Typical implementation process for AvidXchange are listed below:

1. Initial Setup and Integration: AvidXchange's solutions are designed to integrate seamlessly with a company's existing accounting system or ERP. The initial setup involves configuring the software to work with the company's specific systems and processes. 

    

2. Customization and Workflow Creation: The software allows for the creation of custom workflows with 24/7 visibility into bill payment status and approvals. This ensures that the accounts payable team can maintain their current systems while benefiting from efficient invoice processing. 

    

3. Training and Onboarding: AvidXchange provides a structured onboarding experience, including user training to ensure a smooth transition. The training is designed to educate the AP staff on creating payments and making the operations staff aware of process changes. 

    

4. Testing: Before going live, there is a phase of setup and testing to ensure that everything is functioning as expected. This includes a live payment upload test to verify that the system is ready for actual use. 

    

5. Go-Live: Once testing is completed and the system is fully set up, the portal goes live, and check runs and vendor setup are initiated through AvidPay. 

    

6. Ongoing Support: After implementation, AvidXchange provides ongoing support and has a supplier services team that proactively enrolls new suppliers into the AvidPay Network. 

AvidXchange software offers a range of customization options to fit specific business needs, as evidenced by the following data points: 

1. Industry-Specific Solutions: AvidXchange provides tailored solutions for various industries, including real estate, construction, financial services, and healthcare, ensuring that the software meets the unique requirements of each sector. 

    

2. Customizable Workflows: The software allows for customizable approval workflows, enabling businesses to match their current approval processes and reduce inefficiencies while maintaining control and staying organized. 

    

3. Integration with Accounting Systems: AvidXchange integrates with hundreds of widely used accounting systems and ERPs, allowing businesses to keep their current systems intact while streamlining their entire AP process. 

    

4. Customizable Invoice Templates: AvidXchange offers standard invoice templates that can be customized, allowing businesses to continue using formats they are accustomed to. 

    

5. Flexible Payment Options: AvidXchange provides various payment methods, such as AvidPay, virtual card, or physical check, giving businesses the flexibility to pay suppliers in the manner they prefer. 

AvidXchange offers a comprehensive range of training and support options to new users to ensure they can effectively utilize the software: 

1. AvidXchange Academy: A virtual resource center dedicated to customer success, offering enhanced learning and training opportunities. It provides users with access to free on-demand resources, formal training programs, and a community of fellow customers for networking and sharing best practices. 

    

2. Formal Training: This includes the AvidXchange Certified Administrator Program, a five-week curriculum built for AP leaders who manage the configuration and maintenance of AvidXchange portals. Completing the training can earn users valuable Continued Professional Education (CPE) credits. 

    

3. Customized Training: Users can participate in training specific to their needs led by an AvidXchange training expert, ensuring that the learning experience is tailored to the unique requirements of their organization. 

    

4. On-Demand Resources: The AvidXchange Knowledge Center is a self-help information base accessible to all users. Additionally, the AvidXchange eLearning library offers online courses on various topics, allowing users to complete them at their own pace. 

    

5.  Community Engagement: Users can join the customer community and participate in monthly educational webinars, connecting with others in the AP industry to collaborate and maximize the usage of AvidXchange products. 

    

6. Support Options: AvidXchange provides support through a Knowledge Base, FAQs/Forum, Email/Help Desk, Chat, and Phone Support, ensuring that users can get help through their preferred method of communication. 

AvidXchange security measures:

1. Layered Security Measures: AvidXchange uses a multi-layered approach to security, which includes various levels of controls and defenses to protect against unauthorized access and data breaches. 

    

2. Automatic Fraud Prevention Tactics: The company implements automatic systems designed to detect and prevent fraudulent activities, enhancing the security of transactions and sensitive information. 

    

3. Industry Standard Compliance and Training: AvidXchange aligns with industry standards for data security, such as the Payment Card Industry Data Security Standard (PCI DSS). This compliance is critical for companies that accept and process payment information. Additionally, the company provides training to ensure that their staff is knowledgeable about best practices in cybersecurity. 

    

4. Encryption of Critical Data: To safeguard sensitive information, AvidXchange encrypts critical data, ensuring that it remains protected during transmission and storage. 

    

5. Network Security Measures: The company employs robust network security measures to prevent unauthorized access and ensure the integrity and availability of their network and data. 

AvidXchange continuously modifies its services to provide additional or improved functionality and corrections. The company agrees to accept all modifications that AvidXchange, in its sole discretion, may make to the services and provide to the customer at no additional charge. This indicates that updates are managed internally by AvidXchange and are part of the ongoing service provided to customers, ensuring that they always have access to the latest features and improvements. The specific frequency of these updates is not detailed, but the process is designed to be seamless and integrated, requiring no additional action or cost from the customer. 

AvidXchange's policy on data ownership and portability is outlined in their terms and conditions and privacy policies, providing clear guidelines on how data is handled: 

1. Data Ownership: According to the AvidXchange Supplier Services Terms and Conditions, AvidXchange retains ownership of all data related to the AvidPay Network and its use that is not specific to and does not identify the supplier. This includes technical, aggregated, or anonymized data. However, the supplier owns their specific data, referred to as Supplier’s Data, which is subject to confidentiality and privacy obligations set forth in the agreement. 

    

2. Data Portability: AvidXchange's privacy policy grants users the right to data portability. This means users have the right to receive a portable copy of their personal information that AvidXchange maintains. Users can exercise this right by completing and submitting a webform, and AvidXchange will confirm receipt of the request and explain how it will be processed. The company requires users to verify their identity before responding to such requests, ensuring the security and proper handling of the data. 

1. Customizable Workflows: AvidXchange allows businesses to create custom workflows that suit their specific goals and needs. This flexibility is crucial for scaling, as it enables companies to adjust their processes as their business grows or changes. 

    

2. Integration with Popular Systems: AvidXchange supports over 225 integrations with widely used accounting systems like QuickBooks, Sage, and Oracle NetSuite. This extensive integration capability ensures that businesses can scale without losing functionality or having to switch to new systems. 

    

3. Cloud-Based Solutions: The cloud-based nature of AvidXchange’s software solutions provides additional conveniences, such as the ability to manage and track workflows from anywhere at any time. This feature is particularly beneficial for businesses looking to scale, as it supports remote work and distributed teams. 

    

4. Scalability for Growing Workloads: AvidXchange's suite is excellent for scaling as it allows the current team to more easily keep up with a growing workload. This capability ensures that businesses can handle increased volume without necessarily increasing headcount. 

    

5. Customization According to Business Needs: As businesses grow, their needs become more complex. AvidXchange’s software allows for the customization of workflows, approval processes, and policies based on department, office, or company needs, ensuring that the software can meet the company’s evolving requirements. 

AvidXchange terms and conditions:

1. Right to Terminate: If AvidXchange implements changes that materially adversely affect the customer, and if AvidXchange does not agree to modify these changes to mitigate the adverse effects, the customer has the right to terminate the agreement. This termination can occur if the customer notifies AvidXchange in writing within 30 days following the implementation of such changes. 

    

2. Modifications to Services: AvidXchange may modify or discontinue any Supplier Service or feature at any time and in its sole discretion. This includes the ability to introduce new or additional services or features through AvidXchange’s Network. 

    

3. Changes to Terms and Conditions: AvidXchange reserves the right to modify the Terms and Conditions and the AvidXchange Supplier Services Procedures at any time. Changes to fees charged for Supplier Services, such as Cashflow Manager, AvidPay Direct, and Invoice Accelerator, can also be modified at AvidXchange’s discretion. Suppliers are notified of these changes through the AvidXchange website, email, or other reasonable means of communication. 

    

4. Continued Use Constitutes Agreement: The supplier agrees that continued use of the Supplier Services or AvidXchange’s Network after changes have been communicated will constitute their agreement to any such changes. 

AvidXchange software meets several key compliance standards to ensure the security and integrity of its services: 

1. PCI DSS Compliance: AvidXchange adheres to the Payment Card Industry Data Security Standard (PCI DSS), which is a set of security standards designed to ensure that all companies that accept, process, store, or transmit credit card information maintain a secure environment. 

    

2. Industry Standard Compliance and Training: AvidXchange ensures the safety of data through compliance with industry standards and provides training related to these standards. This includes implementing layered security measures and automatic fraud prevention tactics. 

    

3. Web Content Accessibility Guidelines (WCAG) Compliance: AvidXchange aims to follow the WCAG 2.1, Level AA standards, set forth by the World Wide Web Consortium. This compliance ensures that their web content is accessible to a wider range of people with disabilities.