Measured Outcome
0 %
reduction in invoice processing time
0 %
Paperless
The Numbers
193 roadside retail outlets
SAP ERP SYSTEM
18,000 invoices per month
Testimonials

“We tried to maintain our original AP processing plan with each new store and, while this worked when it was just 50 sites, it became very difficult to replicate at 200 sites. Our growth was so fast, the old way of doing things was not sustainable.”
Sandrine Tugler
Accounts Payable Manager
Applegreen

“We were receiving emails, letters, spreadsheets, from all different directions which made it extremely difficult to track and documents could easily be misplaced. We had to sort these envelopes, determining what site they came from and whether it was relevant for the AP department or just a miscellaneous item. This would take at least half a day to complete and needed to be done every day.”
Sandrine Tugler
Accounts Payable Manager
Applegreen

“In my 30 years working within the AP function, Applegreen’s AP process was certainly one of the more complex that I had come across. It was a massive challenge to undertake and I have been incredibly impressed with how Kefron handled it.”
Sandrine Tugler
Accounts Payable Manager
Applegreen
Challenge
Applegreen experienced exponential growth across Ireland, UK and US, all of which dealt with a variety of Third Party suppliers in their day-to-day operations. The Accounts Payable (AP) process team struggled to keep up with new sites, complex or complete lack of invoice coding and the increased volumes of invoices.
The priority was to find a Accounts Payable Automation Software solution that would be easy to implement, simple to use and that the AP team could understand quickly.
Solution
Through Kefron AP, Accounts Payable Automation Software, all documentation is sent to the same portal, no matter what channel it originates from. Paper invoices are scanned and uploaded on-site by the AP user while e-invoices (PDFs) are emailed to an automated email address from the different sites and are immediately made ready for processing. Kefron AP then reads and extracts the required invoice fields, including supplier name, supplier code, PO Number, Invoice Currency, Company Code and Net, Gross & VAT amounts.
Any discrepancies or invalid information that arise from invoices are pushed for user verification and routed to a workflow for validation by a member of the Applegreen AP team. The system also vets duplicate invoices and removes if the same invoice has been previously presented from the same supplier.
All documents received by Kefron AP are securely stored within the system, meaning they can be searched for and accessed later by the Applegreen team.
Outcome
Since the system went live in March 2017, the Applegreen AP department has seen significant improvements in their accounts payable process. The length of the invoice queuing time was reduced by 80% in the first 3 months. Within 6 months, the company was completely paperless with all invoices routed through the Kefron portal, providing searchable invoice repository.
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