Getting started

Ways to send orders to ProcuLink

ProcuLink is designed to receive purchase orders the way your buyer or procurement team already works. Start with upload for the first supplier, then move recurring flows to email, API, or a watched folder when the mapping is proven.

  1. Manual upload — best for the first supplier setup and testing real files.
  2. Email intake — best when buyers already send POs as attachments.
  3. API push — best when an ERP, procurement system, or automation tool can send structured order data.
  4. SFTP or storage-folder polling — best for recurring file exports from older systems. Configure it yourself in Settings → SFTP pull or S3 / R2 pull (any paid plan — Growth and up).

Manual upload

Use Upload in the ProcuLink app when you want immediate control. This is the safest first path because you can pick the supplier, review the parsed order, fix mappings, and confirm the supplier-ready output before delivery.

Common PO formats include CSV, XLSX, text-based PDF, XML/cXML, UBL/Peppol-style XML, SAP IDoc (ORDERS05), EDIFACT, and X12. Text-based PDFs are read and structured by AI extraction — the high-confidence primary path. Scanned/image-only PDFs (no text layer) are read by an AI vision fallback; because there is no text to verify against, every line is flagged for review before delivery.

Email intake

There are two email patterns:

  • IMAP polling: ProcuLink checks a mailbox you own every 5 minutes and imports supported attachments. This is configured in Settings → Email intake.
  • Hosted inbound address: forward orders to a dedicated address such as orders@your-workspace.proculink.eu and ProcuLink imports the attachments. Routing to your workspace is automatic (on your workspace slug); we set up the receiving email domain with you.

For repeatable automation, use a dedicated mailbox or folder and ask senders to attach one purchase order per email.

API push

Use the inbound API when another system can send structured order data directly. The API is authenticated with a ProcuLink API key and scoped to your workspace slug.

This path is best for ERPs, procurement systems, Zapier/Make-style automation, or internal tools that already know the supplier and line-item data. Endpoint details, the payload shape, and duplicate handling are in API keys, inbound API, webhooks, and connectors.

SFTP or storage-folder polling

ProcuLink can poll external SFTP and S3-compatible storage locations for recurring PO files. These flows are useful when a source system exports files on a schedule.

Configure SFTP and S3/R2 polling yourself in Settings → SFTP pull and S3 / R2 pull: set the host/bucket, credentials (encrypted at rest), and the default supplier imported files are attributed to. Available on every paid plan — Growth and up.

What to send

Whichever channel you use, the best files include:

  • Purchase order number
  • Order date
  • Supplier name or supplier account reference
  • Currency
  • One row per ordered item
  • Buyer item code or supplier item code
  • Description, quantity, unit, and price when available

If a file is missing fields, ProcuLink will route it to review instead of silently sending a risky order.

All of these channels work the same when your workspace receives orders from customers instead of sending them to suppliers — see inbound mode.

Need help choosing the right intake path? Email support@proculink.eu or start with your first purchase order upload.

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Ways to send orders to ProcuLink — ProcuLink Help