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Invoice Automation Tool

CARDIFF UNIVERSITY

This public procurement record has 4 releases in its history.

Award

19 Sep 2025 at 09:09

UK7 - Contract Details Notice
Award

08 Sep 2025 at 10:24

UK6 - Contract Award Notice
Tender

18 Jun 2025 at 15:39

UK4 - Tender Notice
Planning

02 Jun 2025 at 14:34

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cardiff University has conducted a completed procurement process for an "Invoice Automation Tool", with the award phase concluded on 19th September 2025. The procurement, executed using an open method characterised by a competitive flexible procedure, falls within the goods category for software packages and information systems. The contract was awarded to DOCUMATION SOFTWARE LIMITED for a gross total of £504,912. The implementation is to occur at Cardiff University's location in the UK (Region: UKL22). The contract, which includes the potential for renewal, commenced on 19th September 2025 and is set to end on 17th September 2028, with a maximum extent date until 2030. This process implements Cardiff's strategic aim to streamline invoice handling processes through automation.

This procurement offers significant business growth potential, particularly for companies specialising in software and IT solutions with a focus on automation and integration services. Small and medium enterprises (SMEs) with expertise in Accounts Payable Automation, especially those capable of providing software as a service (SaaS) solutions, would be well-suited to participate in similar tenders. The need for secure and efficient processing systems emphasises opportunities for innovative technology providers to deliver integrated solutions that can automate invoicing processes effectively, potentially leading to further collaborations and projects within the public sector.

How relevant is this notice?

Notice Information

Notice Title

Invoice Automation Tool

Notice Description

Invoice Automation software tool

Planning Information

Bidders are invited to submit clarification questions via our tender portal https://in-tendhost.co.uk/cardiffuniversity/aspx/Home

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-052ae0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/057995-2025
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£500,000 £500K-£1M
Lots Value
£500,000 £500K-£1M
Awards Value
£504,912 £500K-£1M
Contracts Value
£504,912 £500K-£1M

Notice Dates

Publication Date
19 Sep 20252 months ago
Submission Deadline
14 Jul 2025Expired
Future Notice Date
16 Jun 2025Expired
Award Date
7 Sep 20252 months ago
Contract Period
18 Sep 2025 - 17 Sep 2028 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CARDIFF UNIVERSITY
Contact Name
Anthony Hale
Contact Email
halea3@cardiff.ac.uk, procurement@cardiff.ac.uk
Contact Phone
+442920879388

Buyer Location

Locality
CARDIFF
Postcode
CF24 4HQ
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL22 Cardiff and Vale of Glamorgan
Local Authority
Cardiff
Electoral Ward
Cathays
Westminster Constituency
Cardiff South and Penarth

Supplier Information

Number of Suppliers
1
Supplier Name

DOCUMATION SOFTWARE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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