Security & data control

Runs in your building. Reads, never acts.

ExelProc is installed on your own Windows computer or server, reads your procurement mailbox in read-only mode, and cannot pay, post or send. Here is exactly what runs where.

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Data flow

What stays on your premises, and what can leave.

Your mail provider

Procurement mailbox

Microsoft 365, Gmail or other. Mail stays where it is.

Your premises

ExelProc on your Windows computer or server

Document reading by rules
Value verification at source
Three-way matching (code)
Cases, holds, audit trail

Your team’s browsers

HTTPS on the office network.

Local AI model optional

On your own server.

Outside, only if you enable it

Cloud AI optional

Claude, ChatGPT or Gemini. Supplier names, tax IDs and amounts hidden before sending. Pause in one click.

Microsoft Teams optional

Daily summary posted to a channel you choose.

Data flow. All matching, verification and case work happens on your own machine, with no telemetry. Only two optional features send anything out: cloud AI (redacted) and a Microsoft Teams summary.

Deployment

On-premises by design

Where it runs: A Windows computer or server you control. It starts with Windows and runs on its own.
Telemetry: None. ExelProc doesn’t report usage or data back to us.
Access for colleagues: Over HTTPS on your office network.
Sign-in: With Microsoft 365 or Google work accounts, so your own MFA policy applies. Accounts lock after repeated failed passwords.
Credentials: Mailbox and service credentials are encrypted by Windows on the machine and never shown again after entry.
Your documents: Stay with you. There is no ExelProc cloud holding them.

Mailbox permissions

Read-only, and it stays that way

ExelProc only reads the procurement mailbox. A supplier email you approve is saved as an unsent draft for a person to send.

Waiting for approval: nothing is emailed, filed or paid until a person approves it. Approving saves an unsent draft; this app never sends email. — Product screen · demo data Nothing is emailed, filed or paid until a person approves it.

AI configuration

AI reads. Code decides.

AI never does matching or calculations. At most it helps locate values in unfamiliar layouts, and code re-checks each one at its source. Pause it in one click.

Rules only

Known document layouts are read by rules and everything else still works: matching, checks, cases, holds. Unfamiliar layouts are flagged for a person instead of being interpreted.

What leaves the buildingNothing is sent to any AI service.

Roles, approvals and audit

Every decision has a name and a time on it.

Role-based access

Roles
Viewer	Sees issues, cases, proof and summaries.
Reviewer	Works issues and cases, proposes decisions.
Approver	Approves drafts and accepts differences above the threshold.
Admin	Manages users, mailbox connection, AI setting and business rules.

Approval requirements

Accepting a difference above a threshold needs an approver. Supplier emails and file moves wait for approval. Everything is checked again at the moment of approval.

Audit trail

Approvals, sign-ins, rule changes and case decisions are recorded and can be exported as CSV.

Configurable business rules

Admins set tolerances, approved unit conversions and team names. Every rule change is recorded with the issues it opened or closed.

Rules and settings: matching tolerances, unit price tolerance, rounding, GST rates accepted, charges that need PO cover, and approved unit conversions. — Product screen · demo data Rules & settings

Prohibited actions

What ExelProc cannot do

Make payments. There is no payment capability of any kind.
Post to your ERP. It doesn’t create entries or change records in Tally or any other system.
Send email. Supplier emails are unsent drafts. A person reviews and sends them.
Overwrite files. Filing never overwrites, and the same file is never uploaded twice.
Follow instructions in emails. Email content is data. Text aimed at an AI is ignored and reported.

Issue: email tried to instruct the AI. The email body tries to instruct the system to approve or pay an invoice; it was treated as data, nothing was approved, and the instruction is shown highlighted as proof. — Product screen · demo data An email that tried to instruct the AI, reported and ignored.

Questions

Security questions

Not answered here? Ask us in a demo.

Does ExelProc need internet access?

Only to reach your mailbox (for Microsoft 365 or Gmail, that means your mail provider) and for optional cloud AI or a Teams summary.

Can we disable AI?

Yes. Everything still works; unfamiliar layouts are flagged for a person instead.

Ask the hard questions in a demo.

Bring your IT and security team. We’ll show the data flow, AI settings and audit trail on a running system.