Aqilla
By Aqilla Limited
Aqilla typical implementation process:
Initial Consultation & Needs Assessment: The implementation starts with a review of your business processes and requirements to determine how Aqilla should be configured. This step involves aligning the software’s features with your organizational goals and unique workflows.
System Configuration & Setup: Aqilla’s team configures the system based on your specific accounting structure, entities, user roles, multi-currency needs, and workflow requirements. Standard or custom templates may be used for the chart of accounts and user permissions, and automated workflows are tailored during this stage.
Data Import & Migration: Existing data—such as customers, suppliers, historical transactions, and balances—are imported using built-in import tools (CSV, XLSX, etc.). Aqilla’s cloud setup allows data from prior systems to be seamlessly migrated, often with assistance from Aqilla consultants if needed.
Integration with Other Systems: Integration with third-party systems (CRM, payroll, banking, or other business apps) is implemented through Aqilla’s APIs or plugins to ensure smooth data flows between platforms.
User Training & Onboarding: Aqilla provides training via online tutorials, documentation, as well as “train the trainer” or end-user sessions. Support resources help new users build confidence quickly and adopt best practices from day one.
System Testing & Validation: Key business processes are validated and tested. Trial runs and test scenarios ensure workflows, reports, document entry, and integrations all function as expected before the platform goes fully live.
Go-Live: After validation, your organization transitions to live operations using Aqilla. Immediate access to support and troubleshooting ensures any setup issues are resolved without disrupting business.
Aqilla offers a highly configurable platform that can be customized to fit a wide range of specific business needs. Below are the key data points highlighting how Aqilla supports customization and tailoring for diverse organizations:
Custom Fields and Entities: Users can add custom fields to capture detailed information unique to their operations, enabling granular analysis and custom reporting. Certain standard entities, such as “Project,” can be renamed to better reflect specific company structures, such as “Cost Centre”.
Customizable Workflows: Aqilla allows the creation and adjustment of value-based, industry-specific workflows. Automated workflows can be tailored for core processes—like approval hierarchies, purchase-to-pay cycles, and expense management—so that they mirror precise organizational policies and requirements.
Configurable Reporting & Dashboards: The platform’s reporting tools support extensive customization. Users can design and build reports or dashboards with user-defined metrics, groupings, and visuals tailored to their own compliance, management, or sector needs. This includes department-specific or cost-centre dashboards and customized analytics for detailed financial insights.
Integration Capabilities: Aqilla’s open RESTful API and plugin architecture allow seamless integration with a variety of third-party software, including CRM, eCommerce, Point-of-Sale, payroll, and document management tools. This ensures that Aqilla can easily fit into and expand on the existing digital ecosystem of any business.
Excel Add-in and Bulk Data Tools: With the purpose-built Excel Add-in, users can process, import/export, and manipulate large volumes of finance data directly from spreadsheets. This empowers teams to manage data in the formats and tools they’re most comfortable with, while still leveraging Aqilla’s full system features.
Industry-Specific Modules: Aqilla includes modules that address unique requirements in industries such as manufacturing, retail, healthcare, and professional services, supporting compliance, inventory tracking, project accounting, and advanced budgeting/forecasting.
Customizable Branding & Templates: Organizations can customize branding elements within Aqilla, such as logos and document templates, to align platform output with their visual identity and communication standards.
Automated Alerts & Notifications: The system can generate configurable alerts—such as deadline reminders, approval requests, or variance warnings—adapted to the monitoring and control needs of different users or business units.
Scalable Architecture: Aqilla’s modular design allows organizations to activate only the modules and features they need, scaling the system up or down as their business evolves.
Custom Security and Access Controls: Admins can define and adjust user access and permissions, tailoring security settings to match roles, departments, or regulatory requirements.
SmartAI Automation Features: Aqilla offers AI-powered automation that can be configured to automate repetitive tasks, reconcile transactions, flag anomalies, and adapt processes to the organization's workflows, driving efficiency while accommodating specific policies.
Aqilla operates a transparent subscription-based pricing model and is generally free from many hidden charges or surprise fees. Here’s a detailed breakdown of additional costs you might encounter beyond the standard per-user monthly fee:
No Standard Setup Fees: Aqilla states there are no setup or admin fees for standard implementation when subscribing to the service. Most customers can get started without an upfront configuration cost.
Implementation & Consultancy (Optional): If you require expert-led process optimisation, bespoke configuration, or personalised onboarding, Aqilla offers consultancy and implementation services at £1,099 + VAT per day. This is recommended for complex deployments or organisations demanding extensive system tailoring.
No Extra Maintenance Charges: Since Aqilla is cloud-based, software updates, feature enhancements, and standard maintenance are included in the monthly subscription fee. Customers do not pay extra for version upgrades or routine system management.
Ongoing Platform Upgrades: You always access the latest version automatically; there are no separate maintenance contracts or surprise upgrade bills.
Support Included: Aqilla provides personal UK support, access to an online help library, a dedicated account manager, and automated follow-ups as part of your subscription price, across all user tiers and plans. There are no regular extra support charges for standard queries or troubleshooting.
Extended Services: For highly customised support, advanced training, or extensive consultancy, additional charges may apply as per project or on a per-day consultancy basis (see above).
Additional Features/Integrations: Some advanced modules (such as Strategic Management Reporting, Automated FX, advanced HR tools, or premium API integrations) can incur extra monthly fees.
Multi-Company Support: Adding more companies (legal entities) is supported, and each additional instance beyond the first may carry a nominal extra monthly charge.
Aqilla offers training and support to ensure new users are quickly onboarded and can make the most of its platform:
Guided Onboarding: Aqilla’s implementation process includes a fast, guided onboarding experience, helping users get up and running quickly. The onboarding team assists with system setup, configuration, and initial training, reducing the time required to become proficient.
Personal Account Manager: Each client is assigned a dedicated account manager for personalized support, providing direct access for questions, troubleshooting, and strategy discussions throughout the onboarding and ongoing usage phases.
Interactive Training Resources: New users have access to a suite of training materials, including step-by-step tutorials, online help documentation, and video guides. These resources cover core workflows, data entry, reporting, and best practices for efficient system use.
Live and On-Demand Support: Aqilla provides both live support (via phone or email) and a searchable online help library. This ensures that users can quickly solve issues, access FAQs, and get assistance as needed.
Flexible Training Options: Aqilla adapts training to team size and business needs, offering “train the trainer” sessions or direct end-user training, so organizations can accelerate adoption and knowledge sharing internally.
Customer-Led Guidance: Training and support are shaped by customer feedback, with regular communication and product improvements driven by real user experiences and requests.
Aqilla employs a modern set of security measures to protect customer data and ensure compliance with leading industry standards:
Enterprise-Grade Security & Cloud Architecture: Aqilla is a cloud-native platform, architected for high resilience and data protection. The system delivers 99.99968% uptime and leverages secure, well-managed data centers. All data is stored according to the UK’s National Cyber Security Centre’s 14 Cloud Security Principles, providing strong confidence in regulatory and statutory compliance.
ISO Accreditations: The platform is backed by ISO certifications via its data center providers, demonstrating adherence to recognized international security standards. This encompasses procedures for physical, network, and operational security.
Automatic Backups and Disaster Recovery: Aqilla maintains robust disaster recovery policies with automatic, regular backups. These measures ensure that your data remains recoverable even in case of system outages or emergencies.
Encryption & Secure Access Controls: Robust encryption methods are applied to both data in transit and at rest. Aqilla also incorporates strict, secure access controls, allowing only authorized users and roles to access or manipulate sensitive information. Regular security assessments are conducted to reinforce these safeguards.
Compliance with GDPR and Data Rights: Aqilla is fully committed to GDPR compliance, both as a data processor for its clients and as a data controller for its own operations. This means customers retain full rights to their data, with explicit "right to be forgotten" and easy export capabilities. Aqilla’s data policies support transparency, user consent, and the ability to request access or deletion of stored personal information.
Continuous Security Monitoring & Regular Audits: The platform is subject to regular security testing and audits to identify vulnerabilities and ensure the most up-to-date protection is in place.
Role-Based User Permissions: Administrators can configure finely-grained user access controls, limiting exposure of sensitive data and helping meet internal governance or external regulatory standards.
Automatic Software Updates: As a SaaS/cloud solution, Aqilla’s security measures are continuously updated, so users benefit from new protection features and patches without manual intervention.
Privacy by Design: Aqilla limits data collection to what is necessary to provide its services, minimizes storage duration, and allows users to change or remove preferences and stored personal information at any time, ensuring privacy controls are not an afterthought but a core design principle.
Agile, Continuous Release Cycle: Aqilla's team manages development using JIRA (for tracking development lifecycle, change/configuration management, version control, release management) and Confluence (for team documentation). This enables frequent, rapid delivery of updates and enhancements. Critical patches or security updates can be fully tested and deployed within hours, minimizing exposure to potential threats.
Centralized, Cloud-Based Deployment: Updates are rolled out centrally; since Aqilla operates as a true cloud SaaS platform, all customers benefit from the latest features and bug fixes as soon as they are released, without the need for manual installation or downloads.
Change Control & Testing: Each release is thoroughly tested in a sandbox environment before being pushed live. This ensures that new versions remain stable, secure, and reliable. Only after successful testing are updates made available to all users.
Customer Notification: Major updates or changes are communicated to users through in-app notifications, online tutorials, or through their dedicated account managers if needed.
Aqilla’s policy on data ownership and portability centers on full customer control and transparency:
Customer Ownership of Data: All data entered or maintained within Aqilla—including financial records, transactions, custom fields, and uploaded documents—remains the sole property of the customer. Aqilla acts as a cloud service provider, not as the owner or controller of customer information.
No Unauthorized Data Sharing: Aqilla does not access, share, or use client data for any external purpose unless required by law or with explicit client consent. Clients retain the right to determine how, when, and with whom their data is shared or accessed.
GDPR and Privacy Compliance: Aqilla strictly complies with GDPR and similar privacy regulations. Clients possess the “right to be forgotten,” and can request the correction, export, or deletion of all personal or company data at any time. Aqilla’s privacy framework ensures users retain full rights to their information, with processes in place for rapid response to data access or removal requests.
Data Access and Export: Customers can export their data in structured, widely accepted formats (such as CSV, Excel, or other machine-readable files) at any time, without additional fees or restrictions. This enables straightforward migration to other platforms or for backup purposes.
No Vendor Lock-In: Aqilla’s open architecture, clear data export tools, and transparent support for data migration mean customers can move their information freely, avoiding lock-in risks commonly associated with legacy ERP solutions.
Continuous Access: As a fully cloud-based system, customers retain ongoing access to their data throughout the relationship, ensuring business continuity even if organizational changes occur.
Aqilla offers highly flexible and scalable terms designed to let organizations easily scale up or down their usage as needs change. The platform operates on a subscription basis with no long-term contract lock-ins, allowing customers to add or remove users, modules, and even entire legal entities with minimal hassle. Pricing is "pay per user" and per company, meaning you can adjust your subscription—both upwards and downwards—at any point to fit your organizational size, team structure, or financial priorities.
Key points regarding Aqilla’s scalability:
Usage-Based Subscription: You pay only for what you use (number of users, companies/entities, and modules), and can increase or decrease these at any time in line with your organization’s requirements.
No Penalties for Scaling Down: There are no extra charges or penalties for reducing the number of users or features. You may freely reduce your user count, modules, or entities as your needs evolve—typically effective at the next monthly billing cycle.
Immediate Scalability: Adding users, activating additional companies, or unlocking more functionality is fast and simple, with changes reflected in your following invoice. This allows for temporary increases (such as during audits or peak business periods) without committing to higher costs long-term.
Flexible Contracts: Aqilla does not require long-term commitments; you can cancel or modify your plan at any time without facing punitive fees or notice periods beyond the current billing cycle.
Predictable Pricing: All software maintenance, support, and standard updates are included in the monthly fee, keeping scaling predictable and clear with no surprise costs attached to growth or contraction.
Automatic Subscription Renewal: Aqilla subscriptions typically renew automatically at the end of each billing cycle (monthly or annually), ensuring uninterrupted access unless cancelled by the customer before the next billing period.
Flexible Model—No Long-Term Lock-Ins: Aqilla offers a flexible, subscription-based service without requiring long-term, fixed contracts. Customers can scale usage up or down (add/remove users, features, entities), accompanying changes in organizational needs at any time, usually reflected from the following invoice cycle.
Billing Adjustments: Any changes in subscription fees (e.g., new features or user tiers) generally take effect at the start of the next billing period. Customers are notified in advance of any price increases, giving them the opportunity to modify or terminate their subscription before new rates apply.
Termination at Contract End: At the end of a contract or subscription period, you may choose to continue using Aqilla by renewing or elect to migrate to another platform, with full rights to your data.
Cancel Anytime Policy: Customers can cancel their Aqilla subscription at any time by notifying the company, typically by email or through the account management portal.
No Penalties or Hidden Fees: There are no cancellation penalties or surprise fees for early termination of your subscription. You only pay for the period of actual system use.
Final Access and Data Rights: After cancellation, customers retain access until the end of the current paid billing period. It is advised to export all necessary data by the agreed cancellation date, as access may be disabled thereafter.
No Refunds on Partial Period: Once the billing cycle is underway, refunds for unused days within a paid period are generally not issued. Any outstanding amounts or unused future services from the date of cancellation are not billed.
Data Portability: Aqilla supports full data export at cancellation, in structured, widely accepted formats (such as CSV or Excel), ensuring data portability and compliance with GDPR and privacy requirements.
Aqilla meets a strong set of compliance and security standards designed for modern finance operations:
ISO Accreditations: Aqilla’s hosting partners and data centers are ISO-certified, demonstrating adherence to internationally recognized information security management standards.
GDPR Compliance: The platform complies fully with GDPR and similar privacy laws. Customers retain all data ownership and benefit from strict processing, export, and “right to be forgotten” controls.
UK National Cyber Security Centre Principles: Aqilla’s cloud architecture is built in alignment with the UK’s National Cyber Security Centre’s 14 Cloud Security Principles, assuring regulatory and statutory compliance for cloud-hosted environments.
Enterprise-Grade Encryption: All data is encrypted in transit and at rest, meeting industry requirements for protecting sensitive information.
Automatic Backups and Disaster Recovery: Comprehensive disaster recovery and backup protocols support compliance with business continuity requirements.
Role-Based Access Controls: Finely-grained user permissions align with finance audit standards and internal governance needs.
