Email polling (IMAP) setup
ProcuLink can ingest purchase orders straight from a shared mailbox by polling it over IMAP and picking up attachments.
Plan availability
Email polling is available on every paid plan — Growth (€149/month) and up. The free Pilot trial uploads through the ProcuLink UI instead.
Connecting your mailbox
Open Settings → Email polling and provide:
- Host, e.g.
imap.gmail.com - Port, usually
993 SSL/TLSenabled (recommended)- Folder, default
INBOX - Username
- Password, or an app-specific password for Gmail or Microsoft accounts
Credentials are encrypted at rest. Use a dedicated routing folder so unrelated mail doesn't get scanned.
Polling cadence
ProcuLink polls every 5 minutes. There is no faster option in this release.
What gets ingested
For IMAP polling, attachments with the extensions .csv, .xlsx, and .pdf are picked up. Each attachment becomes a separate order. A successfully picked-up message is marked as Seen in the mailbox so it isn't re-ingested.
For hosted inbound email routing, ProcuLink can also accept .xml, .edi, and .txt attachments and can fall back to extracting a simple purchase order from the email body when AI extraction is enabled.
When things fail
Bad credentials or unreachable hosts produce an alert on Settings → Email polling and polling pauses until you fix the configuration. No silent failures.
Need help? Email support@proculink.eu, see ways to send orders to ProcuLink, or read your first purchase order upload.