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How it works

From the mailbox you already have to a case you can close.

Nine stages, from installation to resolution. Each one says what ExelProc does on its own and where a person decides.

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Automatic A person decides
  1. 01

    Install

    You

    ExelProc does

    • Starts with Windows and runs on its own from then on.
    • Colleagues reach it in a browser over HTTPS on the office network.

    A person does

    • Install ExelProc like any program on a Windows computer or server.
    • Answer a few setup questions: company name, GSTIN, your email domains. No settings files.
  2. 02

    Connect the procurement mailbox

    You

    ExelProc does

    • Reads mail only. Never sends, moves, deletes or marks anything as read.

    A person does

    • Choose Microsoft 365, Gmail or another provider, and grant read-only access.
    • Or start with the built-in demo mailbox.
    Mailbox setup: Gmail or Google Workspace, Microsoft 365 or Outlook, other email, or try a demo mailbox; quick setup with an app password.
    Product screen · demo data Mailbox setup
  3. 03

    History check

    Both

    ExelProc does

    • Reads past email, finds orders, receipts and invoices, and checks every invoice.
    • History-check findings are kept separate from new issues so you can review them at your own pace.

    A person does

    • Choose how far back to look: 6, 12 or 24 months.
    Issues to review, History check tab, showing a duplicate invoice, billed for more than ordered, unknown supplier and price higher than agreed.
    Product screen · demo data History check findings
  4. 04

    Read and extract

    Automatic

    ExelProc does

    • Reads PDFs, spreadsheets and email bodies.
    • Known layouts are read by rules. For an unfamiliar layout, AI (if enabled) points to each value; code then checks it against the document.
    • Scanned or unreadable files are flagged for a person, never guessed.
  5. 05

    Three-way match, line by line

    Automatic

    ExelProc does

    • Matches each invoice line to its order line and accepted receipts.
    • Handles partial deliveries, revised POs, credit notes, unit conversions (only by approved rules) and GST: CGST, SGST and IGST.
    • Applies your tolerances for price and rounding.
    Invoice check for DPS/INV/0103: what we agreed, what arrived, what we are billed, and a line-by-line table where the billed quantity 8,700 exceeds the 8,352 received.
    Product screen · demo data Invoice check, line by line
  6. 06

    Verify the evidence

    Automatic

    ExelProc does

    • Every value behind a finding is re-read at its exact location: PDF page and line, spreadsheet cell, email line.
    • If any proof fails, the finding is withheld.
    Proof panel: three sources, each number checked against the original, with file name, page and line or cell.
    Product screen · demo data Proof for every number
  7. 07

    Review exceptions

    You

    ExelProc does

    • Sorts issues into five categories, most urgent and most expensive first, each with its proof and a next step.

    A person does

    • Open each issue, check the proof, and decide.
    • Accepting a difference above a threshold needs an approver.
    Issues to review with category filters and a list sorted by urgency and amount.
    Product screen · demo data Issues to review
  8. 08

    Cases, holds and resolution

    Both

    ExelProc does

    • Opens a case with an owner team and due date.
    • Proposes a payment hold by policy and adds it to the Payment holds list (CSV).
    • Prepares supplier email drafts for approval.
    • Closes the case when a credit note or revised invoice arrives and satisfies the closure rules.

    A person does

    • Approve drafts, then send them yourself.
    • Apply holds in your own payment process.
    Waiting for approval: approving saves an unsent draft; this app never sends email. Files to put in SharePoint, each ready to file.
    Product screen · demo data Nothing leaves without a person
  9. 09

    Recurring checks and daily summary

    Automatic

    ExelProc does

    • Checks the mailbox every 10 minutes.
    • Prepares a daily summary on the home page, optionally posted to a Microsoft Teams channel.

Interactive investigation

Open the case. Check the working.

One sample invoice, three lines. Open the source of any number and see why each line was—or wasn’t—flagged.

  • Source fact, read from a document
  • Calculated by ExelProc
  • Recommendation for a person

Sample case · fictional supplier

SUPPLIER INVOICE

KMW/INV/2291

Date
02 Aug 2025
From → to
Kestrel Metal Works → Northfield Components Pvt Ltd
Against order
PO/24-25/0418
Supplier invoice lines
# Item Billed Rate Amount
1 PMP-40Hydraulic gear pump, 40 cc 100 EA $500.00 $50,000.00
2 SFT-25Drive shaft, 25 mm, EN8 40 EA $1,310.00 $52,400.00
3 GSK-80Flange gasket 80 mm 200 EA $45.00 $9,000.00
Taxable value$111,400.00
IGST 18%$20,052.00
Invoice total$131,452.00

Source file: KMW-INV-2291.pdf

Exception Likely mistake

Billed for more than was received

Source facts · select one to open its evidence

Calculation

  1. Invoiced quantityKMW/INV/2291 100 EA
  2. Accepted on receiptGRN/24-25/0773 − 80 EA
  3. Invoiced beyond receipt100 − 80 20 EA
  4. Potential disputed amount20 × $500.00 $10,000

Why it was flagged

  1. Line matched to PO line: passed. Item code PMP-40 on PO/24-25/0418 line 1
  2. Unit price vs PO: passed. $500.00 billed = $500.00 agreed
  3. Quantity vs accepted receipts: failed. 100 billed > 80 accepted across all GRNs for this PO line
  4. Every value re-read at its source: passed. 3 of 3 values found at the cited page, line and cell

Worth keeping in mind: A late or unrecorded goods receipt, or agreed advance billing, would change this finding.

Recommended next step

Hold the excess. Ask stores whether a later receipt is unrecorded; otherwise ask the supplier for a credit note for 20 EA.

Proposed payment hold Hold $10,000 + 18% IGST ($1,800) = $11,800. The rest of the invoice can be paid.

Walkthrough

Prefer to watch? Five minutes, start to finish.

For security details, see Security & data control.

Product tour · sample data · 5 min · no sound Prefer reading? See how it works, step by step.

Questions

Setup questions

Not answered here? Ask us in a demo.

Do we need IT to install it?

Installation is like any Windows program. You’ll need someone who can grant read-only access to the mailbox, which is often IT.

Which email systems are supported?

Microsoft 365 / Outlook, Gmail / Google Workspace, and others such as Zoho, Yahoo or your own mail server.

How long does installation take?

A standard Windows install plus a few setup questions. The first History check takes longer the more email you ask it to read (6, 12 or 24 months).

What happens when an invoice has no GRN?

It’s flagged as “Paperwork missing” for Stores and rechecked automatically when the receipt arrives.

Stop checking invoices blindly.

See how ExelProc connects the order, the receipt and the invoice—and proves where the numbers differ.

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