Brenneck Pay / BB-Demo – Proposal
Callcompleted
Brenneck Pay: documents · 2025-11-25 12:30
Proposal call with Brenneck Pay's COO and Head of Merchant Operations. Matthias Ebner will not sign until information security and procurement finish. £62k is total deal value including implementation.
What was said
What this says
Current to 11 Oct 26Proposal call with Brenneck Pay's COO and Head of Merchant Operations. Matthias Ebner will not sign until information security and procurement finish. £62k is total deal value including implementation.
What happened: Matteo Ricci walked Katrin Vogelsang and Matthias Ebner through the Growth proposal covering scope, EU residency, governance and commercial terms. Matthias said the decision needed that day was whether the proposal is complete enough to send to information security and procurement.
Customer view: Matthias asked for specifics on access, sub-suppliers and the wind-down arrangement for the outsourcing register. Katrin said building it themselves was judged too large for the team, and that no supplier was compared formally.
Commercial: The deal amount of £62k is total value including one-off implementation, not an annual subscription price. The call recorder connector was downgraded to an option, and the 20 Jan 2026 signing is a target.
Watch: The sub-supplier list and security document depend on BB-Demo colleagues.
Themes
Current to 9 Oct 26Theme
Growth proposal, security review
Importance
renewal
Sentiment
positive
Voice
decision-maker
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Matteo Ricci sends the commercial pack to Katrin Vogelsang and Matthias Ebner by Friday, with security material to follow.
- Matteo Ricci names the BB-Demo person who stands behind the security document.
- Matteo Ricci proposes a time for a further demo on Brenneck Pay's own data after the security review starts.
Risks
Current to 9 Oct 26- Signing waits on information security and procurement, so the 20 Jan 2026 target may move.
- The sub-supplier list and security document depend on BB-Demo security and legal colleagues and may arrive after the commercial pack.
Opportunities
Current to 9 Oct 26- Growth tier across merchant operations, account management and merchant risk, with the call recorder as an optional connector.
- A factual paragraph on build-it-yourself maintenance can support Brenneck Pay's internal case.
Transcript
Matteo Ricci NoneHello, Katrin. Hello, Matthias. Can you both hear me all right?
Katrin Vogelsang NoneHello, Matteo. Yes, I hear you clearly. The picture is also fine. Matthias, I think you are on mute.
Matthias Ebner NoneApologies. Good afternoon. Is that better?- Matteo Ricci NonePerfect, thank you. Good afternoon. Thank you for making time over lunch, I know the diary in Frankfurt is not kind this week.
- Matthias Ebner NoneIt is never kind in November. We have the audit cycle and the quarter end together. But this is on the plan, so we proceed.
- Matteo Ricci NoneUnderstood. Then let me restate where we are, so we are all working from the same timeline. Today is the proposal. If the scope and the commercial terms look right to you, my target is to have the order form signed on Tuesday 20 January 2026. Between now and then there is your information security review and procurement, and I would rather you heard from me early what you will need to see.
- Matthias Ebner NoneThank you. To restate from my side, the decision needed today is not a signature. It is whether this proposal is complete enough to send to information security and procurement. I do not sign before they have finished.
- Matteo Ricci NoneThat is exactly the right order, and it is how I would want it.
- Katrin Vogelsang NoneI have a short written agenda, I sent it this morning to both of you. To be precise, there are four points. First, the scope of the Growth tier and which merchant data sources are in. Second, the EU data residency and what is kept where. Third, the commercial terms. Fourth, the governance questions from Matthias, and the next steps.
- Matteo Ricci NoneI have it open. Good, it follows what I prepared almost exactly, so we should be efficient. Shall I begin with scope?
- Katrin Vogelsang NonePlease. And I will ask for the source of each statement, you know me by now.
- Matteo Ricci NoneI do, and I welcome it. So, the proposal is for the Growth tier. The purpose, as you described it in discovery, is that the merchant account managers and merchant risk work from one view of each merchant. Today they each keep their own picture, and they disagree, and then someone reconciles by hand.
- Katrin Vogelsang NoneYes. A merchant is flagged by risk, the account manager does not know, and the merchant hears about it from a third person. This is what we want to stop.
- Matteo Ricci NoneRight. So Growth gives you several teams on the same brain, in this case merchant operations, account management and merchant risk. It includes the dashboards builder and a quarterly business review, and the connectors we agreed are your CRM, your helpdesk, and the call recorder, plus the data you hold in Snowflake.
- Katrin Vogelsang NoneWhat is the source for the connector list? In the discovery minutes I have the CRM and the helpdesk. The call recorder I do not remember agreeing.
- Matteo Ricci NoneFair challenge. The call recorder came up in the second conversation, when your colleague in merchant risk said the escalation calls are where the real context sits. I may have written it down more firmly than you said it. Let me take it as an option, not a commitment, and I will mark it that way in the written proposal.
- Katrin Vogelsang NoneThank you. Option is fine. I will confirm with risk. Please put it in the minutes as open.
- Matteo Ricci NoneNoted, and I will do it in writing, not only on this call.
- Matthias Ebner NoneMay I ask about the connectors in general terms. If we add one later, who decides and who pays?
- Matteo Ricci NoneGood question. Growth has a defined number of connectors, eight, and you would be well inside that to begin with. If you went past it, there is an add-on pack of further connectors, priced separately. Nothing is added without a written change from your side.
- Matthias Ebner NoneGood. Please include that in writing.
- Matteo Ricci NoneOf course.
- Katrin Vogelsang NoneOn users. How many people would be on it from day one? I do not want us to stumble on a limit in the first quarter.
- Matteo Ricci NoneGrowth includes forty users. From what you told me, merchant operations, account management and risk together come to fewer than that, so you have headroom. The user limit is a soft one, so if you drift above it, nobody is switched off. We would talk about it at the quarterly review.
- Katrin Vogelsang NoneA soft limit. Is that written anywhere I can point to?
- Matteo Ricci NoneIt is in the tier description that will be attached to the order form. Let me confirm that in writing as well, with the exact wording, rather than paraphrase it from memory.
- Katrin Vogelsang NoneGood. Then let us move to the second point, the data residency. This is where information security will look first.
- Matteo Ricci NoneYes. This is the part I most want to be clear about. The brain is built and run inside your own Snowflake account. BB-Demo does not hold a copy of your merchant data in a separate store of ours. And the proposal is for your account in an EU region, so the data stays in the EU.
- Matthias Ebner NoneInside our account. So the data never leaves our environment?
- Matteo Ricci NoneThe merchant data stays where it is. What BB-Demo operates is the layer on top, the indexing, the search and the chat, running in your account. I want to be careful with the word never. There are service logs and support access to describe, and I will list exactly what they contain, so your security team has the full picture and not a reassuring summary.
- Matthias Ebner NoneThat is the answer I prefer. Please send it in writing. Our outsourcing register needs a description of what the supplier can access and under which conditions.
- Matteo Ricci NoneUnderstood. What does your regulator need to see, in terms of format? Is there a template for the register entry, or do you write it yourselves from our description?
- Matthias Ebner NoneWe write the entry ourselves. But the supplier description must be specific. Function, location of processing, access, sub-suppliers, and the exit arrangement.
- Matteo Ricci NoneThen I will structure the document in that order, so your team can lift it across. On sub-suppliers I need to take the exact list back to our side, and I do not want to improvise it on a call.
- Katrin Vogelsang NoneTo be precise, what is the source for the list? Who at BB-Demo signs it?
- Matteo Ricci NoneIt will come from our security and legal colleagues, and I will tell you the name of the person who stands behind it when I send it. I would rather give you a document with an owner than an email with my opinion.
- Katrin Vogelsang NoneGood. That is enough for now. Let us agree that as a next step.
- Matthias Ebner NoneOne more point on this. What is the exit plan? If in three years we decide to end the contract, what happens to the layer you have built?
- Matteo Ricci NoneA fair and necessary question. Because it runs in your Snowflake account, the underlying tables and the structures that were built remain in your account. What ends is our operation of the brain and the access of our people. There is a defined wind-down in the order form, and I will put the specific wording in front of you, not a summary. If there is a point where you want more than that, tell me now, and I will take it to our legal team.
- Matthias Ebner NoneI will want the wind-down steps described, with who does what. We can discuss the detail in the review with information security.
- Matteo Ricci NoneAgreed. I will include a section on it in the pack.
- Katrin Vogelsang NoneMatthias, you also had a question about governance. Do you want to ask it now, or after the commercial terms?
- Matthias Ebner NoneNow is fine. How is this governed, once it is live? Who in our organisation owns it, who at BB-Demo answers to us, and how are changes approved?
- Matteo Ricci NoneAfter signature, the day to day relationship moves to our customer success manager, Elena Novak. She would run the regular reviews with Katrin and report on usage and on anything that went wrong. Growth includes a quarterly business review, and that is where the governance conversation sits, with the minutes as the record.
- Katrin Vogelsang NoneMinutes, yes. I will take the minutes from our side as well. If the two sets do not match, we resolve it in the next meeting.
- Matthias Ebner NoneOn our side, Katrin owns the business use. Information security owns the control assessment. I own the supplier relationship. I would like that in the document too.
- Matteo Ricci NoneI will draft it that way and you correct me. And on changes, nothing in scope changes without a written request from your side and a written confirmation from ours.
- Matthias Ebner NoneGood. That I can defend to the supervisor.
- Katrin Vogelsang NoneThen we are at the third point. The commercial terms.
- Matteo Ricci NoneYes. Let me give you the number plainly. The deal amount in the proposal is £62,000. I want to be careful what that is: it is the total value of the deal, and it includes the one-off implementation fee. It is not an annual subscription price on its own.
- Matthias Ebner NoneSo the sixty-two thousand includes the implementation. How is it split between the implementation and the annual part?
- Matteo Ricci NoneThe proposal document shows the two lines separately, the fixed implementation fee and the subscription. I do not want to quote the split from memory on a call, because you will put it in a budget. Let me confirm that in writing, with both lines, and the payment terms.
- Matthias Ebner NoneThat is acceptable. For predictable cost, I need to know what the second year is. Is the subscription fixed for the term?
- Matteo Ricci NoneFor the first term, yes, it is fixed in the order form. What happens at renewal is also written there, and I will point you to the clause, so there is no surprise in a year's time. I would rather you heard that from me now.
- Katrin Vogelsang NoneWhat is the source for the price? Is it the list price, or is there a discount in it?
- Matteo Ricci NoneGood question. The figure in the proposal is the figure I am putting forward for your signature. If there is any discount in it, it will be shown as a line, so you can see the list and the reduction separately. I will make sure that is visible and not buried.
- Katrin Vogelsang NoneGood. Procurement will ask exactly that.
- Matthias Ebner NoneProcurement will also ask about payment terms and about the order of events. When is the fee invoiced, and what is the condition?
- Matteo Ricci NoneThe terms are thirty days from invoice, and the subscription is billed annually in advance, with quarterly on request. The implementation fee is invoiced under the order form. I will not commit to the exact trigger from memory, I will write it in the pack.
- Matthias Ebner NoneThank you. That is sufficient for today.
- Katrin Vogelsang NoneMay I ask about the timeline for the implementation? When can merchant operations see the first merchant view?
- Matteo Ricci NoneI need to be careful here. The implementation plan is agreed with our engineering colleagues, and I will not give you a date they have not agreed. What I can say is that the order form will carry a commitment for each connector to be live within a set number of days, and you can hold us to that. Once the plan is confirmed with engineering, I will send it to you.
- Katrin Vogelsang NoneUnderstood. I prefer that to a fast promise. Please make the commitments specific.
- Matteo Ricci NoneI will.
- Matthias Ebner NoneA related point. Who else is looking at this? I understand there are other suppliers in the market. Have you been compared in this process?
- Katrin Vogelsang NoneNot formally. We looked at what we could build ourselves, and we decided the effort was too large for the team. That is the honest answer.
- Matteo Ricci NoneThank you for saying so. Building it yourselves is a real alternative, and I think the question for you is who maintains it when the person who built it moves on. We can come back to that at any point, if it helps with your internal case.
- Matthias Ebner NoneIt does. Please add a paragraph to the pack on that. Keep it factual.
- Matteo Ricci NoneFactual, yes. No marketing.
- Katrin Vogelsang NoneLet us agree the next step, then. Let me summarise what I have written. Matteo sends, in writing, one: the proposal with the two lines for implementation and subscription, and the payment terms. Two: the document on data access, processing location, sub-suppliers and the wind-down. Three: the connector list with the call recorder marked as an option. Is that complete?
- Matteo Ricci NoneThat is complete, and I would add the clause reference for the renewal terms, and the paragraph on building it yourselves. I will also name the person at BB-Demo who stands behind the security document.
- Katrin Vogelsang NoneGood. And by when?
- Matteo Ricci NoneI would like to say the end of this week. The commercial pieces are mine and I can do those quickly. The security document depends on colleagues, so let me say the commercial pack by Friday, and I will tell you honestly if the security part is later.
- Matthias Ebner NoneThat is acceptable. Please send it to Katrin and to me, and we will pass it to information security and procurement together.
- Katrin Vogelsang NoneI will also circulate the minutes of this call today, with the open items marked. If anything is wrong, please correct it in writing, so we have one record.
- Matteo Ricci NoneGladly. And on my side, I will keep the target of Tuesday 20 January 2026 visible, but I do not want it to push anyone to skip a review. If information security needs longer, tell me early, and we move the date.
- Matthias Ebner NoneThat is how it should be. I will not pressure them. I will say again, I do not sign before they have finished.
- Matteo Ricci NoneUnderstood, and I would not want you to.
- Katrin Vogelsang NoneOne small last point, from the agenda. For the audit trail, will the brain show where an answer came from? When an account manager asks about a merchant, can they see the source record?
- Matteo Ricci NoneYes. Answers carry references back to the underlying records, so the person asking can open the source. That is also what you would show an auditor. I can demonstrate it again on your own data when we meet next, if that is useful.
- Katrin Vogelsang NoneThat would be useful. Let us put it in the next meeting, after the security review has started.
- Matteo Ricci NoneI will propose a time in the email.
- Matthias Ebner NoneMatteo, one last sentence from me. Thank you for being direct about what you have not yet confirmed. It makes the review easier.
- Matteo Ricci NoneThank you, Matthias. I think it is the only way to work with a regulated buyer. If something changes on our side, you will hear it from me first.
- Katrin Vogelsang NoneThen I think we are complete. Thank you both. Speak soon, Matteo.
- Matteo Ricci NoneThank you, Katrin, thank you, Matthias. Best regards, and speak soon.
- Matthias Ebner NoneThank you. Good afternoon.
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