Orcha Product Features

Intelligent Document Ingestion

Multi-Channel Acquisition

• Email forwarding: Forward invoices to a dedicated email address — Orcha picks them up automatically (supports Gmail, Outlook/M365, Exchange)
• Manual upload: Drag-and-drop upload of up to 5 documents at a time
• API upload: Programmatic ingestion via REST API
• Supported formats: PDF, Excel (with automatic PDF preview generation)

AI-Powered Data Extraction

• Extracts all invoice fields automatically: supplier, recipient, invoice number, dates, amounts, line items, payment terms, IBANs, tax IDs, PO/GR references, and more
• Handles bulk pricing (e.g. "price per 100 units"), discounts/Skonto, surcharges/fees, service periods, and compliance statements
• Intelligent document classification: distinguishes invoices, contracts, purchase orders, goods received notes, financial notices, and other document types
• Per-tenant prompt customization to adapt extraction to specific invoice formats or business rules

Duplicate Detection

• Content-based deduplication prevents the same document from being processed twice
• Configurable exclusion rules per legal entity

Validation & Compliance

Financial Math Validation

• Bottom-up verification: line items, subtotals, tax calculations, and totals checked in sequence
• Multi-rate tax validation with rate-by-rate breakdown comparison
• Gross vs. net invoice handling
• Percentage-based tolerances for rounding differences

AI-Powered Error Correction (FVR)

• When validation finds discrepancies, an AI resolver reviews the original PDF to determine the correct values
• Can correct amounts, quantities, unit prices, tax rates, and more
• Smart page selection minimises API costs on large documents

Tax Compliance

• Offline VAT/Tax ID checksum validation for 47+ countries — no external API calls needed, catches OCR errors and invalid IDs instantly
• International tax ID format validation (VAT, USt-IdNr, UID, CHE-TVA, NIP, and others)
• BU code (Buchungsschluessel) assignment per line item for DATEV compatibility
• Tiered formal requirements based on invoice amount (per German tax law: up to 250 EUR, up to 1,000 EUR, above 1,000 EUR)
• Reverse charge, intra-community supply, small business exemption, and VAT exemption detection
• IBAN validation with country-specific length checks and MOD-97 checksum

Fraud Detection

• Invoice splitting detection: flags suspiciously similar invoices from the same supplier
• Supplier bank account change alerts
• Supplier tax ID change alerts
• Email sender domain change monitoring
• Full email forwarding chain analysis for origin verification

Document Management

Contracts

• AI-powered extraction of contract details: parties, effective/expiration dates, payment terms, renewal clauses, financial terms (base fees, variable components), and legal terms (liability, insurance, confidentiality)
• Lifecycle tracking with status badges: Active, Expiring, Expired, Pending
• Risk flag detection

Purchase Orders

• Extraction of PO line items with quantities, prices, and delivery dates
• Supplier/buyer info, payment terms, validity dates, and approval details

Goods Received Notes

• Extraction of received and rejected quantities per line item
• Delivery method, inspection results, and sign-off tracking

Document Management UI

• Dedicated page separate from Accounts Payable
• Filter by document type, date range, legal entity, and lifecycle status
• Search, sort, and paginate across all managed documents

Financial Notices

Automatic Notice Detection

• Classifies incoming documents into 11 financial notice types: payment reminders, dunning letters (with level tracking), subscription renewals, payment confirmations, billing changes, interest charges, pre-invoice notices, SEPA mandate setup, billing notifications, and account statements
• Extracts notice metadata: reference number, amount, currency, due date, dunning level, sender

Notification Routing

• Configure which notice types trigger notifications per legal entity
• Route to email and/or Slack per notice type
• Audit log of all notifications sent

Purchase Requests & Approval Workflows

Low-Friction Purchase Requests

• Submit purchase requests directly from native work tools (Slack, Teams, email) — no context switching
• Approvers get notified in their preferred channel and can approve or reject with one click
• Configurable approval rules per legal entity (e.g. amount thresholds, cost center, document type)
• Multi-step approval chains with escalation

Invoice Approvals

• Invoice approval requests sent natively via Microsoft Teams, Slack, and email
• Approvers can review and approve/reject directly within their channel — no need to log into Orcha
• Full audit trail of all approval decisions

4-Way Match

Automatic Document Matching

• Automatically compares purchase orders, goods received notes, supplier contracts, and invoices
• Approves matches within configurable tolerance — only exceptions require human review
• Catches overbilling, wrong prices, and goods-not-received before payment
• Ties into supplier contract terms for price and quantity verification

Reconciliation

Automated Month-End Reconciliation

• Matches invoices against purchase orders, goods received notes, and bank statements automatically
• Chases missing documents — both internally and with external suppliers
• Flags discrepancies for review instead of requiring manual line-by-line matching

Bank Payment Creation

One-Click Payment Execution

• Generates payment files from approved invoices — no manual re-keying of payment details into banking portals
• Single approval step to release payments

Automated Supplier Communication

AI-Powered Correspondence

• Handles routine supplier emails automatically: payment status enquiries, remittance advice, missing document requests
• AP teams focus on exceptions while standard correspondence is managed in the background

Credit Card Management

Automated Credit Card Reconciliation

• Import credit card transaction exports from any provider and process them fully automatically with AI
• Matches transactions to receipts, assigns GL accounts and cost centers, and generates bookings
• Eliminates manual reconciliation — the entire statement is processed end-to-end

Intelligent Matching

GL Account Matching

• AI-powered matching of invoices to the correct debit and credit accounts from your chart of accounts
• Double-entry bookkeeping support

Cost Center Matching

• Per-line-item cost center assignment
• Flexible matching strategies configurable per tenant
• Supports employee-based and description-based matching
• Uses email forwarding chain as a fallback signal

Supplier Matching

• Automatic identification of known suppliers during ingestion
• Confidence scoring (high/medium/low)

Accrual Period Allocation

• Automatic booking period assignment based on service periods and invoice dates
• Handles late invoices by considering the current date vs. invoice date

DATEV Integration

Export to DATEV

• One-click export of individual documents to DATEV via the Maesn API
• Bulk export: select multiple documents and export them in a single operation
• Automatic export on ingestion completion (configurable)
• Prepayment/advance payment recording
• Validation summary cover page attached to each exported PDF
• Full export audit trail with status history

DATEV REWE Connection

• Import booking history from DATEV REWE
• Match invoices against historical supplier bookings for smarter account suggestions
• OAuth-based connection flow

Data Quality

• Schema validation and input sanitization before export
• Payload deduplication via content hashing
• Partial success handling with detailed error reporting

Master Data Management

GL Accounts, Cost Centers & Business Partners

• Create, view, and manage GL accounts, cost centers, and business partners
• CSV import and export
• DATEV EXTF file import for business partners
• REST API (GET/POST) with Swagger/OpenAPI documentation
• API key authentication (JWT-based, tenant-scoped)

Multi-Tenant Architecture

Tenant & Legal Entity Management

• Support for multiple tenants, each with multiple legal entities
• Tenant-scoped data isolation
• Legal entity selector in the UI

Authentication

• Google OAuth login
• Microsoft OAuth login
• Role-based access (users, admins, super admins)

Notifications & Alerts

Multi-Channel Notifications

• Slack integration with OAuth-based channel selection
• Email notifications via Amazon SES
• Event-based alerts for critical failures, email sync gaps, and subscription expiry

External Integrations (MCP Server)

• OAuth 2.1-authenticated MCP server for third-party integrations
• Document Query API for programmatic access to processed documents
• Google and Microsoft identity provider support

User Interface

Document Overview

• Sortable, filterable document list with real-time status updates (SSE)
• Filter by status, cost center, GL account, and date range
• Combined status display showing validation state and DATEV export state
• Bulk actions with checkbox selection

Document Detail

• Side-by-side PDF viewer and extracted data panel
• Validation results with pass/warning/error badges and explanations
• VAT and BU code reasoning display
• Payment summary with original vs. verified comparison
• Original filename display with copy-to-clipboard

Settings

• Integrations management: DATEV, email, Slack
• Master data tables with inline editing
• Sortable modals and CSV upload

Reporting & Analytics (Admin)

• Dashboard with overview, cost, quality, performance, and activity metrics
• Token usage and cost tracking per model and processor
• Tenant filtering across all metrics
• CSV export for costs and quality data
• Daily trend charts and breakdowns

QA Dataset

• Collect invoices into a ground-truth QA dataset for extraction quality benchmarking
• Download original PDFs for manual review