Every order arriving in your mailbox — PDF, scan or plain text — is read on arrival, invoiced in QuickBooks, and tracked to the door.
Built for medical and healthcare distributors. Works for any business processing purchase orders by email.
Nothing is guessed — what can't be read cleanly is raised, not invented.
ProcPilot handles every step from the moment a PO arrives to the moment your invoice gets paid.
Live dashboard of all active POs, shipment statuses, and KPIs in real time. Know exactly where every order stands.
Every order arriving in your Gmail or Outlook mailbox is read on arrival — PDF attachment, scanned document, or plain text in the body. Item code, quantity, unit and rate land on the order without anyone keying them in.
Track every PO from receipt to delivery — three-way matching, status updates, and a full audit trail.
Select carrier, click send — ProcPilot generates the documents and emails your warehouse automatically.
Invoices and packing slips created in QuickBooks automatically. Payment status syncs back. No double entry.
Real-time reports by product line, territory, and agent. Commission statements generated automatically.
Every order arriving in your Gmail or Outlook mailbox is read on arrival — PDF attachment, scanned document, or plain text in the body. Item code, quantity, unit and rate land on the order without anyone keying them in.
Invoices and packing slips created in QuickBooks automatically. Payment status syncs back.
Every shipment scored by carrier — on-time rate, average transit days, and exception counts across FedEx, UPS, LTL and FTL.
Once your FedEx and UPS credentials are connected, ProcPilot checks every active shipment automatically and alerts you on delivery, delay or exception.
Real-time reports by product line, territory, and agent. Commission statements generated automatically.
Role-based access, encrypted data, and a complete audit trail — built for teams that handle real money.
If you manage POs in Excel, you already know these problems.
Copying PO data from emails into spreadsheets, then QuickBooks, then SPS Commerce. The same data entered 3–4 times.
Manually tracking each shipment. Missing exceptions. Finding out about a delay days later — when the buyer is already angry.
Cash sitting uncollected because invoices are created manually. The longer you wait, the longer you wait to get paid.
Your Excel sheet is always out of date. You don't know what's in transit until you spend an hour updating it.
Purchase orders that once took hours can take minutes — with the numbers checked, not assumed.
Email from your buyer — ProcPilot detects it instantly and adds it to your inbox.
One click sends the PO acknowledgement directly to the buyer.
QuickBooks invoice and packing slip created. Payment synced back automatically.
Select carrier — documents generated and emailed to the warehouse.
Once carrier credentials are connected, tracking updates automatically, with alerts on delivery or exception.
| Feature | Excel / Manual | ProcPilot |
|---|---|---|
| PO detection from email | Manual — you check email | Automatic — 24/7 monitoring |
| Shipment documents | Created & emailed manually | Generated & sent automatically |
| Shipment tracking | Manual visits to FedEx/UPS | Automatic once carrier credentials are connected |
| QuickBooks invoicing | Manual entry after delivery | Auto-created on delivery |
| Commission reports | Hours in Excel monthly | Real-time, export in seconds |
| Chargeback risk | High — human error | Reduced — every line checked before invoicing |
| Real-time visibility | Always outdated | Live dashboard, always current |
What the platform does now, and the two pieces that switch on once carrier credentials are connected.
Gmail & Outlook
Instant customer response
Direct two-way integration
In QuickBooks on PO confirmation
Labels, rates & tracking
Labels, rates & tracking
Every shipment on one screen
Auto-generated monthly
Auto-generated monthly
Auto-calculated by agent
Purchase order processing software automates the steps a distributor takes from receiving a PO to invoicing the customer — capturing the PO from email or EDI, acknowledging it, generating the shipment, sending it to the warehouse, tracking delivery, and creating the invoice. ProcPilot covers all of these in one platform.
SPS Commerce integration is on the ProcPilot V2 roadmap. The current version handles PO inbox monitoring via Gmail and Outlook, QuickBooks invoicing, shipment creation with FedEx and UPS, and auto-tracking. If SPS Commerce EDI is a priority, contact us to discuss your timeline.
Yes. ProcPilot has a native QuickBooks Online integration. It auto-creates invoices and packing slips the moment a shipment is dispatched, and syncs payment status back so you always know which invoices are paid, overdue, or pending.
Yes. ProcPilot is designed for medical supply chains — including medical device distributors and pharmaceutical wholesalers — because it captures batch and lot numbers on shipments and supports the documentation requirements for healthcare buyers.
SAP Ariba and Coupa are enterprise procurement suites built for the buyer side. ProcPilot is built for the seller side — distributors and wholesalers fulfilling POs from their customers — and is sized for small and mid-sized distributors rather than enterprise procurement departments.
Yes. ProcPilot is purpose-built to replace the spreadsheet-based PO workflow. It eliminates duplicate data entry across email, Excel, and QuickBooks, removes manual FedEx tracking, and provides a real-time dashboard of every PO in the pipeline.
Pricing depends on your team size and the modules you need. Contact Faisal Munir at [email protected] or [email protected], or call or WhatsApp +92 300 757 7665, and we'll put together a quote for your requirements.
Setup typically takes 7–14 days. That covers connecting your Gmail or Outlook, linking your QuickBooks account, and onboarding your warehouse contacts. SAFZ Innovations provides free onboarding for all plans.
Property management for the Norwegian rental market — BankID leases, Vipps rent, AI maintenance, and NS 4102 accounting.
Explore PropZen →Pharma field intelligence — GPS-verified rep visits, digital DCRs, distributor verification, and live manager dashboards.
Learn more →UK HR compliance — UKVI sponsor licence, right-to-work checks, biometric attendance, and payroll with Xero/Sage.
Learn more →School management for Pakistan — live attendance, fee collection, exam management, and School Closure Mode.
Learn more →