AP Intelligence for quality, fraud & vendor management, and Intelligent Approval for decision support. Orcha acts as a gate before Medius, not replacing it.
Orcha processes invoices before they reach Medius, acting as a quality and compliance gate. Only invoices that pass all configured checks are forwarded to Medius for coding.
Each rule can be configured individually per check and per document classification (e.g. standard invoice, credit note, contractor invoice). Rules span all three check categories – formal requirements, fraud detection, and supplier verification. When a rule triggers, the configured action is taken: insert into Medius, email alert to AP, email back to supplier, or immediate escalation.
| Rule Category | Examples |
|---|---|
| Amount | Thresholds for total amount, line item amounts, or deviation from expected values |
| Cost Centres | Thresholds based on costs, rules for specific cost centres |
| Accounts | GL account validation, account/cost-centre combination checks |
| Formal Requirements | Any individual formal check not passing (required fields, math, dates, tax, country rules) |
| Fraud Detection | Any individual fraud signal not passing (bank mismatch, detail change, splitting, etc.) |
| Supplier Verification | Any individual supplier check not passing (unverified VAT, no company registration, adverse media hit) |
| Document Classification | Different rule sets per document type (invoice, credit note, contractor, recurring) |
| Check | What It Verifies |
|---|---|
| Required Fields | All legally and operationally required fields are present and non-empty per UStG §14 Abs. 4 (invoice number, date, amounts, VAT ID, supplier name and address, recipient name and address, bank details, service description, delivery/service period) |
| Financial Math | Line item totals sum to subtotal, tax is calculated correctly, gross = net + tax, no rounding errors |
| Date | Invoice date is plausible (not in the future, not excessively old), delivery/service dates are consistent |
| Issuer Country | Issuer’s country matches the VAT ID prefix and bank account country, cross-checked against supplier master data |
| Issuer VAT ID | Format and checksum validation of the issuer’s VAT ID, verified as active via VIES |
| Recipient-to-Legal-Entity Matching | Extracted recipient name is matched against the correct Regnology legal entity – ensures the invoice is actually addressed to the right company |
| Recipient VAT ID Matching | Recipient VAT ID on the invoice is matched against the VAT ID stored for the corresponding Regnology legal entity |
| Recipient Address Matching | Recipient address on the invoice is compared against the legal entity’s registered address |
| Recipient Country | Recipient country on the invoice matches the legal entity’s country, correct reverse-charge treatment applied |
| Tax | Correct VAT rate applied for the transaction type and country combination, reverse-charge rules applied where required |
| Duplicate Detection | Checks if an identical invoice (same document) has already been received and processed |
| E-Invoice Compliance (coming soon) | Validates structured e-invoice formats (ZUGFeRD / Factur-X, XRechnung / EN 16931) – schema conformance, mandatory fields per Leitweg-ID routing, and consistency between structured data and PDF representation |
| Check | What It Detects |
|---|---|
| Bank Country Mismatch | IBAN country does not match the supplier’s registered country of business – common in payment redirection fraud |
| High-Risk Bank Account | Bank account is domiciled in a high-risk jurisdiction or flagged on known-fraud databases |
| Bank Detail Change | Bank details on this invoice differ from the last known bank details for this supplier – potential account takeover |
| Tax ID Change | VAT ID or tax number has changed since the last invoice from this supplier without prior notification |
| Invoice Splitting | Multiple invoices from the same supplier within a short window that individually fall below approval thresholds |
| Sender Domain | Email sender domain does not match the supplier’s known domain – detects spoofing and impersonation attempts |
| Urgency Language | Invoice or cover email contains pressure language (“pay immediately”, “overdue”, “legal action”) inconsistent with normal correspondence |
| Vague Description | Line item descriptions are unusually generic (“consulting services”, “miscellaneous”) making it difficult to verify the service was rendered |
| Check | What It Verifies |
|---|---|
| VAT (VIES) | VAT ID is valid and active via the EU VIES database, name and address match the registration |
| Company Exists | AI-powered web research to verify the supplier exists – searches for official registrations, business directories, and press mentions. Returns a confidence level (confirmed / likely / unlikely / not found) with supporting evidence |
| Website | Supplier has a legitimate, active website that matches their claimed business domain and activity |
| Address | Registered address is a real, verifiable business location – not a virtual office or PO box (where unexpected) |
| Adverse Media | Screening against news sources and databases for sanctions, legal proceedings, fraud allegations, or insolvency filings |
| Digital Footprint | Supplier has a consistent online presence (LinkedIn, industry directories, reviews) corroborating their claimed size and activity |
A single dashboard providing full visibility across the entire invoice processing pipeline – from intake to Medius handoff.
Orcha sends the invoice to the Medius coding stage with pre-filled data (extracted fields, check results, quality scores). The goal is that the AP team receives an invoice in Medius that is already enriched and ready for coding. Whether Medius supports writing all of these fields via API needs to be confirmed.
Builds on AP Intelligence with decision support for approvers.
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.
The highest-value use case: Professional Services and R&D teams receive monthly contractor invoices that each need manual checking.
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.
Before routing to an approver, Orcha assembles a complete decision package so they can decide without switching systems.
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Strategy Consulting – March 2026 | 120 hrs | €120.00 | €14,400.00 |
| Workshop Facilitation – Board Offsite | 2 days | €1,800.00 | €3,600.00 |
| Travel Expenses – Frankfurt / Munich | 1 | €1,200.00 | €1,200.00 |