Turn supplier updates Turn supplier updates Turn email attachments Turn contract information Turn website updates Turn email conversations Turn business documents Turn invoices Turn customer requests Turn renewal notices Turn project correspondence Turn price lists Turn order confirmations Turn delivery updates Turn company reports Turn policy changes Turn mailbox archives Turn product listings into shared views into shared views into context for AI tools into useful tables into review sets into reports into team digests into change alerts into follow-up worklists into searchable evidence into spreadsheets into deadline alerts into data feeds into shared snapshots into redacted views

Build repeatable workflows across busy inboxes and shared drives. Bring relevant information together, extract the data you need and publish tailored views, reports and updates for your team and customers.

Captured supplier emails in a Polytrace record list. — Keep supplier updates together.

What you can do with Polytrace

Organize and triage

Supplier updates

Northbank

Invoice received

Cedar Works

Delivery update

Fieldline

Renewal date

Organize and share your emails

Create custom lists of emails from multiple inboxes and keep their attachments easy to find.
Inbox routing

Customer requests

For review

Delivery updates

Forward to Operations

Triage and route incoming emails

Sort incoming requests into review queues and forward matching messages to the right team.
Saved emails

Contract proposal

Cedar Works

Delivery update

10 October

Keep project information together

Find a project’s correspondence and save useful groups of emails or documents.
Review set

Email thread

Selected

Contract.pdf

Selected

Project notes

Selected

Prepare a review or handover

Give the next reviewer the relevant emails, document versions and unanswered questions.

Extract data and keep it current

Extracted invoice fields

Amount

£12,400

Source

Invoice.pdf

Date

14 October

Extract data from emails and documents

Extract amounts, dates and references, then check the values against their source.
Supplier profile

Name

Cedar Works

Delivery date

18 October

Status

On route

Keep contract and supplier data up to date

See the latest delivery dates and contract details from new captured updates, with the email or document behind each value.

Watch changes and get notified

Delivery alert

When

Delivery date changes

Notify

Operations team

Channel

Instant email

Get alerts for changes and deadlines

Watch delivery dates, prices and renewal deadlines. Choose email, digest or webhook notifications and control how often they arrive.
Follow-up

Owner

Mira

Due date

16 October

Status

In progress

Assign follow-up and record the outcome

Give work an owner, due date and outcome.

How you can use Polytrace

Operations and procurement

Follow supplier delivery changes and upcoming notice deadlines.

Example for operations
From Subject Date

Cedar Works Delivery update 10 October
Accounting

Check invoice amounts and due dates beside originals.

Example for accounting
Invoice Amount Due date

INV-0442 £12,400 18 October

Example for operations
From	Subject	Date
Cedar Works	Delivery update	10 October

Example for accounting
Invoice	Amount	Due date
INV-0442	£12,400	18 October

Investment teams

Prepare company reviews with reports and follow-up questions.

Example for investment
Document	Review question
Acme Supplies Q3 report.pdf	How does gross margin compare with last quarter?

Sales and account teams

Hand over customer requests and proposal changes.

Example for sales
Customer request Source

Multi-year pricing and UK delivery options Proposal v3.pdf

Example for sales
Customer request	Source
Multi-year pricing and UK delivery options	Proposal v3.pdf

Support and customer success

Sort incoming requests and keep the conversation ready for the next handler.

Example for support
From	Subject	Date
Northbank	Invoice query	10 October
Fieldline	Renewal question	8 October

Legal and compliance

Gather the documents for a review and follow terms to their original clauses.

Example for legal
Item	Original source	Retained version
Email	Cedar Works	email.eml
Document	Terms.pdf	terms.pdf
Website copy	Supplier terms	terms.html

Check the details. Choose what to share.

Check the source.

Check an extracted amount or date beside the email or document it came from.
Keep data up to date.

Keep the latest checked supplier or contract details together as new updates are captured.
Control what you share.

Share the fields each audience needs, with separate controls for the original files.
Assign follow-up.

Give a question an owner and keep the answer beside the emails and documents behind it.
Check how data is processed.

See which emails or documents were included and how an amount, date or reference was extracted.
Use generative AI when needed.

Organize and publish without generative AI. Use a model for extraction when the text needs interpretation.