Envoice
By Envoice
Envoice typical implementation process:
Needs Assessment: Organizations begin by evaluating their accounting and expense management requirements to select the most suitable Envoice plan and features. This step ensures proper alignment with existing workflows and integration needs.
Account Setup: Users create their Envoice accounts, add business details, and configure fundamental settings like currencies, user roles, and permissions. This basic setup usually takes a few hours.
System Integration: Envoice is connected to existing accounting software, payment gateways, and document storage tools through automated integrations. This process is typically straightforward and accomplished within one to two days.
Data Import & Configuration: Historical data and prior expense records can be imported, and expense policies or approval workflows are customized to organizational requirements. This step generally takes one to three days, depending on data volume.
User Training: Teams receive onboarding through online tutorials, help center resources, or live support, enabling swift adoption and familiarization. Training can be completed within hours to a couple of days.
Envoice can be customized to fit specific business needs, offering flexibility across various workflow, automation, and integration scenarios.
Flexible Approval Workflows: Envoice supports configuring automated approval workflows, allowing businesses to create routing and control processes that match their internal policies rather than relying on rigid, default flows.
Integration with Existing Tools: The platform offers automated data syncing with a range of accounting software and business tools, which enables organizations to embed Envoice within their preferred tech stacks and business processes seamlessly.
Role-Based Access and User Management: Businesses can manage who submits, approves, or views expenses and invoices, tailoring user permissions and roles to organizational structures.
Document and Data Capture Automation: The AI-driven engine can be set up to handle repetitive tasks such as invoice data entry and sorting, and can adapt to differing document formats and sources used by various businesses.
Expense and Invoicing Settings: Companies can set custom expense categories, invoice templates, and reimbursement policies, aligning Envoice’s features with their unique bookkeeping rules.
Scalability for Firms and Enterprises: The solution is designed for both small businesses and large accounting firms, with customizable processes that scale and adapt as business needs and volumes change.
Envoice’s publicly available information and materials do not explicitly mention any setup fees, maintenance charges, or support fees associated with their platform. There is no direct reference to additional costs, such as onboarding fees, ongoing maintenance, or premium support charges, visible in the source provided.
More generally, common costs associated with billing and invoicing software, like Envoice, across the industry can include:
Initial setup or onboarding fees for configuration and integration.
Recurring subscription fees that might include some level of support and maintenance.
Optional premium support or dedicated account management fees.
Possible costs related to customizations, integrations, or data migration.
Envoice offers an onboarding experience and ongoing support for new users through several channels and resources.
Guided Account Setup: Step-by-step guides help users integrate Envoice with their accounting software, invite additional users, and configure company settings.
Mobile App Tutorials: New users receive instructions on downloading and utilizing the Envoice mobile app for convenient receipt capture, expense reporting, and on-the-go invoice management.
Knowledge Base and Support Center: The Envoice Support Center contains a comprehensive library of articles detailing core functions such as submitting purchase invoices, setting up approval workflows, and managing supplier invoices.
Quick Start and Product Demo Guides: Easy-to-follow reference materials, including account tours and feature walk-throughs, enable rapid familiarization with platform features.
Email & Live Chat Support: Users can contact the Envoice support team via email or initiate direct chat sessions for real-time assistance from within the platform.
Webinar Recordings: Envoice offers webinar replays for those seeking a more interactive or visual learning experience.
Envoice implements a set of security measures to protect customer data, focusing on confidentiality, integrity, and availability.
Cloud Security and Data Center Controls: Envoice leverages Google Cloud Platform (GCP), benefiting from world-class physical and network security, including frequent third-party audits, layered access controls, surveillance, and compliance with ISO 27001, SOC 2, PCI DSS, HIPAA, and other international standards.
Data Encryption: All customer data is encrypted at rest using AES-256 encryption, and all communication over public networks is encrypted using TLS 1.2 or higher, ensuring robust protection both in transit and at rest.
Access Controls and Least Privilege: Staff access is strictly controlled following the least privilege principle, with enforced two-factor authentication (2FA) for all production systems and continuous monitoring for compliance.
Vulnerability Management and Penetration Testing: Envoice conducts regular vulnerability scans and annual third-party penetration tests on its application and infrastructure, with tracked remediation for any issues discovered.
Threat Detection and DDoS Protection: The platform uses GCP threat detection and DDoS mitigation (Cloud Armor) to proactively identify and block suspicious activities, including sophisticated Layer 7 DDoS attacks.
Disaster Recovery & Uptime: Services are distributed across multiple availability zones with dynamic scaling and disaster recovery processes, ensuring high availability and rapid recovery if a region outage occurs.
Segregation of Environments: Production, staging, and test environments are strictly separated, with no customer data used in non-production environments.
Strong Data Privacy Practices: Envoice maintains a detailed privacy policy and offers direct contact with its Data Protection Officer (DPO) to address privacy-related inquiries and concerns.
Vendor Security Assessments: All vendors undergo a security assessment before engagement, and are continuously monitored to ensure security standards are maintained.
Envoice regularly releases updates to its platform, focusing on performance improvements, usability enhancements, and new features.
Ongoing and Incremental: Product updates are published on Envoice’s official blog, with major and minor changes communicated to users. Release notes from 2024 and previous years indicate enhancements appearing several times each year.
Change Announcements and Documentation: Updates—including those affecting user roles, permissions, and functional workflows—are described in published release notes. These communications inform users of the content and timing of upcoming changes, allowing organizations to adapt accordingly.
Envoice’s policies on data ownership and portability are shaped by standard SaaS data practices and relevant EU data regulations, including GDPR and the EU Data Act. Here are the core principles:
Customer Ownership: Customers retain full ownership of any data they input or generate within Envoice. The platform acts strictly as a processor, managing and protecting the data on behalf of the customer.
Access Rights: Customers have the right to access, manage, and control their data at any time, aligning with the expectations of data sovereignty and GDPR requirements.
Export Capabilities: Envoice offers data export features allowing users to download or transfer their data in interoperable, structured, and commonly used electronic formats.
Support for Migration: Under the EU Data Act and its Data Processing Agreement, Envoice is obligated to facilitate customers wishing to move their data to another provider, offering technical and organizational support throughout the migration process.
No Vendor Lock-In: The company’s compliance with the EU Data Act ensures users are not locked into the Envoice ecosystem; customers must be able to retrieve all their data easily and securely if required to change providers.
Envoice allows organizations to scale their subscription plans up or down as business needs change, with self-service management tools and transparent plan switching processes.
Self-Service Upgrades and Downgrades: Organizations can upgrade or downgrade their Envoice subscription directly within the platform by navigating to the subscription management area. This flexibility permits adapting to changing team sizes or feature needs at any time.
Immediate Plan Switching: Changes to the plan—whether increasing or decreasing tier—can typically be enacted with immediate effect, though billing adjustments may be prorated depending on the specific change and billing cycle.
Monthly and Annual Billing Options: Envoice supports both monthly and annual billing cycles, making it possible to align costs closely with actual usage, and to scale up or down on either schedule as business volume fluctuates.
No Lock-In and Easy Transitions: The absence of long-term lock-in and the ability to change plans as needed offer organizations the agility to expand or shrink usage without penalty, ensuring ongoing alignment with operational needs.
Envoice provides clear, self-service terms for both contract renewal and cancellation, following industry-standard SaaS practices.
Automatic Renewal: Envoice subscriptions typically renew automatically at the end of each billing period (monthly or annually) unless actively cancelled by the admin user.
User Notification: Customers can review and manage their renewal status in the subscription settings. Prior to renewal, users may receive billing notices or reminders.
Continuous Service: Renewal enables continued use of all Envoice features without interruption, supporting uninterrupted expense and invoicing workflows.
Who Can Cancel: Only administrator users can cancel a paid subscription or trial account via the Envoice platform settings.
Notice Period
For paid subscriptions, a one-month cancellation notice period applies; the cancellation will take effect after this period.
Trial subscriptions are deleted immediately upon cancellation.
Final Invoicing: A final invoice is generated for the uncharged period and remaining services at the time of cancellation.
Data Handling
Upon cancellation:
Organizational data is archived for 30 days, during which users can export data they wish to retain access to.
After 30 days, all account information and related data are permanently deleted.
Multiple Subscriptions: Cancelling one subscription does not affect other company accounts linked to the same billing account; each must be managed separately.
Account Access: Users retain limited access after cancellation, such as signing in to Envoice to create a new company account or change personal preferences.
Envoice meets several important international compliance standards for security, privacy, and data protection, leveraging reputable certifications through its cloud infrastructure and operational practices.
ISO/IEC 27001 and ISO/IEC 27017: Google Cloud Platform (GCP), which hosts Envoice, holds ISO/IEC 27001 (information security management) and ISO/IEC 27017 (cloud security) certifications.
SOC 1, SOC 2, SOC 3: GCP undergoes independent audits for Service Organization Control standards, which assess security, availability, processing integrity, confidentiality, and privacy.
PCI DSS: GCP is PCI DSS (Payment Card Industry Data Security Standard) certified, ensuring protection for payment data should transactions flow through the platform.
HIPAA: GCP supports HIPAA (Health Insurance Portability and Accountability Act), safeguarding sensitive healthcare-related information.
CSA STAR: Certification under the Cloud Security Alliance (CSA) STAR program indicates a high level of transparency, rigorous cloud security controls, and continued improvement.
FedRAMP: GCP compliance with FedRAMP demonstrates adherence to rigorous federal government cloud security standards, particularly for U.S. public sector clients.
