Proposal — Orcha × EcoG

Orcha × EcoG

AP Automation & Process Optimization

April 2026 – Proposal

Proposal

Architecture

The Challenge

EcoG’s finance operations span 5 systems – Jira/Asana, Weclapp, DATEV, and two bank connections. The core problems: manual data entry across disconnected systems, no automated invoice processing, and time-consuming reconciliation that requires checking multiple tools for every transaction.

What Orcha Does

Special Cases We Cover

Invoice Processing with Orcha

Purple = managed by Orcha · Gray = outside Orcha

Purchase Need Arises An employee or team identifies a need to purchase goods or services. This kicks off the procurement process. Invoice amount? < €1k ≥ €1k Create Jira/Asana Ticket For purchases under €1,000, a Jira/Asana ticket is created for documentation and audit trail. Approval requirements for this tier are being defined. Orcha: Auto-Sync PO → Weclapp Orcha detects the new Jira/Asana ticket and automatically creates a matching Purchase Order in Weclapp ERP. No manual data entry required. Goods Received → GRN in Weclapp When goods or services are delivered, the receipt is confirmed with a Goods Receipt Note (GRN) in Weclapp. Partial deliveries are tracked per shipment. Invoice Received in Orcha Inbox The supplier sends an invoice via email. It is automatically forwarded to Orcha, where AI reads the PDF and extracts vendor name, amounts, line items, and PO references. Orcha: 3-Way Matching Orcha cross-checks three data points: does the invoice match the PO and the Goods Receipt? Discrepancies are flagged automatically. Match OK? Yes No Auto-Book in DATEV Invoice matched & verified. Booked in DATEV automatically. Flag for Review GRN missing or amounts don't match. Sent to Ops. PO Request & Multi-Level Approval For purchases €1,000 or above, the employee submits a Purchase Order request in Jira/Asana. It goes through a multi-level approval chain: Requester → Authorizer → Operations. Orcha: Auto-Sync PO → Weclapp As soon as the PO is approved in Jira/Asana, Orcha receives a webhook and automatically creates the corresponding PO in Weclapp ERP. No re-typing needed. Goods Arrive → GRN in Weclapp When goods or services are delivered, Operations creates a Goods Receipt Note (GRN) in Weclapp. Partial deliveries are supported – each shipment gets its own GRN. Invoice Received in Orcha Inbox The supplier sends an invoice via email. It is automatically forwarded to Orcha, where AI reads the PDF and extracts vendor name, amounts, line items, and PO references. Orcha: 3-Way Matching Orcha cross-checks three data points: does the invoice match the PO and the Goods Receipt? Contract terms are already reflected in the PO. Discrepancies are flagged automatically. Match OK? Yes No Auto-Book in DATEV All three checks passed. Booked in DATEV automatically. Flag for Review GRN missing or amounts don't match. Sent to Ops. Orcha: Mark PO & GRN as Complete Once the invoice is booked, Orcha automatically marks the Purchase Order and Goods Receipt as complete in both Jira/Asana and Weclapp. All systems stay in sync. ✓ Invoice Processed Managed by Orcha Outside Orcha

Reconciliation with Orcha

Continues after invoice processing – purple = managed by Orcha

Note: Weclapp offers full API access for automated reconciliation. DATEV does not support reconciliation via API – Orcha provides a prepared list, but completion in DATEV is manual.

Payment Executed (DATEV or Weclapp) Approved invoices are paid via DATEV Unternehmen Online or directly in Weclapp. Payment run weekly, with occasional urgent payments. Bank Statements Reach Orcha DATEV path: regular manual export of bank CSV/MT940 and upload to Orcha. Weclapp path: automatic via bank API (FinAPI/Tink) – no manual step needed. Upload Payment Receipts to Orcha Payment confirmations and receipts from the bank are also uploaded to Orcha, so each payment can be verified against the corresponding bank statement entry and invoice. Orcha: Match Payments to Booked Invoices Orcha reads the bank statement and automatically matches each transaction to its corresponding booked invoice using reference numbers, amounts, and payment dates. Auto- match? ~99% ~1% Auto-Update Systems Weclapp + Jira/Asana updated via API. DATEV: prepared list for manual completion. Manual Review Edge cases (FX, split payments). Resolve in DATEV or Weclapp. Orcha: Close PO & Notify All Stakeholders Once payment is confirmed, Orcha automatically closes the PO across all systems: Weclapp (marked paid), Jira/Asana (ticket closed), DATEV (REWE journal entry). Email notification sent to the requester and approver. ✓ Complete Managed by Orcha Outside Orcha

Accounts Receivable

End-to-end AR process – from invoice creation to payment collection

Safety Principle

No dunning email is ever sent unless someone explicitly completes the approval subtask. If a subtask is ignored, nothing gets sent. No labels, no extra steps – just complete or ignore. Inaction is always safe.

AR End-to-End Process Flow

The complete AR lifecycle from invoice creation to payment · Purple = managed by Orcha

Managed by Orcha External system (Weclapp, Jira/Asana, Bank, Customer) 1. Invoice created in Weclapp Hardware · Subscription · Engineering hours – sent to customer + DATEV 2. Orcha creates Jira/Asana task One task per invoice – Invoice #, customer, amount, due date Responsible person tagged – team can comment from day one Jira/Asana Task visible to team 3. Orcha monitors payment status Polls Weclapp API – bank connected via FinAPI/Tink – checks paymentStatus Bank → Weclapp Auto-sync via FinAPI/Tink 4. Paid? Orcha checks Yes – paid Mark paid in Weclapp Close Jira/Asana task · Done Overdue 5. Orcha drafts reminder & creates subtask Drafts reminder email · Creates Jira/Asana subtask: "Send reminder to [customer]?" Next subtask only created after current one is completed or after timeout Reminder tone escalates over time: friendly → firm → formal 6. Subtask completed? Yes Orcha sends Reminder to customer No / Ignored Nothing happens Safe default – no email sent SAFETY PRINCIPLE Complete = send Ignore = nothing happens Still unpaid 60+ days 7. Orcha escalates Jira/Asana task reassigned to management · Full history attached Flag for external collection partner review Orcha keeps monitoring – loops back to Step 3

Safety Model

Every scenario defaults to the safe outcome. Inaction never causes harm.

ScenarioIf approvedIf ignored
Reminder due (overdue invoice) Subtask completed – Orcha sends reminder email Nothing sent – next subtask created after timeout
Team wants to pause dunning Simply ignore the subtask – no reminders sent. Optionally move parent task to "On Hold" status to stop subtask creation entirely
60+ days overdue Orcha escalates to management – task reassigned, full history attached

Support Hours & PO Tracking

Engineers log time in Jira/Asana, but without a PO in Weclapp the work can't be invoiced. Orcha catches chair tasks, chases missing POs, and tracks usage against contracted limits.

1. Engineer logs hours in Jira/Asana Time logged against ticket – support / bug fix / maintenance 2. Customer assigned? No Chair task flagged Jira/Asana task for PM: "Assign ticket to a customer or mark internal" Yes 3. PO in Weclapp? Weclapp → orderNumberAtCustomer Jira/Asana → ticket ↔ customer match Cross-referenced by customer Yes Missing 3a. Orcha drafts PO request "Please provide PO for order [#]" Includes order details + amount 3b. Approval task in Jira/Asana Account owner: approve / edit / ignore 3c. OK Orcha sends PO request email Ignore Safe: nothing sent Re-checks daily · Re-alerts every X days Once PO entered in Weclapp → resolved 4. Orcha sums hours per customer Pulls Jira/Asana worklogs → groups by customer → compares to contracted limit Contracted hours stored in Weclapp customer custom field 5. Usage vs. limit? Under limit All good No action needed ≥ 80% 6a. Warning alert Jira/Asana comment + tag PM/account owner "Customer X at 82% of 40h limit" Over limit 6b. Orcha flags overage Jira/Asana task for account owner: "Customer X exceeded 40h limit by 6h" Decision needed: invoice extra hours? Renegotiate contract? Absorb? 7. Account owner decides Invoice extra Orcha creates invoice in Weclapp Absorb Logged for reporting Renegotiate at next renewal Orcha runs this check weekly / on every new worklog Configurable per customer: monthly reset, rolling window, or project-based

What We're NOT Building (AR)

Integration Points

System connections shared across Accounts Payable and Accounts Receivable

Jira / Asana

Direction: Jira / Asana → Orcha (webhooks on PO approval)
Data: PO details, approval status, requester, authorizer
Action: Listen for approvals, sync to Weclapp, update ticket status

Jira / Asana

Weclapp

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

Weclapp

Email / Google Workspace

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

Deutsche Bank & Sparkasse

Direction: Bank → Orcha (manual upload or Weclapp API)
Data: Bank statements (CSV/MT940), payment confirmations, reference numbers
Action: Upload statements or auto-sync via Weclapp bank connection, Orcha matches payments to invoices

Banking

DATEV

Direction: Bidirectional (Orcha ↔ DATEV)
Data: Invoices exported to DATEV Unternehmen Online for booking; journal entries (REWE) imported back from DATEV Rechnungswesen for controlling
Action: Push booked invoices, retrieve journal entries for reporting and reconciliation

DATEV

Commercials

Monthly Fees

ModuleMonthly FeeIncludes
Accounts Payable €800 AI-powered invoice processing, 3-way matching, automated booking to DATEV, PO sync (Jira/Asana ↔ Weclapp), payment reconciliation, daily digest emails, new supplier auto-creation
Accounts Receivable €500 Payment monitoring, AI-driven dunning engine with safety controls, Jira/Asana task management, support hours & PO tracking, escalation workflows
Real-Time Data & Controlling Included All invoice, payment, and process data accessible in real time for controlling and business intelligence tools (Power BI, etc.)
Total €1,300 / month

One-Time Setup & Integration Fee

ItemFee
Setup & Integration €3,000

What the setup fee covers

  • Custom integrations – Weclapp API integration (POs, invoices, GRNs, payments, supplier master data), Jira/Asana webhook setup (PO approvals, task automation), DATEV export configuration, email forwarding via Google Workspace OAuth
  • Process consulting – mapping your current AP and AR workflows to Orcha, defining approval chains, configuring matching rules and thresholds (<€1k vs. ≥€1k), setting up dunning levels and escalation policies
  • Data migration – initial import of supplier master data, open POs, and outstanding invoices into Orcha
  • Testing & go-live support – parallel run with your existing process, validation of matching accuracy, go-live assistance and handover

Assumptions

Orcha × EcoG – Proposal, April 2026 · Confidential

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