General Questions

Zahara makes buying better. Zahara is all about control and visibility of your organisational spend. Our multi-step approval workflows make pre-spend (purchase requisition / purchase orders) faster and more efficient and make invoice processing smoother and easier so your suppliers get paid faster. Perhaps you have nothing in place already for PO's, or perhaps you have a spreadsheet or send off supplier orders using word documents. One of the main differences with Zahara and say your accounts system is that you don't want your staff to have access to your accounts. Zahara allows everyone you need to have access - in a very affordable way - and allows you to control what they can do and see. Zahara is a complete Financial Approval Platform
Yes. You can import suppliers, account / ledger codes and products. Its very easy, You download our CSV templates. Populate them with your information (assumes you can bulk export from your accounts system), and then import them back into Zahara.
Firstly because it's Sage. That's not an easy program to share out to multiple users. Zahara is cloud-based. This means anyone on any device can access it and place orders. You can also setup approvals so heads of department can approve spend while out and about on their phones. You can't do that with Sage easily or at all. Zahara provides more delegation and empowerment to colleagues buying things and gives instant information to the accounts team. Sage produces a brilliant P&L but was the Purchase Order module an afterthought or too heavily geared towards manufacturing companies buying stock ? Zahara is easy to use, fast to learn and quick to deploy.
Yes. We have a desktop tool called SmartSync that will pull down all of your supplier and coding information and push it into your Zahara account. You can then sync as often as you like.
You can create virtually any approval process in Zahara. You can create as many approval processes as you need with different conditional entry points and each workflow / approval step can have its own condition as well. These conditions include the amount, the buyer, the budget condition and any value in a custom field.
Yes. As part of a workflow process, you can set it so the supplier is emailed the PDF of a Purchase Order. This could be as soon as the PO is raised or after being sent for approval. You can also download the PDF to your computer and email it yourself if you prefer. You create workflows in the Division settings. Workflows belong to Divisions. Follow the Help guide on how to add a workflow.
Yes. You can GRN a PO either in part or whole. You can set roles so that specific people - ie Goods In or Warehouse can receipt your orders. We have a coding with coloured lorries to say whether it matches exactly, is under or over.
We have 3 distinct versions of Zahara that is available from the pricing page above. You can click through and buy one of those packages. You can also pay annually and save on 2 months payments. If you require an unlimited subscription get in contact so we can propose pricing to you.
Yes. We are very happy to take an annual payment of 10 x the monthly cost - so a discount for annual payments over the same price if paid monthly.
You will get your own account as part of the trial and can do what you like for the trial period of 30 days. You can create as many users as you need and have full use of the system. We will however, restrict outbound emails to our SMTP server and add a small advertising footer on the PDF of the purchase orders. We have to incentivise you to take the product! If you take a subscription at any time afterwards, we will unlock the number of user accounts you have paid for.
Yes. It's easy for your colleagues to raise expense requests. Just set up the correct nominal coding for them and create your own company as a supplier. We use it ourselves for expenses and it works a treat.
Yes. If you are a size of business that doesn't warrant automation or straight through processing - and as specialists in this field - we think that kicks in at about 300 invoices a month, then Zahara will add real value to your company. 1. Key the invoice. 2. Send it for approval 3. Use the dashboard to help you decide what can be paid. 4. Export invoice transactions from Zahara into your accounts system
As Zahara is a cloud-based system, we are running it for a "community", therefore any issues raised are often spotted long before you would notice them and new features are added every week as part of our Kaizan - continuous improvement - approach. So most support will be "how do I do that" and we have a help guide here in this website and have a help ticketing system for paid for customers. Our support desk is open Monday - Friday 8.30am - 5.30pm UK time and we have resellers in the US and Asia Pac to answer any questions as well.
Yes. We aren't interested in tieing anybody down to a lengthy contract. We are here to make Zahara better and to keep our customers happy. If you pay monthly, you can cancel at any time. If you have paid annually, we don't offer refunds so your account will run until the renewal point.
Yes you can. Take a FREE trial. Use it to the full and create as many user accounts as you like for 30 days. At the end of the trial, we will lock your account. But,if you take a subscription, the account will be released.
Yes. You can set your home currency and then create purchase orders or requests in any currency you like. All reporting and metrics are converted to your home currency.
No. Zahara is a cloud-based application and is designed for Microsoft Azure so cannot be run on a local on premise server. You could discuss a private Azure version though where the application is deployed to your own Azure account and connected to your own database. You will then be responsible for managing it's uptime, database backup and storage.
Zahara is a cloud-based application that runs from the Microsoft Azure platform. Azure is a flexible platform and secure in its own right. Zahara's data is "encrypted at rest" and is backed up continuously. Azure is flexible and resilient so if our data centre has a fault it can come back up within a few minutes on another Azure datacentre. Zahara has secure traffic using https as you would expect with any cloud-based system. Behind the scenes, all passwords, and bank details are encrypted. The password policy requires a minimum number of characters and certain other characters. We don't hold any of your payment information in Zahara, this is all done through our payment partners like Stripe None of your information - supplier, products, financials are accessible by any other third party.
Yes. You can import all of your vendor information using CSV files and you can export any invoices recorded in Zahara into an IIF format that you can then import into QuickBooks as part of the Bill import. We also have an export format for the excellent application Business Importer for QuickBooks,
Yes. We have a full integration with Xero that allows you to fully sync your suppliers, chart of accounts and tracks from Xero into Zahara. You can then raise purchase requisitions, create custom approvals processes, send the PO to the supplier automatically and then record the corresponding invoice in Zahara and then post the Bill directly into Xero. You can of course do a whole lot more but the integration ties the two systems together perfectly.
Yes. Our Click2Sync framework allows all of your line item data to be downloaded to a local database on a schedule. This on-premise tool can be run on a schedule so you have continued access to your data.
Yes. You can import order line-items from a CSV file and you can also bulk import orders using our CSV template. Imported orders will then be recorded as a Draft allowing you to release them when you are ready.
Yes. Products belong to suppliers (vendors) so you can import a vendors product set using a CSV file. When raising orders you then have access to that vendors product set. If you raise an order and type in a product code, we will record that as a product against the vendor.
Zahara is Division-centric so assumes you have one or more Divisions (departments) like IT or Marketing. Workflows belong to a Division so an IT apporoval process can be different to a Marketing approval process - different people involved etc. We support price conditions. As an example Send to Bob, Then Send to Pete Then Send to Dave. Only Send to Pete if its over £5000 and only send to Dave if its over £20,000. If Bob rejects it's game over. If Bob approves, Pete and approves and Dave rejects - its game over. This is quite an elegant solution, works incredibly well and is very popular with our customers. We also have conditions for supplier, Originator, Budget and Invoice Difference.
Yes we do. You can create a Budget for a Division or Project and each Budget can be weekly, monthly, quarterly, yearly or indefinite. You can add granulairity through account or cost codes and you can control over-spend. Our approval processes can be triggered when a Budget is exceeded so you can have separate "In Budget" and "over budget" actions.
We call them products and yes we do. Each supplier / vendor record has a product section. In here you can record products - this is designed to make raising orders faster. You can bulk import products on a vendor by vendor basis. We dont have any stock control features and don't plan on doing that.
Zahara is hosted on the Microsoft Azure platform with servers in Europe. Azure is one of the the 3 main platforms in the world - AWS & Alibaba being the other two. Azure is an elastic platform that means it's easy to scale Zahara as we bring on more customers in different Geo locations.
Zahara is a cloud-based application and is relatively self-service. All demonstrations are usually done remotely. With a global customer base, it's impossible to offer on-site demonstrations unless you happen to be in the UK and are likely to want to pay us for setup, staging & Training. Our pricing is very competitive and you are free to take a trial or book in for a remote demonstration, so we recommend one of these options in the first instance.
Yes. You can create a very restricted account in Zahara for each of your suppliers and they can then upload their own invoices and progress the approvals. This is very useful if you have sub-contractors, consultants or key suppliers.
Yes. With our Microsoft Flow integration you can link Zahara to your email account (Office 365) and then send an email alerting someone when a new supplier is created.
Yes. You can create a Microsoft Flow to link Zahara's Invoice Inbox to your Finance / Invoices email account. New invoices and their attachments will then be in Zahara ready to be processed.
Yes. We have a very nice add-on called SmartInvoice that has very clever recognition of invoices and uploading of the invoices into Zahara.
Yes. As part of an invoice workflow, all approved invoices can be automatically exported.
New invoices created in Xero can be routed into Zahara. Zahara can then handle the multi-step, multi-condition approval process - including coding of the invoice. The invoice can then be set to approved in Xero as part of the approval.