Date: 19.01.2026 (2026-01-19)
AHEAD KickOff (19.01.2026) • PROCESS: Is that ok? What are potential problems? • Initial phase / now: we do not push to Datev yet -> they review invoices in Orcha to build trust and share feedback • When trust is established and product works well: we directly push data into Datev Unternehmen Online -> they can doublecheck there before sending it to the tax advisor (they push manually to Datev Rechnungswesen) • After when we are really good, we can directly push to Datev Rechnungswesen • Setup the AHEAD demo account with their invoices and the emails of Sabine and Maria • Connect billing email • Check Settings → CC and CoA correct • Feedback sharing: • Send us link to invoice, screenshot and feedback to max@getorcha.com • Questions: • How do we have to handle Credit notes? • When there is a SW license for 70 EUR per month which touches two months → how should we handle it → just keep in the month the invoice was received or period allocation? What is the threshold? • For a small license they do not care for days • They book it fully into the month they received it • Yearly: they split it • Rank priority: • Supplier Contract Management • Approvals • Create slide to demonstrate the flow • Reconciliation • Proactive creation of OPOS list, before tax advisor sends it back → automatic creation of comments • Gathering of invoices and receipts • AR booking • Customer contract management incl. changes Generell waren die Potentiale die wir besprochen haben: • AP Automation • Data Gathering: G-Chat reminders: Integration would be a nice tool • Monthly closing & reporting: challenge sind da Zeitdruck wegen Shareholder und verschiedene Formate; Rückstellungen bilden -> develop together • Procurement: Automatisierung von Approvals, Check Scheinselbständigkeit, NDA etc. • Eingangs- und Ausgangsrechnungen (AR & AP) scheinen sehr gut zu funktionieren - wäre aber spannend die Prozesse auch nochmals anzuschauen, weil da grosser Need bei anderen Companies ist Von unserer Seite wäre es spannend auf Monthly closing & reporting und AP/AR zu fokussieren - aber TBD mit Sabine. Notes: • They get information from Candis -> I will • Some CC payments go to Candis • The group is messy -> they are spammed with invoices • She would like to have one mailbox • Invoice: Hello: • First 3 line items -> one Cost Center • Last line: That line is correct • Feature: Understand better the validation checks -> what exactly is checked • Feature: Cost center per line base • Feature: possibility to change data, so that the AI can also learn • Idea: Order Idea before the invoice would solve the invoice review process • Approval: she would need an offer so that she can check the invoice and make sure it is matching -> quality approval (e.g. was actually 50% of the invoice approved) • Get feedback • Feature: Hello Invoice: the invoice should be booked • She would book it into the month they get the approval the moment • Book it in the current period • They resolve the accruals at the end of the year • They automatically create accruals for that based on the points of their reward system • In general they try to build as many accruals as possible • End of year: they want to have costs in the respective year. • If they miss sth end of year it has tax implications; within a year its not that bad • Tax advisor does not know what is correct • They are not working with Datev -> they want to be able to edit it in Orcha • They can take a look at Datev • They take GDPDU data to do analysis
Next meeting: • Approval process understanding • Google Chat: how would it look? • Which workflows they need? • Candis Integration • Reisekostenabrechnung • Ausbau CoA and CC Excel • Rank priority: • Supplier Contract Management • Approvals • Create slide to demonstrate the flow • Reconciliation • Proactive creation of OPOS list, before tax advisor sends it back → automatic creation of comments • Gathering of invoices and receipts • AR booking • Customer contract management incl. changes