Email Intake-To-Pay AI Agents

Your procurement runs on emails.ORCA turns them into actions.

Book a call with foundersSee how it works
Not a procurement system
Not an ERP module
Not a replacement for SAP

An AI agent that sits on top of all of them

Connects to your existing email & WhatsApp in under 30 minutes

Your procurement team's day: 80% emails, 20% actual work.

Every purchase request turns into a trail of manual work: follow-up emails, PDF parsing, approval chases, and invoice reconciliation. None of it requires a human. All of it slows you down.

Processing drag

4-6h

average time to process a single purchase request manually

manual workflow per request

Invoice risk

30%

of invoices have discrepancies that go undetected without a match check

leakage hidden in routine reconciliation

Vendor chasing

3x

more vendor follow-ups needed when quotes aren't tracked automatically

coordination multiplies when the thread gets lost

Audit visibility

Zero

audit trail when approvals happen over WhatsApp and email chains

no durable record when the process goes off-system

HOW IT WORKS

ORCA plugs into your inbox and documents. It reads every request, handles every step, and only asks a human when a decision is actually needed.

01

Reads the purchase request — from any channel

ORCA picks up requests from email, WhatsApp, or your ERP. It reads attachments (PDF, XLSX, BOM files), identifies missing information, and follows up with the requester automatically.

Intake → Approval

Fully automated flow with human in the loop for approvals.

Internal Email

Sender: Jhon@acmecorp.com

Subject: SUB: Request for BOM items

BOM 2W HARNESS

Hi team, please find attached the BOM for 2W Harness Cable. We need the materials for 1000 units within the next 3 days.

Message
Hi, We need the materials for 1000 units of BOM for 2W Harness Cable within the next 3 days.

ORCA

ORCA - AI Agent

Reads the request, identify any missing information like required by date, location or purpose and follows up with the requestor automatically.

Identifies the requester and their role to confirm the urgency. Extracts item details from mail, pdf, xlsx and matches with the product number.

Auto sent for approval based on workflow

Agent follows up until it received the response with full audit trail in the portal

Internal Email (Approval)

Recipient: Joe@acmecorp.com

Subject: SUB: Request for purchase approval BOM-2WHC

Hi Joe, kindly review the request for purchase of items for BOM-2WHC raised by Jhon for the Order ID-112233. Since, the lead time is 2 days, we need the approval by today EOD to ensure timely delivery. Thanks, ORCA

Proceed to RFQ

02

Sends RFQ to the right vendors — without anyone lifting a finger

Vendors are matched by category. RFQ emails are generated and sent. If a vendor doesn't carry a line item, it automatically routes that item to another vendor.

RFQ generation

Extracted by AI Agent from enquiry email, integrate with an MR system or can create manually in ORCA

ORCA

Vendors auto selected based on category
If a vendor does not carry all requested items, the system automatically removes those products from their RFQ email and distributes them to other suitable vendors.

ERP Systems

SAP
ERPNext
Odoo

Generate in a single click with ORCA portal, or via your ERP — then one path to the vendor.

Email To Vendor

Jhon@acmecorp.com

SUB: RFQ for 2W Harness

BOM 2W HARNESS

23 KB - 1 page

Hi Mike, please find attached the BOM for 2W Harness Cable. Request you to kindly share the quotation at the earliest for the line items.

Regards, Jhon

03

Collects quotes, follows up, builds the comparison

ORCA follows up with vendors over email or WhatsApp until a quote arrives. It scans PDFs, extracts line-item data, and builds a comparison table with delivery timelines, payment terms, and past performance.

Quote comparison → PO

Quote comparison created in minutes

ORCA

Searching all the quotes received against the enquiry ENQ-10111

ACME TOOLS₹ 3,53,7502days delivery
BOSS TOOLS₹ 4,00,0002days delivery
SHRI TOOLS₹ 4,00,0001day delivery

Received quotes from all the participating vendors, moving to creation a quote comparison

QUOTE COMPARISON

ACME TOOLS

₹ 3,53,750

2 days delivery

Free delivery

30% adv & 70% 20 days after invoice

On Time Deliveries 96%

BOSS TOOLS

₹ 4,00,000

2 days delivery

Free delivery

50% adv & 50% 45 days after invoice

On Time Deliveries ?

SHRI TOOLS

₹ 4,00,000

1 day delivery

SelectedLong time vendor

50% adv & 50% 30 days after invoice + ₹2,500 delivery charges

On Time Deliveries 92%

Line-wise Item Comparison
Item No.
Product
ACME TOOLS
BOSS TOOLS
SHRI TOOLS
1
2 days delivery
₹ 3,53,750
₹ 4,00,000
₹ 4,00,000
2
2 days delivery
₹ 3,53,750
₹ 4,00,000
₹ 4,00,000

AI generates the PO and syncs the details with the ERP

ORCA

PO is ready to generate with the company template

ERP Systems

SAP
ERPNext
Odoo

PO synced with the ERP

purchase@acmecorp.com

SUB: PO for BOM 2W Harness

PO QT3377

23 KB - 1 page

Hi Mihir, please find attached the PO for the quote with the QT ID 3377.

Regards,
ORCA

PO shared with the vendor

04

Matches the invoice — and flags every discrepancy

When the vendor invoice arrives, ORCA matches it against the PO line by line. Mismatches get flagged and communicated to the vendor and finance team instantly — with a full audit trail.

2-way matching

mihir@shritools.com

SUB: Invoice for BOM 2W Harness

INV 12277

41 KB - 1 page

Hi team, please find attached the invoice for the PO: QT3377. Thanks!

ORCA

Received vendor invoice. Matching INV-12277 with PO- QT3377

Quantity matched

Issue Identified
No return for 6-pin automotive connector. PO states return available.
Sending email to Mihir from Shri Tools to confirm the issue
Sending the issue details to Joe from finance team
purchase@acmecorp.com

SUB: Issues in INV-12277

Hi Mihir, the invoice with no INV-12277 mentions no return for the 6-pin automotive connector, which is not consistent with our discussions. Kindly provide us with the reason for this discrepancy or share the updated invoice if it was an error.

Thanks, ORCA

purchase@acmecorp.com

SUB: Issues in INV-12277

Hi Joe, the invoice with no INV-12277 mentions no return for the 6-pin automotive connector, which is not consistent with our discussions. I am following up with Mihir and will update you as soon as I get a response.

Thanks, ORCA

Connects to your entire stack

All email providers. Major ERPs. Every document type. Orca plugs into your existing tools with no migration and no middleware sprawl.

Email Providers
Document Types
ERPs

Frequently Asked Questions

No. ORCA sits on top of your existing ERP and syncs with it. Think of it as the intelligent layer that handles everything your ERP can't — reading emails, chasing vendors, and processing unstructured documents.

Under 30 minutes. You connect your email or WhatsApp, assign a procurement ID to the agent, and ORCA starts reading your supplier threads immediately. No IT project. No month-long implementation.

Yes. ORCA follows up with vendors over both email and WhatsApp — meeting them where they already communicate. Quotes received on WhatsApp are extracted and processed just like email attachments.

Not at all. Vendors continue sending quotes and invoices the way they always have — by email, WhatsApp, or PDF attachment. ORCA extracts and processes everything on your end, invisibly.

Yes, by design. ORCA automates the execution but routes approvals to the right person in your team. Every action is logged with a full audit trail in the portal.