Xeeva

The implementation process at Xeeva is designed for speed and minimal IT disruption. For Spend Analytics, the journey begins with a 'Data Discovery' phase where 12 months of historical spend files are collected. Xeeva’s AI then performs an initial 'Data Pre-Processing' to cleanse and map the data, a process that typically takes 4-6 weeks for full enterprise visibility. For Procure-to-Pay (P2P), Xeeva offers an 'Express Implementation' program that can go live in less than 4 weeks by using out-of-the-box best practice templates and pre-configured supplier punchouts. The phased approach includes Planning, Design, User Acceptance Testing (UAT), and finally, a Go-Live support period to ensure high user adoption.

Xeeva offers extensive customization capabilities, particularly through its 'Category-Specific Guided Forms' and flexible approval workflows. Users can configure requisition forms to require specific attributes (like material specs for cutting tools vs. labor requirements for staffing) without needing custom code. The UI can be themed to match corporate branding, and the platform’s open API architecture allows for deep integration with existing ERPs like SAP, Oracle, and Microsoft Dynamics. Additionally, Xeeva’s taxonomy can be tailored to align with an organization's specific internal accounting codes and cost center structures.

Beyond the base subscription fee, clients may encounter costs for complex ERP integrations, extensive custom development, or premium support tiers. While the 'Express Implementation' is often included or offered at a fixed price, large-scale enterprise data cleansing projects involving multi-ERP consolidation may incur one-time professional services fees. Maintenance, hosting on AWS, and standard product updates are typically covered by the annual subscription. Training beyond the initial onboarding—such as recurring live training for new business units—may be billed as additional services.

Xeeva provides a comprehensive training ecosystem to ensure successful platform adoption. This includes 'In-Person' training for key administrators, live online webinars for end-users, and a library of on-demand documentation and help guides. During the implementation phase, Xeeva follows a 'Train-the-Trainer' model but also offers direct user training sessions. For suppliers, Xeeva provides a specialized onboarding portal with step-by-step instructions on registration and catalog management. Ongoing support is bolstered by a dedicated Customer Success Manager who provides periodic 'health checks' and retraining sessions as new features are released.

Xeeva employs enterprise-grade security protocols to protect sensitive procurement data. The platform is cloud-native and hosted on AWS, benefiting from its global security infrastructure. Data is encrypted both at rest and in transit using SSL/TLS protocols. Access control is managed through Multi-Factor Authentication (MFA) and Single Sign-On (SSO) integrations. As a Simfoni company, Xeeva aligns with SOC 2 Type II standards, ensuring that its operational controls are independently audited for security, availability, and confidentiality. Regular penetration testing and vulnerability assessments are performed to maintain a robust security posture against emerging threats.

Xeeva maintains a consistent release cadence, typically deploying minor enhancements and bug fixes monthly, with major feature releases occurring quarterly. A hallmark of Xeeva’s deployment model is that its cloud-native architecture allows for seamless upgrades without requiring downtime for the customer. Clients are notified of upcoming 'Release Highlights' through the user portal and dedicated emails. These updates often include enhancements to the AI models (XVA Platform), new supplier discovery features, and UI improvements based on user feedback. Legacy versions are generally phased out as customers are moved to the latest, most secure version of the SaaS platform.

Xeeva’s policy is that the customer retains 100% ownership of their data. This includes all transactional records, supplier information, and enriched spend data. In the event of contract termination, Xeeva provides standard export options—typically in CSV or XLSX formats—to ensure data portability. While Xeeva’s AI learns from anonymized, aggregated data patterns across its entire user base to improve its categorization accuracy, individual customer data is strictly siloed and never shared. Data retention policies are configurable to meet corporate compliance or legal requirements.

The Xeeva platform is built on a distributed, cloud-native architecture designed to handle massive scale. It currently manages over $10 billion in spend across hundreds of global locations. The system can support thousands of concurrent users and ingest millions of line items without performance degradation. Scaling is as simple as adding new business units or ERP instances to the existing environment. Because the platform uses 'Intelligent Opportunities' and 'Automated Spot Buying,' it allows procurement teams to manage significantly larger spend volumes without a linear increase in headcount, making it an ideal choice for fast-growing global enterprises.

Contracts for Xeeva are typically structured as multi-year SaaS subscriptions (1 to 3 years) with annual billing. Terms include standard Service Level Agreements (SLAs) for system uptime (99.5%+) and support response times. Renewal processes usually begin 90 days prior to contract expiration. Cancellation requires a notice period, often 60-90 days, and includes provisions for final data exports. As a Simfoni company, Xeeva also offers 'Composable' terms, which may include pay-as-you-go elements for specific modules or managed service components.

Xeeva is built to meet the rigorous compliance needs of global enterprises. The platform is GDPR compliant for data privacy and supports various regional tax regulations (like GST in India). For clients in highly regulated sectors, Xeeva’s P2P module ensures adherence to corporate sourcing guidelines and prevents maverick spend through mandatory approval workflows and 'Preferred Supplier' flags. The company’s processes are aligned with ISO 27001 and SOC 2 Type II standards. Additionally, for its pharmaceutical and healthcare clients, Xeeva provides tools to help maintain compliance with quality standards and healthcare reform requirements through granular spend visibility and audit trails.