AI-Powered Invoice Processing
for Gräper

flowchart TD classDef manual fill:#fee2e2,stroke:#dc2626,color:#991b1b,stroke-width:2px classDef paper fill:#fef3c7,stroke:#f59e0b,color:#92400e,stroke-width:2px classDef system fill:#eff6ff,stroke:#0078d4,color:#09090b,stroke-width:1px classDef decision fill:#fef3c7,stroke:#f59e0b,color:#92400e,stroke-width:2px classDef special fill:#f0f9ff,stroke:#0ea5e9,color:#0c4a6e,stroke-width:1px,stroke-dasharray:5 5 subgraph EINGANG["1 - DOCUMENT INTAKE"] direction TB A1[/"Paper invoice\nby post"/]:::paper A2[/"Email invoice\neingangsrechnung@graeper.de"/]:::paper A3["Reception: stamp paper\nprint emails"]:::manual A4["Sort by company\n10 legal entities\nBuchungsschluessel 401-420"]:::manual A5["Hand over to FIBU"]:::manual A6{"New creditor?"}:::decision A7["FIBU: create creditor\nPurchasing: create supplier\npayee + goods recipient"]:::manual A1 --> A3 A2 -->|"Email is printed!"| A3 A3 --> A4 A4 --> A5 A5 --> A6 A6 -->|Yes| A7 A7 --> SPLIT A6 -->|No| SPLIT end SPLIT{"Invoice type?"}:::decision subgraph PO_PATH["2a - PO INVOICES ~80% = ~10,400/year"] direction TB PF["FIBU: initial check\nof PO invoice"]:::manual PF --> PR["Return to Reception"]:::manual PR --> P1["Reception: match invoice\nwith delivery note"]:::manual P1 --> P2{"Delivery note\navailable?"}:::decision P2 -->|Yes| P3["Delivery note to Logistics\nfor digitization"]:::manual P2 -->|No| P4["Invoice to Purchasing"]:::manual P3 --> P8 P4 --> P5{"Goods receipt\nin LN?"}:::decision P5 -->|No| P6["Purchasing: create GR\nin Infor LN"]:::system P6 --> P8 P5 -->|Yes| PD{"Deviations from PO?\nPrice or quantity"}:::decision PD -->|"Yes and no deliveries\nbooked on position"| P7["Purchasing: adjust PO\nin LN + update MAUC\naverage prices"]:::system PD -->|No deviations| P8 P7 --> P8 P8{"Remaining difference?"}:::decision P8 -->|"1 EUR or less\nstraight to FIBU"| PO_BOOK P8 -->|"Over 1 EUR"| P9{"Freight or packaging\nonly?"}:::decision P9 -->|"Yes and under 10 EUR\nFIBU books directly"| PO_BOOK P9 -->|"No or over 10 EUR\nPurchasing resolves"| P4 end subgraph PO_BOOKING["3a - PO INVOICE BOOKING"] direction TB PO_BOOK["FIBU: enter PO number\nverify supplier, invoice nr\ndates, amounts, tax code\nbank, payment terms"]:::manual PO_BOOK --> PO_GR["GR matching - WE Abgleichen\ntfacp2544m000\ncheck delivery note, article\nqty, amount per position"]:::system PO_GR --> PO_MARK["Mark correct positions\nassign goods receipts"]:::manual PO_MARK --> PO_FREIGHT{"Unplanned freight\nor packaging costs?"}:::decision PO_FREIGHT -->|"Yes"| PO_FBOOK["Book freight to GL account\nSachkonto + Kostenstelle\n+ 6 sub-accounts"]:::manual PO_FREIGHT -->|"No"| PO_APPROVE PO_FBOOK --> PO_APPROVE PO_APPROVE["GENEHMIGEN in LN\nPayment block automatically\nremoved"]:::system end subgraph COST_PATH["2b - COST INVOICES ~20% = ~2,600/year"] direction TB K1["FIBU: book FIRST in LN\nwith payment block code 100\nSachkonto + 6 sub-accounts:\nKostenstelle, Kostentraeger\nverb. Unternehmen, Kapitalentw.\nErgebnisherkunft, Produkt"]:::system K1 --> KC{"FIBU sure about\ncost center?"}:::decision KC -->|No| KCTRL["Forward to Controlling\nfor cost center decision"]:::manual KCTRL --> K2 KC -->|Yes| K2 K2["Send physical invoice\nto subject matter reviewer"]:::manual K2 --> K3["Reviewer writes OK\nor signs paper\nNO Sachkonto or Kostenstelle\nentry by reviewer"]:::manual K3 --> K4["Supervisor approves\n4-eyes principle:\nSachbearbeiter then Vorgesetzter"]:::manual K4 --> K5["Return to FIBU"]:::manual K5 --> K6["FIBU: verify approval\nwas authorized\nadjust payment terms if needed"]:::manual end SPLIT -->|"PO-related"| PF SPLIT -->|"Cost invoice"| K1 SPLIT -->|"Credit note\nwithout PO"| CN["Booked like cost invoice\nwith negative amounts"]:::special SPLIT -->|"Credit note\nwith PO"| PF CN --> K1 PO_APPROVE --> JOURNAL K6 --> COST_PAY["Payment block removal\nas mass job before payment"]:::system COST_PAY --> JOURNAL JOURNAL["FIBU: batch journalization\nall booking batches together\nfinal transfer to financial accounting"]:::manual JOURNAL --> PAY["Payment run\nvia Zahlungsvorschlagsliste\nin Infor LN"]:::system subgraph SPECIAL["SPECIAL INVOICE TYPES"] direction LR VISA["VISA invoices:\nbooked like normal invoices\nFIBU assigns individual receipts\nto statement. Sometimes PO\ncreated, warehouse informed"]:::special INVEST["Investment invoices:\nrequire pre-approved\nInvestitionsnummer.\nSachkonto always 090500\nAnlagennummer required\nTax code may change e.g. 900"]:::special WRONG["Wrong address invoices:\nreturned to supplier or\ncorrection requested"]:::special end

flowchart TD classDef orcha fill:#0078d4,stroke:#005a9e,color:#fff,stroke-width:2px classDef orchaLight fill:#eff6ff,stroke:#0078d4,color:#09090b,stroke-width:1px classDef erp fill:#6366f1,stroke:#4f46e5,color:#fff,stroke-width:2px classDef dms fill:#8b5cf6,stroke:#7c3aed,color:#fff,stroke-width:2px classDef external fill:#f1f5f9,stroke:#94a3b8,color:#334155,stroke-width:1px,stroke-dasharray:5 5 classDef human fill:#fffbeb,stroke:#f59e0b,color:#92400e,stroke-width:2px classDef decision fill:#fef3c7,stroke:#f59e0b,color:#92400e,stroke-width:2px classDef success fill:#dcfce7,stroke:#16a34a,color:#166534,stroke-width:2px classDef error fill:#fee2e2,stroke:#dc2626,color:#991b1b,stroke-width:1px subgraph INTAKE["1 - DOCUMENT INTAKE"] direction TB EMAIL["Email\neingangsrechnung@graeper.de\nIMAP pickup"]:::external SCAN["Paper scan\nMFD scanner via d.capture\n300 DPI / PDF"]:::external DMS_PULL["d.3 DMS\nREST API retrieval\nexisting documents"]:::external EMAIL --> INGEST SCAN --> INGEST DMS_PULL --> INGEST INGEST["Orcha Document Intake\nAll sources unified"]:::orcha end INGEST --> CLASSIFY subgraph AI["2 - AI PROCESSING"] direction TB CLASSIFY["Classification and Extraction\nInvoice type / Supplier / Amounts\nLine items / PO references / VAT\nAI cost center suggestion"]:::orcha CLASSIFY --> FORMAL FORMAL["Formal Verification\nPar. 14 UStG / VAT ID VIES\nMathematical check\nReverse Charge Par. 13b"]:::orcha FORMAL --> FRAUD FRAUD["Fraud Detection\nIBAN changes / Duplicates\nInvoice splitting patterns\nNew bank accounts"]:::orcha FRAUD --> SUPPLIER SUPPLIER["Supplier Verification\nMaster data match Infor LN\nFlag new suppliers\nBusiness partner assignment"]:::orcha end SUPPLIER --> PO_CHECK subgraph MATCH["3 - DOCUMENT MATCHING"] direction TB PO_CHECK{"PO number\ndetected?"}:::decision PO_CHECK -- "Yes ~80%" --> FOUR_WAY PO_CHECK -- "No ~20%" --> COST_ROUTE["Cost invoice\nno PO reference"]:::orchaLight FOUR_WAY["Four-Way Match\nInvoice vs PO\nInvoice vs Goods Receipt\nInvoice vs Contract\nTolerance check qty and price"]:::orcha FOUR_WAY --> MATCH_RESULT{"Match\nresult"}:::decision MATCH_RESULT -- "Full match" --> AUTO_PATH["Auto-approval path"]:::success MATCH_RESULT -- "Deviation" --> DISCREPANCY["Manual review\nPurchasing or Warehouse"]:::human MATCH_RESULT -- "No GR" --> WAIT_GR["Park and wait\nAuto-assign on GR arrival"]:::orchaLight WAIT_GR --> FOUR_WAY end AUTO_PATH --> ENGINE DISCREPANCY --> ENGINE COST_ROUTE --> ENGINE subgraph APPROVAL["4 - APPROVAL ENGINE"] direction TB LN_DATA["Infor LN Data\nPOs / Goods Receipts\nBudgets / Cost Centers\nSupplier Master"]:::erp ORCHA_DATA["Orcha Database\nExtraction / Match\nValidation / Flags\nConfidence scores"]:::orcha LN_DATA --> ENGINE ORCHA_DATA --> ENGINE ENGINE["Rule-Based Approval Engine\nRouting per supplier\nQty to warehouse / Price to purchasing\nSkonto deadline tracking\n4-eyes principle"]:::orcha ENGINE --> DECISION{"Decision"}:::decision DECISION -- "Clean match\nknown supplier" --> AUTO_APPROVE["Auto-approval\nTarget 80% touchless"]:::success DECISION -- "Review needed" --> ROUTE["To approver\nTeams and Email\nOne-click approval"]:::human DECISION -- "Critical" --> ESCALATE["Escalation\nMulti-step / Reminder\nDeputy rules"]:::human end ROUTE --> APPROVER{"Approver\ndecision"}:::decision ESCALATE --> APPROVER APPROVER -- "Approved" --> APPROVED["Approved"]:::success APPROVER -- "Rejected" --> REJECTED["Rejected\nWorkflow restart"]:::error REJECTED -.-> ENGINE AUTO_APPROVE --> BOOKING APPROVED --> BOOKING subgraph TRANSFER["5 - BOOKING IN INFOR LN"] direction TB BOOKING["Account assignment\nGL account + 6 sub-accounts\nVAT code / Period\nPayment terms"]:::orcha BOOKING --> ERP["Transfer to Infor ERP LN\nvia ION API or batch\nPayment block removed"]:::erp ERP --> CHECK{"Booking\nsuccessful?"}:::decision CHECK -- "Yes" --> DONE["Booked and journalized\nDocument number returned"]:::success CHECK -- "No" --> FIX["Fix error\nImport review FIBU"]:::error FIX --> ERP end DONE --> ARCHIVE subgraph ARCHIVAL["6 - ARCHIVAL IN d.3"] direction TB ARCHIVE["Write-back to d.3\nvia REST API"]:::dms ARCHIVE --> A1["Invoice archived\nAudit-proof"]:::dms ARCHIVE --> A2["Verification results\nMatch protocol"]:::dms ARCHIVE --> A3["Approval documentation\n4-eyes principle proof"]:::dms ARCHIVE --> A4["Audit trail\nGoBD compliant"]:::dms end