Procurement records don’t always agree.
The control layer between evidence and decision.
ProcureTrace checks approvals, quotes, contracts, purchase orders, delivery records, invoices, and payments against each other. When something conflicts, is missing, or cannot be supported, it shows exactly what happened and the evidence behind it.
Illustrative example — the records shown are fictional.
See the finding. See the evidence.
Every material finding names the records it came from. This fictional example shows how ProcureTrace presents one difference — the values, the amount involved, and the exact sources behind it.
The invoice lists two more units than the purchase order.
Sources: invoice.pdf · page 3 · purchase_order.pdf · page 2
Fictional example.
From records to a review you can verify.
Three stages, from uploaded records to a recorded review decision. The screens below show an illustrative example — the records are fictional.
- Approvalboard_approval.pdf 12 units 2026-03-02 Match
- Contractcontract.pdf USD 43,800 2026-03-20 Match
- Purchase orderpurchase_order.pdf 12 × USD 3,650 2026-04-17 Match
- Delivery recorddelivery_note.pdf 12 units received 2026-06-11 Match
- Invoiceinvoice.pdf 14 units 2026-08-14 Conflict
- Paymentpayment_advice.pdf USD 51,100 2026-08-29 Matches invoice
Invoice invoice.pdf Page 3
- Item
- Portable analyser, model VX-2
- Unit price
- USD 3,650.00
- Quantity
- 14
- Line total
- USD 51,100.00
Purchase order purchase_order.pdf Page 2
- Item
- Portable analyser, model VX-2
- Unit price
- USD 3,650.00
- Quantity
- 12
- Order total
- USD 43,800.00
Invoiced quantity exceeds ordered quantity by 2 units
Amount above purchase order: USD 7,300
Source: Invoice · page 3 · 14 units
Source: Purchase order · page 2 · 12 units
Invoiced quantity exceeds ordered quantity by 2 units. No change order was supplied. Raised with the supplier.
Not everything is a pass or fail.
Every check ends with one of four recorded results — the same vocabulary the review and its reports use. ProcureTrace does not force an answer the records cannot support.
- Records Match
- The evidence required for the check is present and the compared values agree.
- Differences Found
- The records disagree, or a defined control is exceeded.
- Missing Required Information
- A required record or value is absent.
- Insufficient Evidence
- The available evidence does not support a reliable determination.
Built for evidence-heavy procurement reviews.
Where approvals, contracts, orders, invoices, and payments must stand up to review.
Approval compliance
Check whether purchases remained within documented authority.
PO, invoice, and payment reconciliation
Trace whether commercial records agree from commitment through payment.
Contract and quote verification
Compare what was approved, contracted, and ultimately purchased.
Audit readiness
Surface gaps and inconsistencies before an auditor has to find them manually.
Your evidence stays traceable.
ProcureTrace is built so a reviewer can always answer where a result came from and who decided what about it.
- Evidence-backed
- Material findings link back to the records that support them — document, page, field, and value.
- AI reads. Controls decide.
- AI-assisted extraction never determines the control result. The review decision comes from deterministic comparisons, and extracted values are verified against the original documents before use.
- Human decisions remain recorded
- Exceptions and acknowledged limitations preserve the reviewer, the reason, and the timestamp in an append-only record.
- Designed for limited retention
- Customer data follows the published retention policy — deletion is immediate in the application, and inactive accounts are removed automatically.
Start with the records.
Upload a procurement record set and see what the evidence supports.
For procurement, finance, grants, compliance, and internal audit teams in hospitals, universities, municipalities, and other regulated institutions.
Frequently asked.
Current scope, document handling, reviewer responsibility, and the assisted pilot option.
Does ProcureTrace replace an auditor?
No. ProcureTrace produces cited findings for your reviewer. Your reviewer remains responsible for all conclusions. The report is decision support, not a compliance opinion or legal determination.
Can ProcureTrace review active projects?
No. ProcureTrace reviews procurement projects that are completed or at closeout.
Does ProcureTrace connect to our ERP?
No. Documents are supplied as PDF, XLSX, CSV, or TXT files. There are no live data connections or system integrations today.
What happens to our documents?
Documents are stored in an isolated project store and are never used for training. Deleting a review removes its documents and results from the application immediately, leaving an id-only deletion record; short-lived infrastructure backups expire on the provider's standard schedule. See Data retention.
What is the assisted pilot?
ProcureTrace is self-service — create an account and run a review directly. For an operator-assisted pilot, a ProcureTrace operator runs the review with you and verifies the extracted fields before the comparison. Every correction is recorded in an append-only activity history. Request an assisted pilot.