Technology Concept — Orcha

Intelligent AP Processing for Regnology

AP Intelligence for quality, fraud & vendor management, and Intelligent Approval for decision support. Orcha runs alongside Medius, not replacing it.

Dynamics 365 ERP
Medius AP (stays)
Microsoft Teams collaboration
AP Intelligence

AP Intelligence

Orcha processes invoices in parallel to Medius and surfaces results in a dedicated AP review dashboard.

Invoice Processing Flow

flowchart LR A["Invoice\narrives"] --> B["AI Extraction\n& OCR"] B --> C["Quality\nChecks"] C --> D["Fraud\nDetection"] D --> E["Supplier\nVerification"] E --> F{"All checks\npass?"} F -- "Clean" --> G["Medius proceeds\nOrcha writes quality\nscore to Medius fields"] F -- "Issues" --> H["Orcha AP Dashboard\nAP team reviews,\nresolves, or returns"] F -- "Fraud" --> I["Teams alert\nImmediate notification,\nmanual investigation"] F -- "Unknown vendor" --> J["Vendor creation queue\nExtract, verify,\ncreate in D365"] style B fill:#0078d4,color:#fff,stroke:#005a9e style C fill:#0078d4,color:#fff,stroke:#005a9e style D fill:#0078d4,color:#fff,stroke:#005a9e style E fill:#0078d4,color:#fff,stroke:#005a9e style G fill:#e0edff,stroke:#0078d4 style H fill:#e0edff,stroke:#0078d4 style I fill:#fee2e2,stroke:#dc2626 style J fill:#e0edff,stroke:#0078d4

Capabilities

§
Formal Requirements
  • Required Fields
  • Financial Math
  • Date
  • Issuer Country
  • Recipient Country
  • Tax
!
Fraud Signals
  • Bank Country Mismatch
  • High-Risk Bank Account
  • Bank Detail Change
  • Tax ID Change
  • Invoice Splitting
  • Sender Domain
  • Urgency Language
  • Vague Description
✓
Supplier Verification
  • VAT (VIES)
  • Company Exists
  • Website
  • Address
  • Adverse Media
  • Digital Footprint

New Vendor Creation Flow

flowchart LR A{"Unknown vendor\ndetected"} --> B["Extract master data\nName, address, IBAN,\nVAT ID, contact"] B --> C["Verify automatically\nVIES, register check,\nsanction screening"] C --> D["AP team reviews\nPre-filled form in\nOrcha dashboard"] D -- "Approve" --> E["Create in D365\nMedius picks up via\nD365 connector"] D -- "Reject" --> F["Notify with reason"] style B fill:#0078d4,color:#fff,stroke:#005a9e style C fill:#0078d4,color:#fff,stroke:#005a9e style D fill:#fef3c7,stroke:#f59e0b style E fill:#dcfce7,stroke:#16a34a

AP Review Dashboard

Flagged Invoices Queue
  • All invoices with quality or fraud flags
  • Severity indicator, filter by type/vendor/entity
  • One-click: approve override, return to vendor, escalate
Vendor Creation Queue
  • Pre-filled vendor forms with verification results inline
  • Approve → auto-creates in D365
  • Reject → notifies with reason

Medius Enrichment

Orcha writes results into Medius custom fields so the AP team sees Orcha’s assessment without switching tools.

DataMedius Custom Field
Quality score (0–100)Numeric field on invoice
Fraud flags (none / warning / critical)Status field + hold if critical
Validation summaryText field or comment
Duplicate indicatorFlag with link to original
Vendor verification statusStatus field (verified / pending / flagged)

Principle

The AP team can work from the Orcha dashboard, from Medius, or both. Orcha enriches Medius but never blocks or changes its workflow.

Intelligent Approval

Intelligent Approval

Builds on AP Intelligence with decision support for approvers. Medius remains the approval system — Orcha provides the intelligence layer.

Why This Builds on AP Intelligence

AP Intelligence establishes the data foundation that Intelligent Approval needs: vendor profiles, historical invoice patterns, quality baselines, and validated D365/Medius integrations. The approval layer builds on top — it doesn’t start from scratch.

A. Contractor Invoice Validation

The highest-value use case: Professional Services and R&D teams receive monthly contractor invoices that each need manual checking.

flowchart LR A["Contractor\ninvoice"] --> B["Extract hours\n& rates"] B --> C["Pull contract\nfrom D365"] C --> D["Compare &\nscore"] D --> E{"Match?"} E -- "✓ Match" --> F["Recommend approve\nRate €120/hr matches contract.\n160 hours within range."] E -- "⚠ Mismatch" --> G["Flag with details\nRate €135/hr exceeds contract\n€120/hr (+12.5%)"] E -- "📦 Batchable" --> H["Bundle similar\n8 contractor invoices,\nall rate-matched. Approve all?"] style B fill:#0078d4,color:#fff,stroke:#005a9e style C fill:#f5f3ff,stroke:#8b5cf6 style D fill:#0078d4,color:#fff,stroke:#005a9e style F fill:#dcfce7,stroke:#16a34a style G fill:#fef3c7,stroke:#f59e0b style H fill:#eef2ff,stroke:#6366f1

B. Smart Routing Engine

A unified routing engine that decides — for every invoice that isn’t auto-approved — who sees it, when, how urgently, and whether it can be bundled.

How Urgently?
  • Skonto/early-payment: fast-track with “Save €X by approving before [date]”
  • Dunning letters: immediate escalation with urgency flag
  • Strategic suppliers: critical vendors get priority
  • Penalty clauses: flag approaching contractual deadlines
  • Period-end cutoffs: accelerate if it affects current month’s P&L
Who Sees It?
  • Learned routing: analyse who actually approves what, rank by historical patterns
  • Parallel paths: run independent approvers in parallel, not sequentially
  • Auto-delegation: absent approver (M365 calendar/OOO) auto-delegates to backup
  • Revert on return: delegation automatically reverts when approver is back
  • Auto-escalation: unresponsive approver → escalate to next level
Can It Be Bundled?
  • Low-risk, recurring invoices from the same vendor → group into batches
  • “12 invoices from Office Supplies GmbH, total €3,400, all PO-matched — approve all?”
  • Reduces approval fatigue for operational spend
  • Individual override still possible

C. Proactive Context Assembly

Before routing to an approver, Orcha assembles a complete decision package so they can decide without switching systems.

Financial Context
  • Current budget utilisation
  • Predicted month-end impact
  • Historical spend with vendor
Document Context
  • Related PO, GRN, contract
  • Prior invoices from same vendor
  • Open disputes or credits
Risk Context
  • Quality & fraud check results
  • Vendor trust score
  • Contract compliance status

D. Teams Approval Card (Mockup)

Invoice Approval — Acme Consulting GmbH

Invoice #2026-0847 · Due: 15 Apr 2026 · €19,200.00
Recommended: Approve
Rate Check
✓ €120/hr matches contract
Hours
✓ 160 hrs (avg: 155 hrs)
Budget Impact
78% → 83% utilised
Financial Context
Budget Utilised
83% after approval
Month-End Impact
Within forecast
Vendor YTD Spend
€148,200
Document Context
Purchase Order
✓ PO-2026-0412
Contract
✓ SLA-AC-2025
Open Disputes
None
Risk Context
Quality Score
98 / 100
Fraud Signals
✓ None detected
Supplier Verification
✓ Verified
Last 6 invoices: €18,600 · €19,200 · €18,000 · €19,200 · €17,400 · €19,200 — consistent pattern.
Technical

Integration & Build

flowchart TD subgraph ORCHA["Orcha (builds all of this)"] AI["AI Pipeline
extraction, validation,
fraud, vendor checks"] DASH["AP Dashboard"] POLLER["Medius Poller
⚠️ no webhooks available"] TEAMS_BOT["Teams Bot
⚠️ 100% Orcha-built
Medius has no Teams support"] end subgraph MEDIUS["Medius AP Automation"] M_API["REST API
OAuth 2.0 Client Credentials
api.medius.com"] M_FLOW["Invoice Workflow
Capture → Review → Code
→ Approve → Payment"] M_FRAUD["Fire Station
⚠️ Medius's own fraud detection
potential overlap"] M_CUSTOM["Custom Fields
5× Text (450 char)
5× Numeric, 5× Bool
5× DateTime
+ ExternalSystemMetadata"] end subgraph D365["Dynamics 365"] D_VENDOR["Vendor Master"] D_CONTRACT["Contracts / Rates"] D_PO["Purchase Orders"] D_BUDGET["Budgets"] end subgraph M365["Microsoft 365"] EMAIL["Email Inbox
Graph API / OAuth"] TEAMS["Microsoft Teams
Bot Framework"] CALENDAR["Calendar
OOO / delegation"] end %% Confirmed flows EMAIL -->|"OAuth Graph API
✅ confirmed"| AI EMAIL -->|"Medius Capture email
✅ independent intake"| M_FLOW POLLER -->|"GET /supplierInvoice
by status (poll)
✅ confirmed"| M_API AI -->|"POST import batch
custom fields on new invoices
✅ confirmed"| M_API AI -->|"PUT invoice status
⚠️ valid values unknown"| M_API AI -->|"POST supplier import
✅ confirmed"| M_API M_API --- M_CUSTOM M_API --- M_FLOW AI -->|"D365 REST APIs
✅ standard"| D365 AI --> DASH AI --> TEAMS_BOT TEAMS_BOT -->|"Bot Framework
Adaptive Cards"| TEAMS style ORCHA fill:#eff6ff,stroke:#0078d4 style MEDIUS fill:#f5f3ff,stroke:#8b5cf6 style D365 fill:#f0fdf4,stroke:#16a34a style M365 fill:#eef2ff,stroke:#6366f1 style M_FRAUD fill:#fee2e2,stroke:#dc2626 style POLLER fill:#fef3c7,stroke:#f59e0b style TEAMS_BOT fill:#fef3c7,stroke:#f59e0b
Regnology × Orcha — Technology Concept · March 2026