Implementing Invoiced typically involves several key steps to ensure a smooth transition and effective use of the platform. Here's a step-by-step overview of the process:
Initial Consultation: The process begins with an initial consultation where Invoiced's team works with your business to understand your specific needs and objectives. This helps in tailoring the implementation plan to suit your requirements.
System Configuration: Next, the platform is configured to align with your business processes. This includes setting up invoice templates, payment gateways, and integrating with your existing accounting systems.
Data Migration: During this phase, your existing data, such as customer information, outstanding invoices, and payment histories, is migrated to the Invoiced platform. This step is crucial for ensuring continuity and accuracy.
Customization: Invoiced can be customized to fit specific business needs. This includes creating custom workflows, setting up automated reminders, and configuring reporting tools to provide the insights you need. The platform's flexibility allows for extensive customization to match your unique business processes.
Training and Onboarding: Once the system is configured and data is migrated, training sessions are conducted for your team. This ensures that everyone is familiar with the platform's features and can use it effectively.
Testing and Validation: Before going live, the system undergoes thorough testing to ensure everything is working correctly. This includes validating data accuracy, testing integrations, and ensuring that all customizations function as intended.
Go Live: After successful testing, the platform goes live. During this phase, Invoiced's support team is available to assist with any issues that may arise and to ensure a smooth transition.
Ongoing Support and Optimization: Post-implementation, Invoiced provides ongoing support to help you optimize the use of the platform. This includes regular updates, troubleshooting, and additional training as needed.
The entire implementation process can vary in duration depending on the complexity of your business needs and the extent of customization required. On average, it can take anywhere from a few weeks to a couple of months.
Invoiced offers extensive options to tailor the platform to your specific business needs. Here are some key customization features:
Multi-Currency and Multi-Language Support: Customize the platform to handle multiple currencies and languages, catering to a global clientele.
These customization options make Invoiced a versatile solution that can adapt to the unique requirements of different businesses, enhancing efficiency and improving financial management.
Invoiced's pricing structure typically includes various components such as subscription fees based on the number of invoices processed and the features required. While the platform itself offers flexible pricing plans, there may be additional costs associated with setup, maintenance, and support. Setup fees can vary depending on the complexity of your implementation and any customizations needed. Maintenance and support charges are often included in the subscription plans, but for more advanced support or additional services, there might be extra fees.
Invoiced offers comprehensive training and support to ensure new users can effectively utilize the platform. This includes:
Training Resources: Access to a variety of training materials, including video tutorials, webinars, and documentation, to help users understand and maximize the platform's features.
Customer Support: Ongoing customer support is available through various channels, including email, phone, and live chat, to assist with any issues or questions.
Invoiced takes data security very seriously and has implemented several measures to protect user data:
PCI-DSS Level 1 Compliance: Invoiced is PCI-DSS Level 1 compliant, which is the highest standard for payment card security. This ensures that all cardholder data is handled with the strictest security controls.
SOC 2 Compliance: The platform is also SOC 2 compliant, which means it adheres to rigorous standards for data security, availability, processing integrity, confidentiality, and privacy
HIPAA Compliance: For businesses in the healthcare sector, Invoiced is HIPAA compliant, ensuring that all protected health information (PHI) is handled securely.
Data Encryption: All data transmitted between users and the platform is encrypted using industry-standard protocols to prevent unauthorized access.
Regular Security Audits: Invoiced undergoes regular security audits and assessments to identify and mitigate potential vulnerabilities.
These measures collectively ensure that Invoiced provides a secure environment for managing accounts receivable and handling sensitive financial data.
Invoiced typically releases updates regularly to ensure the platform remains secure, efficient, and up-to-date with the latest features. These updates can include new functionalities, security patches, and performance improvements. The exact frequency of updates can vary, but they generally follow a structured release management process. This process involves planning, development, testing, and deployment to minimize disruptions and ensure a smooth rollout. Users are often notified in advance of major updates, and the platform may offer options for automatic updates or manual installation, depending on user preferences.
Invoiced's policy on data ownership ensures that businesses retain full ownership of their data. This means that all customer information, transaction records, and other data stored on the platform belong to the business, not Invoiced. Regarding data portability, Invoiced complies with regulations such as GDPR, which mandate that businesses must be able to export their data in a structured, commonly used, and machine-readable format. This allows businesses to transfer their data to other service providers if needed, ensuring flexibility and control over their information.
Invoiced offers flexible terms for scaling up or down based on organizational needs. As your business grows or changes, you can easily adjust your subscription plan to accommodate the new volume of invoices, additional features, or increased user access. This scalability ensures that you only pay for what you need, making it cost-effective and adaptable to your business's evolving requirements. If you need to scale down, Invoiced allows you to modify your plan accordingly, ensuring that you can manage costs effectively without compromising on essential features.
Invoiced typically offers flexible terms for contract renewal and cancellation to accommodate the varying needs of businesses. Here are some key points:
Automatic Renewal: Many Invoiced contracts include an automatic renewal clause, also known as an "evergreen clause." This means the contract will automatically renew for a specified term unless either party provides notice of non-renewal within a predetermined timeframe. For example, a contract might automatically renew for another year unless notice is given 30 to 60 days before the end of the current term.
Negotiated Renewal: In some cases, contract renewals may require active negotiation between the parties. This allows for adjustments to the terms based on changing business needs or market conditions. Both parties must agree to the new terms before the contract continues.
Notice Period: The notice period for non-renewal or cancellation is typically specified in the contract. This period can vary but is often between 30 to 90 days. Providing notice within this timeframe is crucial to avoid automatic renewal or to cancel the contract without penalties.
Cancellation Fees: Depending on the terms of the contract, there may be cancellation fees if the contract is terminated before the end of the agreed term. These fees are usually outlined in the contract and can vary based on the remaining duration and the specific terms agreed upon.
Invoiced meets several key compliance standards to ensure the security and reliability of its platform:
PCI-DSS Level 1 Compliance: Invoiced is PCI-DSS Level 1 compliant, which is the highest standard for payment card security. This ensures that all cardholder data is handled with the strictest security controls.
SOC 2 Compliance: The platform is SOC 2 compliant, adhering to rigorous standards for data security, availability, processing integrity, confidentiality, and privacy. This compliance is crucial for businesses that handle sensitive financial data.
HIPAA Compliance: For businesses in the healthcare sector, Invoiced is HIPAA compliant, ensuring that all protected health information (PHI) is handled securely and in accordance with regulatory requirements.
GDPR Compliance: Invoiced complies with the General Data Protection Regulation (GDPR), ensuring that personal data of EU citizens is processed lawfully, transparently, and securely.
E-Invoicing Compliance: Invoiced supports compliance with various e-invoicing mandates and standards, such as European EN 16931 and advanced electronic signatures. This ensures that electronic invoices meet regional legal and tax requirements.
These compliance standards help ensure that Invoiced provides a secure and reliable platform for managing accounts receivable, protecting sensitive data, and meeting regulatory requirements.
