Orcha embeds directly into your IT infrastructure and automates your accounts payable process end-to-end. During setup, we connect Orcha to your existing systems via dedicated connectors – your email inbox, your ERP, your approval workflows – and configure every rule and threshold to match your current policies.
The result: invoices flow from arrival to posted journal entry without changing how your team works. Your approval chains, your coding logic, your exception rules – all preserved, just automated. Configuration and policy alignment are included in the setup fee.
Current Process
Supplier invoices arrive as PDF attachments at a dedicated Gmail inbox managed by the Accounts Payable team
Invoices are manually downloaded, saved in a folder structure, and converted to PDF/A format
Converted invoices are manually uploaded into MS Business Central and sent out for approval
Once approval is received, invoices are manually loaded into a journal and posted in the ERP
No additional documents (POs, goods receipts, contracts) are used for matching
Core Pain Points
High manual effort – every invoice requires download, conversion, upload, approval routing, and manual journal posting
No automation between email and ERP – the path from Gmail inbox to Business Central is entirely manual
Format conversion overhead – PDFs must be manually converted to PDF/A before they can be loaded
Manual journal posting – even after approval, invoices require manual entry into a journal for posting
Scale pressure – at 2’000 invoices/month, the manual workload is substantial
What Orcha Does
AI-powered invoice processing – invoices are read, extracted, and understood automatically using AI. Supplier name, amounts, line items, VAT, currency, bank account details, and payment terms are extracted without manual intervention
Direct Gmail integration – Orcha connects to the dedicated AP inbox via OAuth and ingests invoices automatically as they arrive – no downloading, saving, or converting required
Business Central integration – extracted invoice data is pushed directly into MS Business Central as purchase invoices, ready for approval. The original PDF is attached as the source document
Intelligent coding suggestions – Orcha learns from historical bookings to suggest the correct G/L account, cost centre, and dimensions for each invoice
Configurable auto-approval – invoices that meet defined criteria (e.g. high AI confidence, amount below a configurable threshold, known supplier) can be auto-approved and posted without manual intervention. All criteria are fully configurable to match your internal policies
Automated journal posting – once approved (manually or automatically), Orcha posts the invoice to the purchase journal. No manual journal entry required
Full audit trail – every action is logged and traceable, compliance-ready from day one
Invoice Processing with Orcha
Purple = managed by Orcha · Gray = outside Orcha
Integration Points
Gmail (Dedicated AP Inbox)
Direction: Gmail → Orcha (OAuth) Data: Invoice PDF attachments, sender metadata Action: Auto-ingest new emails with attachments, extract invoices, mark as processed
Direction: Orcha → AP Team Data: Processing status, exception queue, volume analytics Action: Review flagged invoices, monitor automation rate, track processing times
Orcha
Email Notifications
Direction: Orcha → AP Team Data: Processing confirmations, exception alerts, daily digest Action: Notify on exceptions, provide daily summary of processed vs. flagged invoices
Email
AI Assistants
Direction: Bidirectional (Orcha ↔ AI Agent) Data: Invoice data, process status, analytics Action: Selective integrations with AI agents such as Copilot, ChatGPT, and Claude for querying, reporting, and controlling
AI Assistants
Further Integrations
Orcha is built to integrate with a wide range of existing solutions. Additional connectors – e.g. other ERP systems, banking APIs, document management systems, project management tools – can be added as needed. If a system has an API, Orcha can connect to it.
Proposed Modules & Pricing
Base Package – Accounts Payable
End-to-end AP automation as described in this proposal – from Gmail inbox to posted journal entry in Business Central, including all checks, auto-approval, supplier communication, and full policy configuration during setup.
CHF 8’000 one-time setup fee · CHF 3 per invoice
(Estimate based on current information – subject to finalisation after process walkthrough)
Timeline
Setup and go-live within approximately 4–6 weeks after contract signing. The primary dependency is the Business Central API access – the timeline is mainly determined by how quickly API credentials can be provided.
Optional Modules (TBC)
Accounts Receivable – automated AR invoice tracking, payment monitoring, and dunning workflows
Approval Process – enhanced approval workflows managed through Orcha with configurable routing rules, escalation, and follow-up reminders
Contract Management – contract-based invoice validation, automatic matching of invoices against contracted terms and rates
Controlling & Reporting – real-time access to all invoice and process data for controlling, budgeting, and business intelligence. Selective integrations with AI agents (Copilot, ChatGPT, Claude)
Pricing upon agreement
Based on ~2’000 invoices/month, predominantly digital PDF. Scanned invoices are supported but may have higher processing costs. No PO or goods receipt matching included (not part of the current process). Microsoft Business Central (Dynamics 365) SaaS with API access enabled. Dedicated Gmail inbox with OAuth access granted to Orcha. Pricing may be adjusted for sustained volume significantly above the stated threshold.
Next Steps
Optional modules – confirm interest in Accounts Receivable, Approval Process, Contract Management, and Controlling
Approval workflow – walk through the current approval chain in Business Central (levels, routing rules, limits)
Process walkthrough – a ~90-minute session with one of our forward-deployed engineers to walk through the end-to-end AP process, map out the integration points, and finalise the configuration scope
Appendix: Built-in Checks & Safeguards
Details on every validation step an invoice passes through before reaching Business Central
Format & Completeness Checks
Validates that all required fields are present and readable (invoice number, date, amounts, VAT, supplier details)
Detects corrupted, password-protected, or unreadable PDFs and flags them immediately
Verifies VAT ID format and mathematical consistency (line items vs. totals, net + VAT = gross)
Fraud & Anomaly Detection
Duplicate detection – checks invoice number, amount, date, and supplier combination against all previously processed invoices
Bank account verification – compares the bank account details on the invoice against the stored account in Business Central. Flags mismatches as a potential fraud indicator
Amount anomaly detection – flags invoices that deviate significantly from historical patterns for the same supplier (e.g. an invoice 5x higher than the usual range)
New supplier flagging – invoices from suppliers not yet in the master data are flagged for review before processing
Automated Supplier Communication
All automated communication is fully configurable – per supplier, per issue type, or per any other criteria. You decide which suppliers receive automated messages and for which cases, and which require manual handling instead.
Missing information – if an invoice is missing required data (e.g. no VAT ID, missing invoice number, unclear line items), Orcha automatically drafts and sends a request to the supplier asking for a corrected invoice
Duplicate notification – when a duplicate invoice is detected, the supplier is notified automatically to prevent double payment
Receipt confirmation – optionally, Orcha can send an automated confirmation to the supplier when their invoice has been received and is being processed
What Happens When a Check Fails
Each check can be configured independently: block the invoice, flag it for review, or allow it with a warning. Examples:
Bank account mismatch → invoice blocked, AP team notified, supplier contacted for confirmation
Duplicate suspect → invoice flagged for manual review, supplier notified
Amount anomaly → invoice proceeds to approval but with a warning label visible to the approver
Unreadable PDF → invoice blocked, supplier automatically asked to resend
Missing VAT ID → configurable: block or allow with warning depending on your policy
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