Kefron International Limited

Kefron AP

Supplier invoice automation transforms how organisations manage the accounts payable process, allowing you to do more with less and scale in ways never possible. Our Accounts Payable Solution integrates with your ERP system and digitises your entire invoice process for 360 visibility of your accounts payable process end-to-end.

Features

• 1. Data extraction service with continuous optimisation.
• Supplier invoice automation management.
• Data analysis and reporting.
• Facilitates audits and enhanced security.
• Purchase order creation and processing.
• Highly customisable solution to best suit your organisation's needs.
• Flat File Exchange (FFE) or API integration with ERPs.
• Supplier portal to reduce queries.
• PO and non-PO invoice with two/three way invoice matching.
• Supplier statement reconciliation.

Benefits

• Provides 80% time saving in the accounts payable process.
• Strengthening vendor relationships and financial health.
• Reduces operational costs.
• Facilitates scalability and adaptability in finance operations.
• Enhances employee satisfaction and productivity.
• Increases security and compliance in the accounts payable process.
• Streamlines and standardises invoice processing.
• Organisations are better prepared for changing legal/regulatory landscapes.
• Enhanced visibility into entire invoicing process, including approvals.
• Facilitates better reporting and cashflow predications.

£450 a unit a month

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bcoyle@kefron.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

877878386076311

Contact

Brian Coyle
01189977380
bcoyle@kefron.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Clients are notified at least 5 days in advance of any planned maintenance or updates by email.
• System requirements: N/A

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Kefron offer support through an online automated ticketing application, called “Help Desk.” Kefron will provide you with access to Help Desk application which can be accessed via the internet, to capture any issues, queries, or requests on an on-going basis. Tickets can be emailed directly to support@kefron.com. Support hours are Monday to Friday 9am-5pm.; ; Tailored support can be provided. All support and response times are documented into a tailored Service Level Agreement. An immediate response is provided confirming the receipt of the question. Detailed responses times range from within 3 hours for urgent issues up to 48hrs for non-urgent queries.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: 1st level support will be provided internally within the client office. 1st level support includes, but is not limited to network connectivity on client side, administration of system, account lockouts, 3rd-party systems not supplied by Kefron, anything that can be performed via the user interface, hardware used to access the system, support for anyone without system training. ; 2nd level support will be provided by Kefron. This includes, but not limited to errors or issues with the code, customisations made by Kefron where the system does not operate as per the specification agreed with the client. 2nd level support will be provided remotely where appropriate, however on-site support can be provided if deemed appropriate. The monthly fee includes 2nd level support. All issues raised to Kefron will have been investigated in the first instance by the Client Super User and/or Client IT support personnel. ; ; Kefron will provide the Client access to the Kefron Helpdesk application which can be accessed via the internet, to capture any issues, queries or requests on an on-going basis. This will allow both parties to meet at regular intervals and review and report on all cases raised in that period.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: 1. Introduction Call: Kefron Project Manager and Implementation Consultant provide an overview of the implementation process.; ; 2. Early System Access: Clients are provided early access to gain a beneficial overview of the Kefron system.; ; 3. Champion Training: Users will be provided with high-level system training along with some training material for reference.; ; 4. Detailed Scoping: Project scope is discussed in detail and documented for refinement.; ; 5. User Training: Users are provided with comprehensive training.; ; 6. Iterative Releases: Your Project Manager will collaborate with Kefron’s Digital Team to configure your Kefron AP solution to your requirements.; ; 7. Testing and Feedback: As part of incremental releases and system refinement you will be responsible to test provided functionality and share feedback.; ; 8. UAT Confirmation: User Acceptance Training (UAT) completed and signed off on Scoping Document. This will ensure a seamless Go-Live.; ; 9. Go-Live: Final preparations are made for Go-Live and live invoice processing.; ; 10. Hypercare: Kefron Project Manager will provide hypercare for a period of two weeks to ensure smooth user adoption.; ; 11. Support Team Handover: After hypercare, the customer is handed over to our in-house support team for ongoing support.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Video format
• End-of-contract data extraction: It is important to note that Kefron do not own the data. At the end of the service period or in the event of contract termination, Kefron will migrate the archived data to a mutually agreed format between the Client and Kefron (CSV format for example) and as such will drop this data to a secure location e.g., SFTP for the Client to access. This data will also include the original documents received by Kefron and the history associated with the documents for audit purposes. Depending on the volume and type of data required, the Client will expect a charge associated with this process to cover the Professional Service resource to complete the work.
• End-of-contract process: Pricing includes a one-off professional services cost, a monthly subscription fee based on invoice volume, and end of contract data retrieval.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Kefron AP is accessed via browser, therefore there's no noticeable differences.
• Service interface: No
• User support accessibility: WCAG 2.1 A
• API: Yes
• What users can and can't do using the API: Kefron AP provides a full and flexible API connection for integration with 3rd-party finance systems. Extensive API access automates data exchange between your systems. We also provide pre-built connectors for a selection of ERP systems. The Kefron API is REST based, uses the JSON data format and is secured with HTTPS.; ; A sandbox can be configured for customers as part of the engagement.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: There is a full configuration process as part of the onboarding process.

Scaling

• Independence of resources: A Layer 4 (TCP, UDP) load balancer that distributes incoming traffic among healthy instances of services defined in a load-balanced set for high availability and application performance. It can be configured to:; Public load balancing,; Internal load balancing,; Forward external traffic to a specific virtual machine.

Analytics

• Service usage metrics: Yes
• Metrics types: Kefron AP dashboards offer real-time insights into the accounts payable processes. They display key performance indicators (KPIs), alerts, and metrics, enabling close monitoring of transactions and trends to ensure smooth operations. Kefron AP generates detailed reports about accounts payable - these reports are fully customisable to best suit the client's needs.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Up to Developed Vetting (DV)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data is imported and exported between Keforn AP and the client's ERP system using flat file exchange (FFE), pre-built connectors, or Kefron's API.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Custom formats can be developed for certain ERP systems
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • XML
  • JSON

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Kefron commits to 99.9% Kefron AP service availability. Downtime resulting from planned maintenance will be notified by email a minimum of 5 days in advance.
• Approach to resilience: All data hosted in Azure, VMs backed up in different zone within Azure. More detail is available on request.
• Outage reporting: We notify our users via email of any outages. Planned outages are notified two weeks in advance of scheduled maintenance.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Other user authentication: We use standard authentication qualifications, SSO and MFA are available and customers can choose to enable them.
• Access restrictions in management interfaces and support channels: Kefron use Active Directory, all user access is controlled using AD.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Dedicated link (for example VPN)

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certification Europe
• ISO/IEC 27001 accreditation date: Initial Registration: 08/05/2013 current certification 20/04/2025
• What the ISO/IEC 27001 doesn’t cover: N/A
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Self attestation
• PCI DSS accreditation date: 04/2024
• What the PCI DSS doesn’t cover: Covered to level 4
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Contents of our Information Security Policy includes ISO 27001: 2013 Certification, Cyber Essentials Plus, and the following policies: Document Control, Kefron Information Security, Email, Internet Usage, Password Control, Social Engineering, Anti-Virus, Software Usage, Host Access Control, Mobile Computing, Back-Up, Connectivity and Encryption, VPN, Wireless, Physical Access Control, Key Control, Data Protection, Clean Desk Clear Screen, User Access Entitlement, Anti-Bribery & Corruption, Social Media Usage, Credit Card Processing, Secure Destruction of Confidential Material, IT Asset Management, Gift Policy, Software Development Security Policy, Information Classification Policy, Breach Notification Policy, CCTV Policy, Data Subject Rights Policy.; On discovery of a (potential) breach of data/security the incident must be reported immediately to the nearest Line Manager, who is responsible for communicating the incident to a Senior Manager as soon as possible. Senior Management will escalate notification to the Data Protection Officer (DPO) who will notify the Office of the Data Protection Commissioner, where appropriate. Senior Management will notify the Managing Director. All employees are provided with a security induction and a copy of the IS Policies, employees are required to sign a declaration of adherence to the policy and are required to complete mandatory GDPR training.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: ISO 27001 compliant. Kefron follow a strict change management processes as per ISO 27001 and are audited on a quarterly basis.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: We use Qualys software, which is a vulnerability management tool running nightly to check for potential threats; ; Depending on the severity of the issues, we usually respond and take actions as quickly as possible; ; Qualys contains the information about potential threats.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We identify potential compromises by logs kept in the firewall software. All logs are sent to our SIEM system Rapid 7.; We have intrusion prevention switched on and set to block medium and high incidents.; We also geo-block.; We respond immediately upon detection and take actions as soon as possible to address incidents.
• Incident management type: Supplier-defined controls
• Incident management approach: Kefron have a defined incident detection and response procedure and a non-conformance procedure which ensures that we can manage incidents in a uniform way. Issues are logged in our Business Improvements (BI) systems or the IT Helpdesk (SYSAID) for tracking and resolution. Users can email or login to the Helpdesk to raise a ticket. The Account Manager is responsible for ensuring that progress updates and incident reporting is followed through with the client.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  "Kefron is committed to conducting its business in a manner that fosters environmental practices, including ISO 14001 for our environmental management system under which we have introduced several sustainability initiatives. We pursue waste reduction, encourage reuse and recycling, conserve natural resources, and incorporate environmental, health, and safety practices into our operations and throughout the lifecycle of our products and services. We are committed to being a Carbon Positive company by 2030.; ; We manage environmental and sustainability performance through continuous improvement activities. We believe business must work in partnership with suppliers, customers, government agencies, and community organisations to help protect and improve the environment. Kefron accepts responsibility for, and are committed to, the protection of the environment at all levels within the organisation. We comply fully with environmental legislation and aim to reduce our environmental impacts and improve sustainability by the following: ; ; Paperless invoicing, reporting, and receipting; Refillable coffee cups and water bottles provided in the company; Ongoing awareness programmes; Separation of waste for recycling; Securely shredded documents and used packaging and boxes are recycled; Boxes used and supplied by Kefron are made from recycled paper; Replaced all office lighting with energy efficient LED bulbs; Removed central switch and installed individual aisle switches across our buildings; Removed desk printers and installed a centralised printer with scanning and email functions; Installed timer switches for centralised devices to ensure they are powered down during out of office hours; Leasing most of our vehicles to ensure regular updates to the most fuel-efficient models; Regular routing reviews to ensure the most efficient journey times across destinations; Vehicle replacement and upgrade programme for better fuel efficiency; A fully electric vehicle has been added to our fleet with plans to introduce more; Committed to moving to zero emissions.

  Covid-19 recovery

  During the pandemic Kefron employees worked remotely. Kefron now ensure we are creating a flexible and inclusive work environment that values difference and enhances business outcomes. Our employees have the option to work hybrid or completely remote wherever possible. Flexible times are offered wherever possible too. Kefron employees can request and be considered for flexible working arrangements throughout their employment.

  Tackling economic inequality

  We work with several charities and organisations every year including Friends of the Coombe and St Vincent De Paul. We provide financial support and volunteers from across the company to assist in the organisation and implementation of the annual Calcutta Run with proceeds going to the homeless charity GOAL/Peter McVerry Trust. On top of this, our UK Team proudly support Mencap, Pancreatic Cancer UK, Macmillan Cancer Support who also happen to be Kefron AP customers by competing in annual Tough Mudders on their behalf. Kefron would also support Focus’ "Sponsor A Star" initiative, with the funds going towards helping families, young people, and children at risk or affected by homelessness.

  Equal opportunity

  Kefron’s Equal Opportunities/Diversity Policy is integral to our business. This policy demonstrates Kefron’s commitment to equality of opportunity in line with the Employment Equality Acts 1998 – 2008. We also support the rights of persons availing of goods/services under the Equal Status Acts, 2000 and 2004. We are committed to promoting equality of opportunity and fair treatment for all employees, job applicants, customers, and people our employees encounter. Kefron operates non-discriminatory practices in access to employment, conditions of employment, access to training and experience, promotion, and classification of posts. Every applicant will be assessed against fair and consistent criteria relating to the job. ; ; We believe that having a team of individuals with different backgrounds, views, experience, and capability makes us stronger and more successful as a collective by harnessing diversity of thought and capitalising on individual differences. To achieve this, we encourage engagement at all levels in our business by:; ; - Encouraging cooperation through rewards and incentives,; - Shape behaviours through performance management, ; - Celebrate successes and values awards, ; - Bright ideas campaigns, ; - Involving staff at all levels in decision making,; - External recognition/awards,; - Ensure regular productive face to face time, ; - Regular feedback,; - Monthly townhalls.; ; We also work with a local school, St. Setons school, providing:; • CV and interview workshops.; • Onsite tours of our Dublin office where we do insights and team building exercise with students.; • A Day in The Life, where 4 Kefron employees go onsite, break into groups, and take the students through their role and how they got there.; • Sponsorship of Studyclix and an annual donation.

  Wellbeing

  Kefron is committed to creating a high-performance culture supporting our Company Strategy, Vision, and Values; driving continuous improvement; and supporting everyone in meeting their development aspirations.; ; This high-performance culture enables Kefron Group to focus on clear goals and establish mutual expectations between the company and the employee. There are 3 stages: ; ; 1: Each Manager will spend time with each of their staff annually to help them plan their goals and objectives for their job for the coming year. ; ; 2: Regular scheduled 1:1 meetings take place with employees and their immediate manager. This meeting involves reviewing performance against goals and objectives, highlighting achievements, and identifying any areas for improvement. ; ; 3: Meeting at the end of the year to review past performance accomplishments and areas for improvement.; ; Induction training involves H&S awareness and familiarisation with our business. Kefron sponsors professional qualifications and provides tailored skills training to support employees. Continuous improvement through training is encouraged and made available. All grievance and disciplinary processes are in line with ACAS guidance. Our detailed Dignity at Work policy ensures there are measures to protect our workforce against bullying and harassment. We commit to supporting employees Health and Wellbeing through: A holistic wellness programme, that offers support through physical and mental health initiatives; Providing facilities on site that further promote physical and mental health, examples include the Onsite Gym in Park West, and onsite and online classes to cater to our distributed workforce; Providing support services to line management and staff, including the Employee Assistance Programme and the Reasonable Accommodation Passport, Provision of occupational health services including access to all permanent staff to private health insurance; Encouraging staff to take an active role in improving health and wellbeing, by providing feedback, participating, and engaging with health and wellbeing initiatives; Assessing progress using internal engagement surveys.

Pricing

• Price: £450 a unit a month
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at bcoyle@kefron.com. Tell them what format you need. It will help if you say what assistive technology you use.