Kefron International Limited

Kefron AP Accounts Payable Invoice Automation

Kefron AP is an Accounts Payable Invoice Automation solution which digitises invoices eliminating the need for manual processing to streamline, eliminate human error and lower costs per invoice processed. Features include data extraction, GL coding, 3-way PO matching, duplicate checking, approval workflow, supplier portal, integration, reporting and unlimited users.

Features

  • Data capture and extraction from paper and electronic invoices
  • GL Coding
  • 3 Way PO Matching
  • Duplicate checking
  • Supplier portal for visibility of processed invoices
  • Automated invoice approvals
  • Integration with any accounting software
  • Unlimited users
  • Real-time reporting
  • PO Creation module

Benefits

  • Paper and electronic invoices uploaded
  • Automatically filter duplicate invoices from work queue
  • Automatically apply GL/Nominal codes
  • Give suppliers access to view their processed invoices
  • Automated notifications to approvers ensuring faster turnaround
  • Automated matching of GRN'S & Purchase Orders to Supplier Invoices
  • Syncs with any accounting software eliminating need rekey information
  • Unlimited number of users no additional charge
  • Real-time reports giving fast, clear and accurate data
  • Ease of deployment, cloud based solution

Pricing

£0.36 to £1.80 per unit

Service documents

G-Cloud 11

108797107928242

Kefron International Limited

Vicky Grover

+35314380200

vgrover@kefron.com

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints Planned maintenance once a month as part of planned maintenance schedule
System requirements None

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Support hours are Monday to Friday 9am-5pm.

Tailored support can be provided and 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 None or don’t know
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 (i.e. trained super user) and may include:
Network connectivity on client side
System Administration (adding new users, account lockouts, etc.)
Any third-party system (even if our system interacts with it)
Anything that can be performed via the user interface supplied
Hardware used to access the system

2nd Level Support will be provided by Kefron and may include:
Errors or issues with the code, configuration, customisations made by Kefron – where the system does not operate as per the specification agreed with the customer.
2nd Level support will be provided remotely or on-site as appropriate
All issues raised to Kefron will have been investigated in the first instance by the Customer Super User and/or Customer IT support personnel.

Where there are costs for support this will be agreed on a contract by contract basis

Kefron will appoint an Account Manager. Kefron support team includes support engineers.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Prior to User Acceptance Testing (UAT), training will be delivered on site at the clients head office for the UAT team. Soft copy training brochures will be available immediately after for reference. The UAT team will have full support from Kefrons Support desk through the use of our online ticketing system. In advance of “go live” additional on-site training will again be provided to the wider team and updated training manuals will be circulated. All users will have full support from Kefrons Support desk through the use of our online ticketing system.
Service documentation Yes
Documentation formats
  • PDF
  • Other
Other documentation formats Recorded video training sessions
End-of-contract data extraction Kefron provide clients data in a generic format such as .csv and images via PDF.
End-of-contract process Standard data extraction as described is free of charge up to two hours. Any data extraction which requires a tailored output or is of a size that would extend over that 2 hour period is chargeable.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Our service has been designed to work on both desktop and mobile. For mobile use some screens have been modified to provide a better user experience on the mobile devices.
API Yes
What users can and can't do using the API Users can create suppliers, view the amount of documents in verification, access all documents waiting to be processed, execute on-demand pre-defined reports.

Users cannot create new users, create new documents, etc...
API documentation Yes
API documentation formats HTML
API sandbox or test environment No
Customisation available Yes
Description of customisation Users can customise the service by changing the logo, enabling or disabling certain features such as approval required, GL/nominal coding required.

Users can create email templates, customise the indexes being extracted. List screens can be customised based on indexes being extracted. Reports can be customised.

Customisation is done through the UI

User function access will be agreed and then users with the appropriate rights can customise.

Scaling

Scaling
Independence of resources We continually monitor speed of processing and adjust capacity accordingly.

Analytics

Analytics
Service usage metrics Yes
Metrics types Kefron can provide an array of service metrics tailored to suit the users needs for example documents successfully processed, documents rejected, failed extractions, documents in queue for more than a defined period.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

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 Another external penetration testing organisation
Protecting data at rest 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 importing and exporting
Data export approach We are extremely flexible with this and based entirely on the users instruction. On demand reports, at a scheduled time, automated periodically export.
Data export formats
  • CSV
  • Other
Other data export formats
  • Excel
  • XML
  • JSON
Data import formats
  • CSV
  • Other
Other data import formats
  • Excel
  • XML
  • JSON

Data-in-transit protection

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

Availability and resilience
Guaranteed availability We offer 99% uptime. All scheduled downtime is notified in advance and scheduled out of office hours. (Monday – Friday 9am – 5pm, excluding Irish Public Holidays).

Users are not refunded.
Approach to resilience We have a backup generator to protect against power failure and failure of the national grid.

In our datacentre the facility is protected by UPS

We have dual fire walls

We have 5 EXSI hosts, each host has redundant power supply and network cards, run off an SD disk and there are two SD disks in each host

We have DRS enabled on our cluster

Within our SAN we have numerous raided LUNS and on the SAN itself we have multiple network cards and multiple power supplies
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

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels Role-based authentication where roles have to be assigned to individual users through the agreed approval process
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

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 1 month and 6 months

Standards and certifications

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 21/04/2019
What the ISO/IEC 27001 doesn’t cover None
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

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
1.0 Document Control
2.0 Kefron Information Security Policy
3.0 Email Policy
4.0 Internet Usage Policy
5.0 Password Control Policy
6.0 Social Engineering Policy
7.0 Anti-Virus Policy
8.0 Software Usage Policy
9.0 Host Access Control Policy
10.0 Mobile Computing Policy
11.0 Back-Up Policy
12.0 Connectivity and Encryption Policy
13.0 VPN Policy
14.0 Wireless Policy
15.0 Physical Access Control Policy
16.0 Key Control Policy
17.0 Data Protection Policy
18.0 Clean Desk Clear Screen Policy
19.0 User Access Entitlement Policy
20.0 Anti-Bribery & Corruption Policy
21.0 Social Media Usage Policy
22.0 Credit Card Processing Policy
23.0 Secure Destruction of Confidential Material Policy
24.0 IT Asset Management Policy
25.0 Gift Policy
26.0 Software Development Security Policy
27.0 Information Classification Policy
28.0 Breach Notification Policy
29.0 CCTV Policy
30.0 Data Subject Rights Policy

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

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Software we patch everything up to date with Microsoft windows updates. Our anti-virus software checks every five minutes for updates. Our servers are monitored for uptime, disk space (below 90%), CPU (lifecycle of machine) and RAM and we also monitor for the services specific for Kefron AP. If we get consistent RAM and/or CPU notifications within a given 24hr period we will assess and assign more as required.

Change management procedures exist to ensure any configuration and changes affecting the customer are fully planned and communicated and tracked throughout the project
Vulnerability management type Supplier-defined controls
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 Supplier-defined controls
Protective monitoring approach We identify potential compromises by logs kept in the firewall software.
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 Quality Updates 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

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £0.36 to £1.80 per unit
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Dependant on customer and service requirements and delivered as a customised demonstration using client samples
Link to free trial N/a

Service documents

pdf document: Pricing document pdf document: Terms and conditions
Service documents
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