About Cloud B2B

Cloud B2B Solutions Logo

Who we are

Documents Online Limited was formed in 2012 to meet the growing market for reasonably priced cloud based solutions. The Purchase Orders range has been well received in the market, both in the UK and abroad and we have clients of all sizes including manufacturers, retailers (including online), charities, construction companies and even golf clubs.

Today, under our brand Cloud B2B we are able to offer an increasingly wide range of tailored solutions that make up a complete family of business software, sharing the same design interface. We have available, as well as the Purchase Order and Purchase to Pay solutions, two HR solutions, Expense Management, a Time Log system, EDM software, with Contracts Management currently in development.

Our sister company The IPC Group group also provide UK Document Storage services with guaranteed service levels at cost effective prices, for over 20 years, to help manage their physical document storage needs. IPC Group have a secure, humidity controlled warehouse where boxes of paperwork are stored. Boxes in storage which need to be accessed can be retrieved and delivered to clients registered address locations by secure point-to-point courier.

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How we work with you

We operate entirely remotely, from our modern offices in St. Ives, Cambridgeshire, sharing offices with our sister company, The IPC Group. IPC has been providing information management solutions and services since 1993.

For B2B solutions all client communication is carried out by phone, email and remote screen sharing sessions using Microsoft Teams to save time, reduce costs and our carbon footprint. We also record all sessions and send a copy as a record post meeting. We have no sales people, just dedicated system specialists and a support team, plus we publish our prices up front, so no surprises or time wasting. We pride ourselves on the quality of our work, delivering cutting edge solutions that make a difference for our clients.

IPC House Building Exterior

Secure cloud hosted business management systems

Secure in our penetration tested UK private cloud, powered by Azure

Cloud B2B runs in a web browser over SSL, an encrypted communication channel that renders all transactions between your browser and our servers impenetrable. All cloud hosted systems are hosted on our secure Azure private cloud that has security and resilience and the heart of the infrastructure. We have both software (local Windows firewall) and Azure network level firewalls with built-in DDoS protection and security management and monitoring using Azure Security & Defender for Cloud solutions, which uses cloud security posture management and cloud workload protection platform facilities. We also have employed Crest accredited experts to carry out PEN (penetration) testing on our applications and infrastructure to ensure you can have complete confidence in our systems.

Steps to getting a system:

We operate a structed process for demonstrating, specifying and delivering our business fit solutions and systems.

1. Free Demonstrations

We provide demonstrations of our systems and solutions free of charge via a Teams meetings. All demonstration meetings are recorded, so the demonstration can be shared with colleagues offline for internal review.

2. Free Q&A Sessions

We provide free of charge question and answer sessions or 2nd demonstrations for key colleagues prior to arranging a specification meeting,

3. Specification & Build Planning

Once a client wants to place an order for a business fit solution, we arrange a specification meeting with key client contacts and Cloud B2B technical specialists. Following the specification meeting our technical experts and specialists will compile a specification document and workflow diagrams to detail the solution and next steps.

4. Client Review & Commercials

Once the client has reviewed the System Specification and Sales Agreement documents, and once the commercials are in place, the production of the system will be scheduled against agreed timescales.

5. System Build & Testing

When the system has gone through production and has been internally tested by the Cloud B2B team, we arrange a meeting to handover the final system to the client for internal review and testing prior to go live. This process allows the client to engage in key internal user training and review before the final system is put live.

6. System Go Live & On Going Support

Once the client has confirmed acceptance of the system, the solution is put live ready for on-going live client use. Our Cloud B2B support team will then support solution via our helpdesk and ticket system.

Included with all Business Management Systems

Custom Dashboards

On log-in users can have a dashboard view of key information.
Data displayed is custom built based on the user's role in the organisation.
Power users can see all information for all companies / branches / departments.

Business Workflows

Workflows are custom designed to meet client business needs.
Ideal for ensuring accuracy and legitimacy of requested actions.
Approval, rejection or cancellation options at each stage to meet required business requirements and logic.

Advanced Searching

A wide variety of search facilities to gather information.
All meta-data can be queried and reported on.
Global search on the home screen provides a "quick find" option.

Custom Reporting

Custom designed reports provided as part of the system set up.
Information is laid out in a clear, easy-to-read manner.
Reports can be exported in a wide range of formats (including print).

Powerful Admin Tools

User administration tools including out-of-office control.
Easily add and administer new user accounts.
View user access logs.
Full control business workflow and system features.

Data Integration

Initial import of your existing data into your custom system solution when setting up.
Data can be exported in a format compatible with third party systems for easy to achieve integration or via customised and developed API integrations.

Video Training Material

User training via a series of concise but detailed videos.
Based on the client's approved and custom designed test system.
Videos available under the system "Help" section at all times.

Future-proof With Scalability

Add additional functionality as your business evolves.
Further customisation always available to suit changing requirements.
Hide functions to introduce later if not currently required.

Secure UK Private Cloud Hosted

Systems hosted on our secure, private cloud via Azure UK infrastructure.
Secure access via SSL encrypted connections.
Automatic additional back up to Acronis platform for resilience.

Fully Functional on All Devices

Full system access and functionality on any device with internet access (including smartphones and tablets).
No hardware or software required.
Fully set up and maintained by our UK-based development and support teams.

Concurrent Licensing Pool Model

More economical than having a dedicated license for each user, reducing costs to suit staff turnover.
Licenses are shared by all users, based on the number of active user sessions, providing flexibility for your business.

Full Support via Separate Web Portal

Cloud B2B provide UK-based support via a secure web portal.
Full support available to your system's power users.
Access your account and billing information via the portal.

Frequently Asked Questions

What cloud-based services/products do you offer?

We offer a range of cloud-based business management services such as:
• Purchase Order and Invoice management software with optional goods receipting functionality.
• HR & Employee management software to manage employee information.
• Expense Management systems to track your company expenditure.
• Contracts Management software to create and track progress of your contracts.
• Document Management systems to secure your files.

What if I want to make changes to the system after it has gone live?

If you would like to make changes to an existing, live system, this can be carried out on an ad-hoc basis in which we discuss your required changes and provide a quotation depending on the anticipated level of customisation. We will then build the changes and subject to your approval, will arrange a time to implement these onto your live system.

How do we pay for our system?

We invoice the systems on a monthly basis and produce the invoice 60 days prior to the due date. Payment can be made via bank transfer.

What is concurrent licensing?

Concurrent licensing is a software licensing model where a company buys a limited number of licenses that can be shared across multiple users, but only a specified number of users can access the software at the same time. For example, if a business has 5 concurrent licenses, up to 5 users can use the software simultaneously, while any additional users would have to wait until one of those 5 slots become available.

This model is cost-effective for organisations with a number of users who do not need to use the software all the time, allowing them to avoid buying a license for every individual user.

How does system support work?

Every system comes with access to our system support portal with two users being given access to this. Within this portal you can raise support tickets, view billing information and administer your details

Each system is supplied with an initial 'bank' of support time allocated to it, this bank is included within the cost of the annual support. If you exceed the annual support bank, more time can be purchased on an ad-hoc basis.

For more information on this, please click here.

Product range