EcoG – AP Process Flowchart (Proposed with Orcha)

Why Two Systems? — Understanding the Jira + Weclapp Split

Jira — The "People" Layer

Jira is where the humans collaborate. Every employee has an account, and it's the single place where teams can discuss, comment, and approve purchases.

Every employee has access
Comments & threaded discussions on each PO
Multi-level approval workflows (requester → authorizer → ops)
Full audit trail of who approved what and when
Used as the PO system because it supports communication that Weclapp cannot

Weclapp — The "Accounting" Layer

Weclapp is the ERP / system of record for financial data. Only finance team members have access, and it has no collaboration features.

Only finance / operations have accounts (not all employees)
No commenting or discussion features
Cannot communicate with colleagues inside the tool
Holds the official PO records, purchase invoices, and GRN entries
Source of truth for payment status and financial reporting

The Core Problem: Everything Lives in Two Places

Because Jira handles communication/approvals and Weclapp handles accounting, Joao has to manually bridge the two systems for every single PO. This means:

Double data entry — every approved PO in Jira must be manually re-created in Weclapp
Status sync — when an invoice is paid, both Jira and Weclapp must be updated separately
No single view — to understand the full state of a PO, you need to check both systems
Access gap — requesters can't see their PO status in Weclapp, only in Jira

Capability Comparison

Capability	Jira	Weclapp	Orcha (Proposed)
All employees have access	✓ Yes	✗ Finance only	— Via notifications
Comments & discussion	✓ Full threads	✗ Not supported	— Routes to Jira / Google Chat
Approval workflows	✓ Multi-level	◯ Possible but limited	✓ Orchestrates across both
PO creation & storage	✓ As tickets	✓ Native ERP module	✓ Syncs Jira → Weclapp
Invoice processing	✗ Not designed for it	✓ Purchase invoices	✓ Ingestion + matching + booking
Goods receipt (GRN)	✗ No	✓ Manual entry	✓ Validates against PO
Payment tracking	◯ Manual status update	✓ Payment status	✓ Auto-updates both
Financial reporting	✗ No	✓ ERP reporting	— Feeds Weclapp & DATEV

Recommendations — How to Redesign with Orcha

Recommendation 1

Eliminate Jira as the PO System — Move PO Creation into Orcha

Instead of maintaining POs in both Jira and Weclapp, use Orcha as the PO intake and orchestration layer. Employees submit PO requests through Orcha (or a simple form that feeds into Orcha), which then:

Routes the approval to the right people via Google Chat or email notifications — preserving the collaboration that Jira provides today
Once approved, automatically creates the PO in Weclapp — no manual re-entry
Keeps a Jira ticket as a read-only reference if needed for existing workflows, but it's no longer the source of truth
Employees can check PO status through Orcha or notifications without needing Weclapp access

This removes the double data entry entirely and means Joao no longer has to bridge the two systems.

High Impact — Eliminates ~50% of manual PO work

Recommendation 2

Unified Invoice Inbox — Replace GetMyInvoices + Manual Email

Today Joao pulls invoices from multiple sources: email, GetMyInvoices (Amazon, Vodafone, etc.), and Spendesk. Instead:

Set up a single Orcha email address where all supplier invoices are forwarded
Connect Orcha to GetMyInvoices via API to auto-pull platform invoices — no more logging into individual portals for ~30 invoices/month
Import Spendesk exports directly into Orcha for reconciliation
Every invoice enters the same pipeline: extract → match → book → notify

One inbox, one pipeline, no matter where the invoice originates.

High Impact — Eliminates manual invoice collection

Recommendation 3

Auto-Close the Loop After Payment — Sync All Systems at Once

The most time-consuming post-payment task today is updating three systems separately (Weclapp → "paid", Jira → "paid", DATEV → closing JE). Redesign:

When Orcha detects a bank payment matching an invoice, it triggers a single cascade:
① Mark purchase invoice as paid in Weclapp
② Transition Jira ticket to "Paid" status
③ Create closing REWE journal entries in DATEV for PO and GRN
④ Send Google Chat notification confirming completion
The ~20% of payments that can't auto-match get surfaced to Joao with best-guess suggestions rather than a blank slate

High Impact — Saves ~1 hour/day on post-payment admin

Recommendation 4

Explore Building Approval Workflows in Weclapp

Stefanie mentioned they could potentially build approval processes directly in Weclapp. If feasible, this could further simplify the architecture:

Weclapp becomes the single system for PO lifecycle (create → approve → receive → invoice → pay)
The main blocker is employee access — not everyone has a Weclapp license today
If Weclapp licensing allows it, this removes the need for Jira in the PO process entirely
If not, Orcha bridges the gap by letting people interact via notifications while the data lives in Weclapp

Worth investigating Weclapp's approval module capabilities and per-user licensing cost vs. the efficiency gain.

Medium Impact — Depends on Weclapp licensing feasibility

Recommendation 5

Smart Thresholds & Exception Handling

Rather than treating every invoice the same, build intelligence into the routing:

<€1k, known supplier, no PO: auto-book with minimal review (current process, just faster)
≥€1k, PO match, GRN present: auto-book with notification only
≥€1k, PO match, GRN missing: auto-notify ops team daily until GRN is entered
Any mismatch >3%: flag for Joao with a side-by-side comparison (PO vs. invoice vs. GRN)
New/unknown supplier: always route to manual review regardless of amount
Use name matching with fuzzy logic (abbreviations, legal entity suffixes) to avoid false rejections

Medium Impact — Reduces exception noise by ~60%

Phase 1 — Purchase Order Creation & Approval

1. Requester creates PO request

Employee submits a purchase order request in Jira for any purchase ≥ €1,000. Includes supplier, items, quantities, and estimated cost.

Jira

2. Multi-level approval in Jira

PO goes through approval chain: Requester → Authorizer → Operations. Everyone can discuss and comment directly in Jira (not possible in Weclapp).

Jira

Orcha automates

3. Sync approved PO → Weclapp

Current: Joao manually re-enters the PO into Weclapp after Jira approval.
Proposed: Orcha listens for Jira approval webhooks and automatically creates the PO in Weclapp via API, eliminating double data entry.

Orcha Jira Weclapp

Phase 2 — Invoice Receipt & Ingestion

Orcha automates

4. Invoice arrives via email

Current: Joao manually downloads invoices from email or GetMyInvoices and uploads them one by one.
Proposed: Invoices are auto-forwarded to Orcha's dedicated email address. Orcha extracts supplier, PO number, amounts, and line items using OCR/AI.

Orcha Email / OAuth

5. Orcha extracts & validates invoice data

AI reads invoice: supplier name, PO number, line items, quantities, unit prices, total, currency. Cross-references against master data. Flags deviations above 3% threshold.

Orcha

Phase 3 — Matching & Verification

Decision: 4-Way Match

Orcha attempts to match: Invoice ↔ PO ↔ GRN ↔ Supplier
(Name matching relaxed — e.g., "EP" = "Entwicklungs- und Produktionskammer")

✅ Match successful

All four elements align within tolerance (3% on price/qty). Orcha auto-books the purchase invoice in Weclapp. Notification sent via Google Chat.

Orcha Weclapp

❌ Match failed or GRN missing

Orcha flags the exception. If GRN is missing, automatic notification goes to the operations team. Daily checks until resolved. Joao reviews manually.

Orcha Jira

Orcha automates

6. Create purchase invoice in Weclapp

Current: Joao manually uploads invoice to Weclapp and creates the purchase invoice entry + GRN.
Proposed: Orcha creates the purchase invoice and links it to the PO and GRN automatically.

Orcha Weclapp

7. Ready for payment

Matched and booked invoice enters the payment queue. Proceeds to payment run and reconciliation flow.

Weclapp Bank

Simplified Flow — Purchases Under €1,000

1. Jira ticket created (documentation only)

No formal PO required. A Jira ticket is created for audit trail and tracking purposes. Considered pre-approved.

Jira

Orcha automates

2. Invoice received & ingested

Invoice arrives via email forwarding to Orcha. AI extracts data. Since there's no PO, Orcha performs a 2-way match: Invoice ↔ Supplier only.

Orcha Email

Decision: Amount & supplier check

Is the invoice under €1,000 and does it match a known supplier?

✅ Verified

Auto-book in Weclapp. Link to Jira ticket for reference. Minimal review required.

Orcha Weclapp

⚠️ Flagged

Unknown supplier or amount close to €1k threshold → routed to Joao for manual review. May need to be escalated to full PO process.

Orcha

3. Book & proceed to payment

Purchase invoice created in Weclapp. Enters payment queue alongside PO-backed invoices.

Weclapp

Scenario A — Advance Payment (50% Upfront)

1. PO approved with advance payment terms

PO in Jira specifies 50% advance payment. Orcha syncs PO to Weclapp with payment schedule metadata.

Jira Orcha Weclapp

2. Advance invoice received (50%)

Orcha matches advance invoice to PO. Validates amount = 50% of PO total. Books as partial payment against the PO. GRN not yet required.

Orcha Weclapp

3. Final invoice after delivery

Goods arrive → GRN created → Final invoice for remaining 50% matched against PO and GRN. Full 4-way match completes. PO closed.

Orcha Weclapp

Scenario B — Partial Shipments / Multiple Invoices per PO

1. Single PO, multiple shipments

PO covers a large order. Supplier ships in batches, each with its own commercial invoice.

Jira Weclapp

2. Each shipment invoice matched to PO

Orcha tracks cumulative quantities and amounts against the original PO. Each commercial invoice is matched to the corresponding GRN for that shipment. Flags if cumulative total exceeds PO by more than 3%.

Orcha Weclapp

3. PO closed when fully delivered & invoiced

Once all shipments received and invoices matched, PO is marked complete in both Weclapp and Jira.

Orcha Jira Weclapp

Scenario C — Spendesk Reconciliation

1. Spendesk export with ~15 expenses

Monthly Spendesk export contains individual expense transactions that need to be reconciled against corresponding invoices.

Spendesk

Orcha automates

2. Match invoices to Spendesk payments

Current: Manual attachment of invoices to each Spendesk payment entry.
Proposed: Orcha imports Spendesk export, matches invoices to payments by amount/date/supplier, and flags unmatched items.

Orcha Spendesk

Scenario D — Direct Debit (No PO)

1. Direct debit transaction on bank statement

Recurring charges (utilities, subscriptions) appear on bank export. No PO exists for these. Currently difficult to reconcile.

Deutsche Bank / Sparkasse

Orcha automates

2. Auto-match by supplier & recurring pattern

Orcha learns recurring direct debit patterns (supplier, amount range, frequency). Matches to invoices from GetMyInvoices (Amazon, Vodafone, etc.) or email. Flags new/changed amounts.

Orcha GetMyInvoices

Phase 4 — Payment Execution

1. Payment run created

Approved invoices are batched into a payment run. Bank export includes invoice numbers for traceability. Works well with Deutsche Bank and Sparkasse connections.

Weclapp Bank

2. Bank executes payments

Payments processed through Deutsche Bank and/or Sparkasse. Bank statement available next business day.

Deutsche Bank Sparkasse

Phase 5 — Post-Payment Reconciliation

Orcha automates

3. Import bank movements

Current: Next-day manual check of bank movements.
Proposed: Orcha imports bank statement automatically. Matches payments to booked invoices using reference numbers.

Orcha Bank

Decision: Payment ↔ Invoice match

Can the bank payment be automatically matched to a booked invoice?
(~80% match automatically today; 20% need manual work)

✅ Auto-matched (~80%)

Payment linked to invoice in DATEV. Orcha updates Weclapp PO status to "paid" and moves Jira ticket to "paid" status.

Orcha DATEV Weclapp Jira

🔍 Manual intervention (~20%)

Foreign currency, split payments, or missing references. Orcha surfaces best-guess matches for Joao to confirm. Unresolved items flagged for monthly reconciliation.

Orcha

Orcha automates

4. Close PO & update all systems

Current: Manually mark paid in Weclapp, update Jira, create REWE journal entries to close POs and GRNs.
Proposed: Orcha auto-updates all three systems once payment is confirmed. Creates closing journal entries.

Orcha Weclapp Jira DATEV

✅ Process complete

PO closed in Weclapp. Jira ticket marked paid. DATEV entries reconciled. All systems in sync.

7

Systems integrated

~130

Payments / month

~30

PO invoices / month

~15

Spendesk expenses / month

Orcha as Central Hub — Integration Architecture

Jira (PO Management & Approvals)

Direction: Jira → Orcha (webhooks on PO approval)
Data: PO details, approval status, requester, authorizer
Orcha action: Listen for approvals, extract PO data, sync to Weclapp, update ticket status to "paid" after reconciliation

Jira Orcha

Weclapp (ERP — POs, Invoices, GRN)

Direction: Bidirectional (Orcha ↔ Weclapp API)
Data: PO creation, purchase invoices, goods receipts, payment status
Orcha action: Create POs, book invoices, check GRNs, mark as paid, close POs

Weclapp Orcha

Email / Google Workspace (Invoice Ingestion)

Direction: Email → Orcha (auto-forwarding via OAuth)
Data: Invoice PDFs, billing emails
Orcha action: Receive forwarded invoices, OCR/AI extraction, queue for matching

Google Workspace Orcha

Deutsche Bank & Sparkasse (Banking)

Direction: Bank → Orcha (statement import)
Data: Payment confirmations, bank movements, reference numbers
Orcha action: Import statements, match payments to invoices, flag unmatched

Deutsche Bank Sparkasse Orcha

DATEV (Accounting)

Direction: Orcha → DATEV
Data: Payment-to-document links, journal entries (REWE JE)
Orcha action: Connect payments to documents, generate closing entries for POs and GRNs

DATEV Orcha

Spendesk (Expense Management)

Direction: Spendesk → Orcha (export import)
Data: Expense transactions, payment details
Orcha action: Import expense export, match invoices to payments, flag unmatched for manual review

Spendesk Orcha

GetMyInvoices (Invoice Aggregation)

Direction: GMI → Orcha
Data: Platform invoices (Amazon, Vodafone, etc. — ~30/month)
Orcha action: Pull invoices automatically instead of manual login & download per platform

GetMyInvoices Orcha

Key Configuration Notes for Demo

Chart of Accounts: Delete demo accounts, keep only customer's 10,000+ series
Upload limit: Increase beyond current 5-document cap
Name matching: Relax 4-way match strictness — allow abbreviations (e.g., "EP" ↔ full company name)
Email forwarding: Set up dedicated Orcha email + verify Google OAuth for auto-forwarding
Deviation threshold: 3% tolerance on quantity and price deviations
Approval in Weclapp: Explore building approval workflow directly in Weclapp as alternative
Google Chat: Set up notifications for document alerts and exception flags

EcoG × Orcha — AP Process Flowchart

Jira — The "People" Layer

Weclapp — The "Accounting" Layer

The Core Problem: Everything Lives in Two Places

Capability Comparison

Eliminate Jira as the PO System — Move PO Creation into Orcha

Unified Invoice Inbox — Replace GetMyInvoices + Manual Email

Auto-Close the Loop After Payment — Sync All Systems at Once

Explore Building Approval Workflows in Weclapp

Smart Thresholds & Exception Handling

1. Requester creates PO request

2. Multi-level approval in Jira

3. Sync approved PO → Weclapp

4. Invoice arrives via email

5. Orcha extracts & validates invoice data

Decision: 4-Way Match

✅ Match successful

❌ Match failed or GRN missing

6. Create purchase invoice in Weclapp

7. Ready for payment

1. Jira ticket created (documentation only)

2. Invoice received & ingested

Decision: Amount & supplier check

✅ Verified

⚠️ Flagged

3. Book & proceed to payment

1. PO approved with advance payment terms

2. Advance invoice received (50%)

3. Final invoice after delivery

1. Single PO, multiple shipments

2. Each shipment invoice matched to PO

3. PO closed when fully delivered & invoiced

1. Spendesk export with ~15 expenses

2. Match invoices to Spendesk payments

1. Direct debit transaction on bank statement

2. Auto-match by supplier & recurring pattern

1. Payment run created

2. Bank executes payments

3. Import bank movements

Decision: Payment ↔ Invoice match

✅ Auto-matched (~80%)

🔍 Manual intervention (~20%)

4. Close PO & update all systems

✅ Process complete

Jira (PO Management & Approvals)

Weclapp (ERP — POs, Invoices, GRN)

Email / Google Workspace (Invoice Ingestion)

Deutsche Bank & Sparkasse (Banking)

DATEV (Accounting)

Spendesk (Expense Management)

GetMyInvoices (Invoice Aggregation)

Key Configuration Notes for Demo