that ensures minimal disruption and quick access to new features or compliance changes.
Monthly or Continuous Deployment: Updates, bug fixes, regulatory adaptations, and new features are released on a rolling basis, influenced by client feedback, regulatory timelines (such as OECD/BEPS changes), and cloud delivery best practices.
Agile Release Cycles: The product development team practices agile sprint cycles and includes a dedicated Quality & Release Manager to ensure high-quality, well-tested releases for clients.
Cloud-Native Rollouts: As a fully cloud-based solution, updates are delivered centrally with no client-side installs or manual upgrades required; all customers benefit from enhancements immediately upon release.
Zero-Downtime Deployment: Releases are managed to avoid downtime or disruption to client operations—updates are rolled out seamlessly in production environments, with fallbacks in case of issues.
Rigorous Quality Assurance: Each release undergoes comprehensive testing, validation, and user acceptance for new functionalities or configurations before global rollout.
Transparent Communication: Clients are notified in advance of major new features, compliance updates, or workflow changes, with clear release notes and documentation provided for each update.
Aibidia’s policy on data ownership and portability strongly supports client rights, regulatory compliance, and transparency.
Customer Control: All data submitted, processed, generated, or stored in the Aibidia platform by the customer ("Customer Data") remains the property of the customer throughout the service period.
Data Processor Role: Aibidia acts as a data processor for customer data, handling it only as needed to provide and improve services as directed by the customer, and in full alignment with GDPR and related regulations.
No Data Sale or Unauthorized Sharing: Customer data is never sold, leased, or shared with third parties without explicit customer authorization, except for approved subprocessors or when required by law.
Right to Access and Export: Clients are entitled to request and receive their data in a structured, commonly-used, and machine-readable format (such as CSV or XML), supporting the right to data portability under GDPR and similar laws.
Export Support: Aibidia supports clients in exporting their data if they wish to terminate or migrate services, enabling easy transfer to another system or provider as needed.
Procedures for Requests: Clients can request data access, rectification, or export via defined contact points, and Aibidia must comply in accordance with applicable legislation, often within one month.
Aibidia’s terms for scaling up or down with organizational needs focus on licensing, authorized user flexibility, and contractual adjustments as needs evolve.
Affiliate and Entity Inclusion: The contract permits the customer to allow its affiliates (subsidiaries, sister companies, etc.) to use Aibidia under the same agreement, streamlining expansion to newly added units as organizations grow or restructure. The main customer remains liable for affiliate use.
Service Usage and Fees: Licensing is generally based on authorized users, entities, or modules. As additional entities, users, or modules are added, service fees are adjusted according to Aibidia’s official price list in force at the time. Customers pay additional charges to increase scope or features, with pricing clearly communicated before renewal or expansion.
Notification of Pricing Changes: Any fee or pricing changes (including those triggered by scaling up) are communicated at least three months in advance. Customers have the right to terminate (via written notice 30 days before renewal) if they do not agree with the new fees.
Technical Scalability: The platform is cloud-based and technically designed to handle multi-entity, global rollouts, supporting seamless addition of new users, entities, or modules as business requirements grow.
Reducing Users/Entities: Reductions in licensed users or entities are typically only reflected at the time of contract renewal. The customer can notify Aibidia of downsizing needs before the next term begins to ensure fees are adjusted for the next billing cycle.
Early Termination: Terminating or materially reducing the subscription mid-term is not usually refundable, unless due to a material breach by Aibidia; otherwise, the customer pays fees for the contracted term.
Automatic Renewal Flexibility: If needs decrease, customers can decline renewal or reduce the license scope at the end of the current subscription period, preventing automatic renewal of unnecessary capacity.
Contract Amendments: Any changes in service scope or usage limits require written agreement or are governed by terms in the original agreement.
Aibidia’s contract renewal and cancellation terms are clearly outlined, with structured processes for both automatic renewal and various termination scenarios.
Automatic Renewal: Unless otherwise agreed, the standard subscription term is one year. After this period, the contract will automatically renew for additional one-year terms provided the customer pays applicable fees before the new term begins.
Price Change and Renewal: If Aibidia changes its pricing, customers are notified at least three months in advance. Customers may terminate the agreement as of the date the new pricing takes effect, provided written notice is given at least 30 days before that date. New pricing only applies to renewals, not ongoing paid-for terms.
Acceptance by Payment: Continued use of the service and payment for the next term constitutes acceptance of the renewal and any changes in terms or pricing.
Breach of Contract: Either party may terminate the agreement immediately if the other materially breaches the contract and does not cure the breach within 30 days of a written notice. Non-payment of fees is considered a material breach, giving Aibidia the right to cease services without prior notice.
Insolvency: Aibidia can terminate the contract immediately if the customer becomes bankrupt or insolvent.
Termination for Amendment: If Aibidia amends the terms of service, customers can terminate the contract by providing written notice at least two weeks before the effective date of the change.
Refunds on Cancellation: If a customer terminates due to Aibidia’s material breach, customers will be refunded prepaid fees covering the remainder of the subscription term after the termination date. If Aibidia terminates for the customer's breach or insolvency, all unpaid fees for the remaining subscription term become due.
Aibidia is designed to meet stringent international compliance standards for transfer pricing, tax documentation, and data protection in multinational organizations.
OECD Guidelines and BEPS Action Plans: The platform is built to comply with OECD transfer pricing guidelines, including documentation requirements and recommendations set forth in the Base Erosion and Profit Shifting (BEPS) project. This covers master file/local file documentation, country-by-country reporting (CbCR), and value chain analysis.
Pillar Two (Global Minimum Tax): Aibidia supports the preparation and compliance tracking of Pillar Two-related regulatory obligations, keeping multinationals aligned with new global minimum tax requirements.
Local File & Master File Creation: Automated generation of master and local file documentation ensures alignment with local transfer pricing rules across more than 150 jurisdictions, reducing both compliance cost and audit risk.
Global Tax Standards Integration: Through a partnership with IBFD, Aibidia integrates up-to-date worldwide tax content and legislative research to keep pace with evolving national and international standards, including local nuances and real-time changes.
GDPR and Data Protection Regulations: The platform is fully GDPR-compliant and supports other regional privacy standards, enforcing customer data rights and meeting data sovereignty, processing, and export requirements for operating internationally.
Audit Trails and Documentation: Aibidia ensures audit readiness by providing transparent data flows, compliance logs, versioned documentation, and audit activity tracking to streamline both internal and external audit processes.
Security, Risk Management, and Transparency: Regular security audits, built-in risk assessment features, and robust access controls further support compliance with global corporate governance and tax authority expectations.
