Fraxion typical implementation process:
Discovery and requirements scoping – Fraxion’s team works with stakeholders to understand current procurement and AP processes, ERPs in use, approval structures, budgets, and which modules are in scope (requisition-to-PO, AP automation, expenses, analytics, etc.).
Solution design and configuration – The implementation team configures workflows, approval hierarchies, user roles, cost centers, GL mappings, budgets, catalogs/PunchOuts, and policy rules to match the customer’s processes, often using best-practice templates for mid-size organizations.
ERP and system integration setup – Connectors or file/API integrations are set up to the customer’s ERP/accounting system (e.g., Sage, Dynamics, NetSuite), including mappings for vendors, accounts, tax codes, and posting logic for POs and approved invoices.
Data preparation and migration – Supplier lists, users, cost centers, and initial catalog items are cleansed and imported into Fraxion; historical data is selectively loaded if needed for reporting or continuity.
AP automation and InvoiceAI tuning – Invoice capture and AI extraction models are configured and tested, including 2‑/3‑way matching rules, tolerance thresholds, exception routing, and approval flows.
Pilot deployment and UAT – A pilot group (often finance, procurement, and a few departments) runs live transactions in Fraxion, validating end-to-end flows from requisition through invoice posting and refining configuration based on feedback.
Training and change management – Admin, approver, and requester training is delivered via workshops, documentation, and videos, focusing on creating requests, approving on web/mobile, and interpreting spend dashboards.
Fraxion is designed to be highly configurable so it can align with different procurement, AP, and expense workflows across industries.
Approval workflows (for requisitions, POs, invoices, expenses, and travel) can be configured with multi-level routing, role-based approvers, and conditional rules by amount, category, project, or department.
Budget controls are configurable, allowing organizations to define budgets by cost center, project, or GL account and to choose whether budget checks are hard stops or soft warnings at request time.
Policy rules can be tailored to enforce internal purchasing and T&E policies, including mandatory fields, preferred vendors, spend thresholds, and category-specific restrictions.
Catalogs and PunchOut setups can be customized per supplier, commodity, location, or business unit, with different item lists, pricing, and contract terms.
Vendor data structures, vendor rating criteria, and required onboarding information can be adapted to the organization’s supplier management standards.
InvoiceAI configuration (invoice templates, tolerance thresholds, matching rules, and exception paths) can be tuned to match each organization’s AP policies and risk appetite.
Expense and travel request forms can be configured with fields for projects, per diem types, cost centers, and custom categories, as well as tailored approval flows.
ERP integrations are implemented with customer-specific mappings for GL codes, tax codes, vendor IDs, dimensions, and posting rules for different ERPs such as Sage, Dynamics, NetSuite, Acumatica, and others.
User roles and permissions are configurable so that requesters, approvers, finance, procurement, and auditors see different menus, data, and actions according to internal segregation-of-duties requirements.
Dashboards and analytics can be filtered and configured by user role, region, department, supplier, and category so stakeholders see spend and KPIs relevant to their responsibilities.
Fraxion’s total cost typically includes subscription fees plus deployment and ongoing service components, but there is no fixed public setup fee listed, and details are quote-based.
The investment is described as comprising user subscription fees, deployment (implementation) services, and hosting and support, which are scoped per customer based on users, modules, AP automation, and integration needs.
Independent reviews note that Fraxion has relatively high implementation costs compared with some competitors, reflecting configuration, integration, and training effort, but that these are one‑time and followed by comparatively low per‑user subscription fees.
Pricing pages and comparison sites indicate no standard “entry-level setup fee” line item in the public plans, implying that setup is built into custom deployment services rather than a flat, published charge.
Additional recurring costs can include extras such as fees for additional PunchOut vendors (one review cites about $60 per month per extra PunchOut), and potentially other integration add‑ons depending on the ERP landscape.
Fraxion provides structured implementation-led training plus ongoing multi-channel support for new users.
During deployment, Fraxion’s implementation consultants deliver customer-facing services that include configuration workshops, admin training, and guided onboarding for finance, procurement, and requester users, often supported by live web sessions and project documentation. For many sectors (such as education), Fraxion emphasizes “minimal training” for end users due to its simple UI, but it works with customers to configure charts of accounts, budgets, and business rules as part of onboarding.
Fraxion uses a combination of SOC 2–2-aligned controls, secure hosting, and strong access management to protect customer data.
Key security measures include SOC 2 compliance with regular independent audits covering security, availability, processing integrity, confidentiality, and privacy, demonstrating a formalized security and data protection program. Fraxion is hosted on Microsoft Azure (including FedRAMP-approved infrastructure for government use cases), and the platform is continuously monitored for vulnerabilities, with ongoing threat assessment and penetration testing performed by third parties.
Access to the application is protected by robust authentication, with Fraxion’s own auth service plus support for OAuth, SAML, and MFA when integrated with enterprise identity providers such as Active Directory. Role-based access control ensures users only see data and functions appropriate to their profile, limiting general user access to ERP systems while maintaining accurate financial records via secure integrations.
Fraxion releases updates on a continuous, incremental basis and manages them as part of its cloud service rather than through customer-run upgrades.
The platform is delivered as SaaS, so new features, enhancements, security fixes, and performance improvements are rolled out regularly to all tenants, with customers automatically benefiting from the latest version without manual patching.
Fraxion keeps customers as owners of their data and provides multiple ways to access and export it.
Fraxion’s privacy policy states that personal, company, and contact information submitted is treated as confidential and used only to deliver requested services, not sold or shared with unrelated third parties, with disclosures limited to affiliates, partners involved in service delivery, or where required by law. The policy emphasizes a “rigorous data security program” aligned with GDPR and other data protection laws, which in practice means customers remain data controllers for their business data while Fraxion acts as a processor providing the spend management service.
Fraxion uses a subscription model that can be adjusted as your organization grows or contracts, but the exact mechanics are contract-specific and quote-based.
User and module counts are licensed on subscription, and you can typically add more users, entities, or features (such as AP automation or PunchOut) mid-term via a change order or amended subscription, with fees prorated for the remaining term.
Public information does not define a universal policy for reducing licenses mid-term; most references imply that downsizing (fewer users or modules) usually takes effect at the next renewal rather than generating mid-term refunds, so rightsizing is often done at renewal time.
When scaling up, additional implementation or configuration services may be required (for example, rolling out to new entities, ERPs, or business units), which are scoped and billed as separate professional services on top of the incremental subscription.
Fraxion uses a subscription model with renewal and cancellation terms defined in its hosting/subscription agreements, which can vary by customer and region.
Contracts are time-bound subscriptions (for example, 12‑month terms) for use of the hosted application, with the agreement stating that the terms govern access to the hosted service for the duration of the subscription term.
The hosting subscription agreement notes that software updates are included during the subscription term at no additional fee, while certain major new functionality may be charged separately, so continued access to maintenance and standard updates depends on keeping the subscription active.
Renewal is generally automatic under the same or updated terms unless the customer provides notice of non-renewal within a specified advance notice period (the precise notice window is defined in the individual contract and is not published as a single global rule).
Cancellation before the end of the committed term is not described as freely pro‑rata refundable in public documents; reference materials highlight that cancellation and refund policies can vary based on specific subscription terms and recommend reviewing the contract at purchase time.
On termination or expiry, the agreement specifies that the customer’s right to use the hosted applications ends, but contractual data-handling and confidentiality commitments continue for a defined survival period.
Fraxion’s flagship compliance standard is SOC 2, supported by secure, certified hosting and alignment with major data protection laws.
Fraxion is explicitly stated to be SOC 2 compliant and undergoes regular independent audits against the AICPA Trust Services Criteria for security, availability, processing integrity, confidentiality, and privacy, demonstrating a formal control framework for its SaaS platform.
The solution is hosted on Microsoft Azure, including FedRAMP‑approved Azure environments for government use cases, so it inherits Azure’s security and compliance posture (such as ISO and FedRAMP certifications) for infrastructure-level controls.
Fraxion
By Fraxion US, LLC
