Specifics and limitations

This document collects the Orafila rules that are worth knowing before adopting it, the intended behaviours that may surprise you and the limitations of the current version.

Intended rules (they are not errors)

Sign-in

• Two-step verification is mandatory for everyone, with no exceptions and no "trusted" networks.
• No password recovery by e-mail: an administrator does it (resets access and creates a new invitation). Invitations are not sent by e-mail: the link is copied and sent through a secure channel.
• A session lasts 12 hours; after that you need to sign in again.
• The company must always have at least one active administrator; it is best to have two.

Tax documents

• Invoices have numbering by year with no gaps, assigned on issue (drafts have no number) and in date order: an invoice cannot have a date earlier than the last one issued in the same year, nor a future date.
• An issued invoice can no longer be edited: if it is wrong, it is cancelled (if it has no payments) and a new one is made; the cancelled number remains used.
• The PDF is the courtesy copy: the invoice with tax value is the e-invoice sent to the SDI (Sistema di Interscambio, the Italian e-invoicing exchange).
• Payments cannot be deleted: they are cancelled with the reason, and the receipt stays on record as cancelled.
• The customer's billing details are fixed on issue; your company's details in PDFs and printouts, on the other hand, are those saved in Document details at that moment, also for invoices already issued (the e-invoice already sent does not change).
• Confirmed orders (customers) or sent orders (suppliers) can no longer be edited; they are cancelled with the reason.

History that cannot be deleted

• Time worked on tickets and hour bank and stock movements cannot be edited or deleted: a mistake is corrected with an opposite movement.
• Products, suppliers and accounts already used in documents or movements cannot be deleted: they are deactivated; employees with recorded absences stay, with the end date of their employment; customers, users, tickets and received e-mails cannot be deleted from the interface (users are suspended).
• The activity log cannot be edited or deleted.

Mail

• E-mails are never deleted from the mailbox: Orafila marks them as read. Automatic replies and bulk e-mails marked as such (Precedence: bulk or list) are discarded; a newsletter without this marking, from a customer's domain, opens a ticket. E-mails it cannot link stay in Inbox, never lost.
• Free e-mail and PEC (certified e-mail) domains (gmail.com, libero.it, pec.it...) never identify a customer: for those senders you need a contact with the exact address. An address or domain registered on two customers is not assigned automatically.
• A ticket's resolution time stops only in the “Waiting for customer” status, not in “Waiting for third party”.

AI

• The AI does not send anything or change data by itself: the only thing it saves is the triage suggestion on the ticket, as a suggestion; the assistant does not change data. The costs shown are estimates based on list prices, in dollars.

Accounting

• Basic accounting and the VAT summary are indicative: they do not take into account split payment, reverse charge, pro-rata, advance payments and credits from previous years, and they do not replace your accountant.
• Reports and accounting count only invoices issued in Orafila.

Italian specifics

• Working calendar with the national holidays (New Year's Day, Epiphany, Easter Monday, Liberation Day 25 April, Labour Day 1 May, Republic Day 2 June, Assumption 15 August, All Saints' Day, St Francis 4 October from 2026, Immaculate Conception, Christmas Day, St Stephen's Day) plus the company closures (patron saint's day included) set by the company.
• Check digit validation of the Italian VAT number and of the IBAN; codice fiscale (tax code), PEC, SDI recipient code (7 characters, 6 for public administration; without one, 0000000).
• VAT by rate on the total of each rate, commercial rounding, natura (VAT exemption code, e.g. N2.2) for 0% VAT on the e-invoice.
• Contracts with automatic renewal, cancellation notice period and ISTAT adjustment (Italian inflation index).
• Amounts and dates in Italian format (1.234,56 €, 27 ott 2026) or English format (€1,234.56, 27 Oct 2026), according to each person's language.

Limitations of the current version

Planned

The planned developments, in indicative order and with no commitment on dates:

• OAuth access to Microsoft 365 and Google mailboxes; sending invitations by e-mail;
• credit notes (also to Fatture in Cloud) and FatturaPA XML export;
• calendar with weekly view, recurring events, participants, reminders and iCalendar export;
• customer portal to open and follow tickets;
• monthly report of hours recovered;
• projects and visit reports (also from notes or a voice message), acceptance test report, quotes with approvals and online acceptance, update plan;
• natural-language search of customers' history, knowledge base generated from resolved tickets;
• single sign-on, public APIs and webhooks, connectors with management software; other languages (German).