AP Automation & Document Management Systems
Case reference FOI2026/02054
Received 23 September 2026
Published 19 October 2026
Request
I am writing to make a request under the Freedom of Information Act 2000 for the following information relating to your organisation's Accounts Payable Automation and Document Management systems.
Accounts Payable Automation Software
1. Who is your current accounts payable automation software provider, and what is the product name?
2. What is the contract start date and end date, including any optional extension periods?
3. How many licensed users are currently on the platform?
Document Management System
1. Who is your current document management system provider, and what is the product name?
2. What is the contract start date and end date, including any optional extension periods?
3. How many licensed users are currently on the platform?
Response
Thank you for your recent request under the Freedom of Information Act.
I am writing to make a request under the Freedom of Information Act 2000 for the following information relating to your organisation's Accounts Payable Automation and Document Management systems.
Accounts Payable Automation Software
1. Who is your current accounts payable automation software provider, and what is the product name?
Proactis; Unit4 - Business World ERP (Accounts Payable Module).
2. What is the contract start date and end date, including any optional extension periods?
Proactis - end 28/02/2027; Business World - end 30/04/27.
3. How many licensed users are currently on the platform?
Proactis licence is based on Invoice volumes processed; Business World - approx. 750 user licences for full ERP.
Document Management System
1. Who is your current document management system provider, and what is the product name?
SharePoint is used as the overall document store within the Council, we do not have a corporate Document Management Solution.
Specific smaller solutions are used within some Services and these are linked to the Business system used by the Service.
2. What is the contract start date and end date, including any optional extension periods?
SharePoint is included as part of the Council’s overall Microsoft agreement. This information is available on the Council website - https://www.guildford.gov.uk/DoingbusinesswithGBC
3. How many licensed users are currently on the platform?
750.
Yours sincerely
FOI Team
Guildford Borough Council
Documents
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