Number of Seats/Users: Documation offers discounts based on the number of users or seats. A higher volume typically leads to a better discount structure, especially for enterprise-level usage.

Commitment to a Long-Term Contract: Discounts are often provided to companies that commit to using the service for a longer period (e.g., 1-year or 3-year contracts). A longer commitment shows Documation that the company is serious and willing to invest in the platform long-term.

No Active Discounts: Companies that are not already receiving other active discounts may have a better chance of qualifying for additional discounts from Documation. Documation reserves discounts for new customers or those not currently under promotional pricing.

Volume or Usage Commitment: Documation offers discounts if you agree to a minimum amount of usage or transaction volume. This could be based on data storage, transactions, or other metrics tied to how much you will use the platform.

Enterprise-Level Negotiation: Companies that qualify as “enterprise” due to their size or complexity (e.g., having large teams, multiple departments, or geographical presence) may be eligible for additional discounts from Documation. Such companies are often in a position to negotiate for better pricing.

Early Renewal or Prepayment: Documation often offers discounts if you renew early or prepay for the entire contract period. This is a common approach to securing a lower price.

Here at Spendbase our internal data shows that Documation is seen as a strong AP automation tool that delivers solid efficiency gains, with a few clear areas where clients look for improvement or better value.

Key positives our Spendbase clients highlight:

• Ease of use and adoption
• “Very simple, intuitive system”
• “Very easy to learn and use when processing invoices”

• Cloud version and UI are described as straightforward and quick to train new staff on.

• Strong automation & efficiency

• Significant manual effort reduction; one client estimates they’d need “3 extra members of staff” without Documation.
• Touchless processing works well once the “bedding in” period is over.

• Automatic routing of match queries to PO owners is seen as a big plus.

• Visibility & control

• Much better visibility of invoice status than email-based processes.

• Reporting on team performance and invoice tracking helps with workload allocation and transparency.

• Support & relationship

• Support and account managers are consistently praised: “second to none”, “nothing is too much trouble”.
• Long-term partnerships (7+ years, multiple companies) are common and viewed positively.

Main pain points Spendbase clients report:

• Configuration and setup effort
• Initial implementation and “bedding in” can be slow.
• Some processes still require manual work because configurations are not fully optimized.

• Like any flexible system, it needs careful setup to fully match each business’ process.

• Function coverage

• Some gaps noted, such as:

  • Not covering the entire purchase ledger lifecycle for certain teams.
  • Frustration when comments are mandatory in steps where they feel unnecessary.
  • Confusion around line-level reading and coding rules in complex split invoices (though Documation does support line level as standard).

• Cost and upgrades

• A few comments that it “could be cheaper”.
• Occasional mention of lengthy upgrade processes.

From a Spendbase discount and optimization angle, our internal data shows:

• There is clear ROI in reduced headcount and faster processing, but:
• Savings can be increased by:
  • Investing early in expert configuration.
  • Reviewing mandatory fields and workflows to remove friction.
  • Ensuring line-level and coding rules are fully tuned.
• When negotiating renewals or expansions, clients often have room to push on:
• Price vs. long-term loyalty.
• Support SLAs and upgrade timelines.
• Inclusion of add-ons (mobile approver, e‑invoicing, supplier portal) in bundled pricing.