Help & FAQs
A practical route from supplier information to a documented buying decision.
Your first purchase
1. Capture and check
Choose Paste Quote Text in the dashboard, extract a selected supplier email or upload a supported file with eligible paid access. You can first Explore Sample Quotes without using your allowance. Check supplier, currency, quantities, units, prices and terms against the source. Save your corrections.
2. Organise the purchase
Create a project and assign related quotes. Start a procurement request if you need to document the requirement before sourcing. Sharing a request makes its recorded content available to the project.
3. Ask and compare
Prepare and review an RFQ, record quotation revisions and ask clarification questions. Compare offers and review suggested item matches; similar wording does not prove technical equivalence.
4. Record the decision
Use an award evaluation to record quantities, costs, exchange-rate assumptions and your chosen supplier. An eligible independent reviewer records approval.
5. Prepare the order and record delivery
Where available, create a draft purchase order from an approved award, review it and issue its PDF. Record acknowledgements and received, damaged or rejected quantities. Arrange supplier communication and payment separately.
Plans and availability
Free includes 25 email or pasted-text extractions per month. Starter includes 200; Pro 1,000; Team 3,000 pooled extractions. Eligible credit balances are reflected in your account usage. Paid plans support files up to 10 MiB; PDFs are capped at 50 pages on Starter and 100 on Pro/Team.
New paid subscriptions are currently Coming soon. Joining the waitlist does not unlock paid features. Microsoft connections and other optional workflows also depend on deployment availability and your permissions.
View prices and plan detailsCommon questions
Can I try ProcureMind without installing the extension?
Yes. Paste Quote Text accepts up to 20,000 characters and optional reference and supplier labels up to 200 characters. Free shares 25 monthly extractions across email and pasted text. Raw pasted text is not saved; extracted fields and optional labels are saved privately. File uploads still require eligible paid access.
What does Explore Sample Quotes do?
It shows three fictional supplier offers locally. It makes no AI request, creates no business records and uses no extraction allowance. Different specifications and pack sizes need review; a low price is not automatically the best offer.
How do I recover a pasted-text extraction?
Check extraction history, then use Retry this same attempt for uncertain outcomes. The original text stays in this open form, and the same input reuses active or completed work across tabs. After a definite failure, Review text for a new attempt requires a deliberate new extraction that uses allowance. Failed attempts remain charged. A deleted result is not recreated by retrying.
Why are AI suggestions taking time?
Analysing your request means the saved buying narrative is being checked. Nothing is applied automatically. If it times out, reload the current request to check status. A persistently pending or failed suggestion may need a new saved draft revision; you can continue manually. Consent to send text, manual draft review and review of returned suggestions are separate.
Why can I not copy an incomplete RFQ?
Copy and download are available only after a complete subject and meaningful email body are returned. A failed generation keeps your entries so you can retry. Review the wording before sending through your own email application.
Where are customer quotations and follow-ups?
Customer Quotes & Follow-ups is the separate workflow for quotations your business sends to customers. Supplier quotations for purchasing remain in Extractions, Projects and Compare.
Which client should I use?
The web dashboard contains the full procurement workflow. The Chrome extension works beside supported mail pages; Gmail attachment actions support PDF, Excel, CSV, DOCX and PNG/JPEG/WebP images in the updated client. The Outlook add-in reads a selected message and, on a compatible host, a selected PDF attachment. Installed versions and account access determine which actions appear.
Why is an attachment action unavailable?
File extraction requires a paid account with available usage. Outlook PDF attachment reading also requires a host that supports Mailbox 1.8; an organisation can restrict add-ins. Download the file and use the dashboard when the host cannot read it.
What if extraction is interrupted?
Use the explicit retry for the same retained file while that recovery action remains available. Check Extractions for an existing result before starting again. Reloading, closing the client or changing accounts can lose local recovery details. Do not assume a missing reply means the work failed.
Does retrying use another extraction?
The updated file-recovery flow reuses the original attempt when its exact file and key remain available. Starting a new attempt can consume another extraction. Failed processing remains charged; a retry does not restore a deleted result.
Is a partial result complete enough to use?
Check it against the original first. PDF page warnings describe partial processing. Spreadsheet sheet/row counts do not prove every cell was covered; Word and image results also need review. Model confidence is not a measured accuracy score.
Does the assistant approve or buy for me?
Evidence views answer supported questions about saved records. Separate proposed-action workflows require human review and confirmation. Saving a proposal or draft does not approve an award, issue an order, send an email or make a payment.
Can everyone in my organisation see a project?
Project access is explicitly shared. Organisation membership, cost-centre classification and administrative permissions do not automatically grant project access or spending authority.
Do suppliers need an account?
Suppliers can use ordinary email. Where enabled, a buyer can share a separate expiring supplier-introduction link and review the response before publishing selected details. This is not a general supplier portal.
What happens after a spreadsheet send?
Open Spreadsheet sends and inspect the destination and recorded status. Check uncertain outcomes before another send. Removing a connection does not delete rows already written to the provider.
Can I delete shared history?
Private extraction deletion, source-text cleanup and shared project retention are separate. Shared revisions and decision evidence can remain after a contributor leaves or deletes an account. See the Privacy Policy before sharing or exporting.
For support, include your client version, the action and the error shown. Keep passwords, tokens and confidential supplier documents out of public messages. Read our Privacy Policy and Security overview.