Procore Tools Overview
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Procore’s 13 year overnight success
Procore was built on three fundamental ideas:
User-Centric Easy to Use Fastest Time-to-Value
Listen to the Develop easy-to-use Ensure our clients are
problems our solutions to these able to use these
customers have. problems. products immediately.
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Our Platform was built based on four values
COLLABORATIVE
Collaborate Anytime, MOBILE
Anywhere Connect Field and Office OPEN PLATFORM
DRAWING-CENTRIC Connect All Your
Centralized Drawings With unlimited user View your project Technology
& Specs licenses, everyone from the same
can be part of the perspective while Make the connections
With real time that matter the most to
conversation. being in different
updates, expect you in our App
locations.
more teamwork Marketplace.
and less rework.
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DIRECTORY
Directory
Stay in touch with your project team
Everyone, in One Place Easy Permission Management
+ The Directory acts as a company- + The Directory Permission
wide database of company and Templates allow admin users to
contact information specify levels of access to Procore
tools for all project team members
Share Contact Info
+ If given permission, your whole team can
access the database to stay in touch with
whomever they need
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Directory Workflow and Best Practices
Establish Permission Templates
+ Create Permission Templates for each of the roles that will be accessing your Upload full contact
account, and should reflect what you want those users to be able to see and do list to company
+ Users with ‘Admin’ access to the company level directory will have full authority to level directory
all tools in the account. This level should be given out sparingly
+ Users with ‘Admin’ access to the project level directory will have full authority to all
tools on the project. This level should be given out to PMs/PEs/Project Coordinators.
Add Users
Use “Bulk Add”
+ Import all users to the company level Directory. Feature to add
+ From there, they can be pulled down to a project’s directory using the ‘Bulk Add’
users to the Project
feature Directory
+ Create distribution groups for Subcontractors and other groups for quick communication
later
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DOCUMENTS
Documents
Ensure everyone has access anywhere!
Access from Anywhere Collaborate
+ Available on the web, mobile, or + Work together on documents
anywhere with internet access and track versions
+ ‘Track’ files or folders to be
Safely Store ALL Project Documents automatically notified of any
updates
+ Unlimited and secure document
storage
Customize Access
Eliminate “I Didn’t Get That” + Use permission settings to
ensure that people see only the
+ Track who was sent files, and who items they should
downloaded files
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Procore Drive
Link your desktop to the cloud!
Seamlessly Transfer Documents Consistent User Permissions
+ Drag & Drop supported + Work within the same user permission
documents, emails, and photos structure specified in the Procore web
from a Windows computer or application.
Microsoft Outlook to Procore
Easily Store and Share Outlook Emails
Integrate Project Schedules + “Drag and Drop Outlook Emails” get
+ Simple integration with Microsoft emails into Procore without CC’ing the
Project, Oracle Primavera P6 or project email address
Asta Powerproject
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Documents Tool Best Practices
+ Establish folder structure in project template before starting to
populate projects in your Procore account
+ Create public folders for drawing files and bidding documents
+ Create private folders for internal documents
+ Ideally all users, and at the very least, all design team members,
should have ‘Standard’ access to the ‘Documents’ tool so that
they can upload files and folders
+ PM/PE and PCs, track the ‘Drawing Files’ folder so that they can
be notified of any uploads/revisions and carry those files to the
appropriate tool
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DRAWINGS
Drawings
With real time updates, expect more teamwork and less rework.
Access Anywhere Real Time As-Builts
+ Digital drawings in central location + Link items from other Procore tools
available on web and mobile > Progress photos
Save Time > Punch List
+ Automatically split, name, and > Inspections
number drawings > Observations
Avoid Mistakes > RFI
+ Work on most current set, while > Submittals
maintaining records of all versions > Documents
Stay Informed > Sketches
+ Collaborate with drawing markup in
real time
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60% of our clients claim
they save over 45% of their
printing costs with
Procore's Drawing Tool.
Drawing Tool Workflow and Best Practices
+ Upload bid/design set as soon as received from design team
+ Set up subcontractors/field team members as drawing logs
subscribers as soon as possible so they are notified of updates to
current set
+ Push field team adoption of Procore so they are always working off
current set of drawings and are generating as-builts
+ Do not use drawings tool for design or shop drawings, these
should be saved to the documents tool.
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SPECIFICATIONS
Specifications
Real time access without all the paper
Easily Organize Improve Submittal Process
+ Automatically split, names, and + Link to submittals
numbers spec sections.
+ Automatically populate submittal
+ Automatic spec revision ensures all import template with spec sections
project users are working off the
current set.
Access Anywhere
Find What You Need + Digitally accessible on web and
+ Searchable by keyword with mobile without need to download
immediate results
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Specification Workflow and Best Practices
+ Upload bid set as soon as received from
Upload to Procore when
design team Received from Design Team
+ Set up subcontractors/field team members as
specification subscribers so they are notified
of updates to current set Set up subcontractors/field
team members as
+ Push field team adoption of Procore so they specification subscribers
are always working off current set of specs
+ Once specifications have been uploaded,
submittal registry template can be generated Request submittal import
template that reflects all specs.
to assist registry generation at the start of a
project
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RFIs
RFIs
Increase Project Wide Accountability
Promote Timely Responses Centralize RFI Database
+ Quickly and easily ask and answer + Entire project team can easily
+ Overdue notifications for assignees access and reference from one
central location
+ Time-stamped actions
Streamline Communication
Reference Project Documents
+ Concurrent engagement by multiple
+ Link to specifications and drawings team members
+ RFIs created or posted on the
drawings automatically update with
new information as it happens
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80% of our clients save at
least 5 minutes per RFI.
Clients note that RFIs are
closed an average of 56%
faster.
Standard RFI Workflow
Responsible RFI Manager Assignee RFI Manager Responsible
Contractor Contractor
Reviews and Reviews RFI Reviews response and
Asks question creates RFI and and responds reassignes if further Takes action
and distributes assigns person accordingly clarification is needed or based on
to RFI Manager for response distributes back to Response
(Assignee) Responsible Contractor
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SUBMITTALS
Submittals
Improve Response time and ensure compliance
Centralize Product Documentation Easy Submittal Log Reporting
+ Submittals available for reference on + Package, filter, and report on
web and mobile submittals
Automate Approval Process Reference Project Documents
+ Establish submission & approval + Link to specifications and drawings
workflow and timeline
+ Overdue notifications and response
history
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80% of our clients save at
least 5 minutes
per submittal.
Clients report that Submittal
items are closed an
average of 56% faster.
Standard Submittal Workflow
Revise & Resubmit
Responsible Submittal Assignee Submittal Manager Responsible
Contractor Manager Contractor
Reviews Reviews response,
Sends submittal Reviews and submittal and updates submittal, and Takes action
to Submittal creates submittal responds distributes to based on
Manager and assigns accordingly Responsible Contractor Response
Approver(s)
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MEETINGS
Meetings
Everything from Agenda Distribution to Approval of Minutes
Track Meeting Detail Drive Productivity
+ Track Meeting Dates, times, + Keep productivity high with clear
locations, topics, and attendees. communication and easily
+ Collaborate on agenda items accessible information
Assign Action Items Distribute Meetings
+ Assign issues with resolution due + Easily distribute meeting agendas
dates, cost codes, item priority, and minutes to meeting attendees
and resolution status. via email to keep everyone
informed
+ Calendar invite included in agenda
distribution
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BUDGET + CONTRACT MANAGEMENT
Budget
Easily Review Financial Performance
Centralize Project Financials Reflect Upcoming Costs
+ Compare budget, cost actuals, + Forecast your cost-to-complete in
changes, and projections in one detail and reflect line item savings
central location when ready
Dig Deeper Capture Financial History
+ Snapshot your budget any time to
+ Drill down into every value to view identify trends and for historical
detailed breakdowns tracking
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Direct Costs
Easily Capture Costs on the Fly
Capture Non-Commitment Costs Make Forecasting Easy
+ Upload or record costs and leave + Add detail and notes for each cost for
the accounting system to your future reference when forecasting
Accounting Dept. costs
Keep your Budget Updated Customize your Cost Views
+ Costs automatically update your + Utilize filters to narrow down costs to
budget understand historical spending
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Budget & Direct Costs Best
Practices/Workflow
Budget
+ Import your budget line items from a CSV, modify as necessary
+ Lock the budget to preserve original budget amounts
+ Manually update your Forecast-To-Complete when ready to project a savings or an
additional overage
+ Use Budget Modifications to transfer money between line items and save time on
internal changes
Direct Costs
+ Import your Direct Costs from a CSV (exported from your accounting system) weekly
or monthly
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Prime Contract
Keeping you and the owner on the same page
Customize Clients SOV
+ Create a schedule of values for clients that can be managed separately than
your internal, more detailed budget
Create Pay Applications
+ Build pay applications that pull directly from your SOV and approved change
orders
Collaborate with Team Members
+ Provide clients and internal team members access to view the contract,
payment applications and change orders in real time
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Commitments
Keeping you and your Subcontractors on the same page
Keep your Budget Updated
+ New or modified commitments automatically update your budget
Collaborate with Subcontractors
+ Subcontractors can view their subcontract, change orders and pricing
requests in real time
Review Subcontractor Invoices
+ Subcontractors can complete their draw requests for your review and
approval
Keep your Field Team Updated
+ Field personnel can view subcontracts and change orders scope on their
mobile device
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Contracts Workflow and Best Practices
Prime Contract
+ Add your client’s team and any non-Admin internal users (Superintendents, etc.)
to the Private section
+ Set up the SOV to reflect your negotiated pay application breakdown. If similar to
your budget, copy the SOV from the budget. If different than your budget, import
the SOV from a CSV.
+ Set up financial mark-up for prime change orders
Commitments
+ Add your subcontractor’s team and any non-Admin internal users
(Superintendents, etc.) to the Private section
+ Set up the SOV to reflect the negotiated draw request breakdown
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CHANGE MANAGEMENT
Change Events
All Changes in One Place
Manage Changes + Collaboration Solicit, Track & Collect Pricing
+ Track both internal and client + Issue requests for pricing (RFQs) to
change orders in one location subcontractors and track the status.
+ Allow collaboration with clients + Subcontractors can respond directly
and subcontractors on their in Procore with their pricing.
changes
Never Miss a Potential Cost
+ Field personnel can create and view
change events on their mobile device
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Prime Contract Change Orders
Owner and Client on the Same Page
Collaborate with Clients Electronic Approval
+ Provide clients access to view + Allow clients to electronically approve
their change orders in real time change orders
Keep Clients in the Loop Keep your Budget Updated
+ Provide an optional rough order of + New or modified change orders
magnitude (ROM) for your client automatically update your budget
while you price the change order
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Commitment Change Order Value Props
You and the Sub on the Same Page
Collaborate with Subcontractors Keep your Budget Updated
+ Provide subcontractors access to + New or modified change orders
view their change orders in real
time automatically update your budget
Eliminate Double Entry Keep your Field Team Updated
+ Create change orders directly from + Field personnel can view change
RFQs
orders scope on their mobile device
Eliminate Wet Signatures
+ Allow subcontractors to
electronically approve change
orders
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Financials Workflow (Change Orders)
CLIENT FACING INTERNAL COMMITMENT FACING
PCCO CCO
(One per month, group (Group many CPCOs)
approved PCOs)
CPCO
(Track / approve
PCO
individual scopes)
(Track / approve Change Event
individual scopes)
PCO
(Obtain comm. Pricing)
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PAYMENT APPLICATIONS + DRAW REQUESTS
Pay Apps/Requisitions Value Props
Track Incoming and Outgoing Payments
Request Payments From Your Client Eliminate Double Entry
+ Create and update payment + SOV line items copy from the contract
applications and approved change orders can be
added with a single click
Record or Review Sub Draws
Eliminate Need for Accounting Access
+ Record billings from subcontractors
and store invoices for records + Review billing and payment summary
within Procore
+ Or, allow subcontractors to enter
their requested billing amounts for
your approval
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Payment Application Workflow
Create Prime Contract SOV
(for client review/approval)
Create Pay App and enter amounts from Direct
Costs and Subcontractor/Supplier Draw Requests
Email pencil draw Pay App to client for review
Client reviews Pay App and replies back
to email with comments and/or mark-ups
Revise/finalize Pay App and add required backup
(lien release, etc.)
Email revised/final Pay App to client
for signature
Client reviews Pay App, signs PDF and
replies back to email with signed PDF
Client issues payment
Log payment received
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Requisition Workflow
Create Commitment SOV
(for Subcontractor review)
Subcontractor creates Requisition
Subcontractor emails pencil Requisition
Review Requisition and reply back to email
with comments and/or mark-ups
Subcontractor revises/finalizes Requisition
and adds required backup
(lien release, etc.)
Subcontractor emails revised/final
Requisition
Review and approve Requisition
Issue payment
Log payment issued
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DAILY LOG
Daily Log
More than just field notes, from anywhere.
Ease of Use Record Issues on the Spot
+ Intuitive software allows easy + Easily document issues throughout
entry for the entire team the day to keep executive team up-
to-date
Log From Anywhere
+ Use the mobile application to Compressive Reporting
easily log project info + Logged information can be
+ Never lose a paper copy again combined to form reports helpful
for project managers and
executives
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Our clients save an
average of 9 minutes
per Daily Log action
item.
Daily Log Best Practices
+ Superintendents made admin on daily log
+ Implementation Team to determine necessary daily logs and configure on
Standard Project Template
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PHOTOS
Photos
Capture, store, and share your project photos in a secure online archive.
Centralized Visual Documentation Record Progress
+ One central database to store all + Link progress photos to drawings to
project photos provide context and keep the team
informed
+ Unlimited photo storage
Collaborate
+ Share photos with team members
regardless of where they are
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Photos Best Practices
+ Give external contacts access to the ‘Photos’ tool so they can upload
their progress photos if desired.
+ Drop photo markups in each room of your project. Take weekly/bi-
weekly photos facing North, South, East, and West so that you have a
running record of the job.
+ Move photos from ‘Photos from Drawings’ album to weekly progress
photo album.
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INSPECTIONS
Inspections
Manage, baseline, and improve your construction quality performance
processes from your desktop and mobile devices.
Standardize Processes Inform Project Leads
+ Establish standard templates to + Inspection database allows team
be used by the whole company members to see project quality in
real time
Generate Follow-up
+ Create Observations from within the
inspections tool to make sure issues are
addressed
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Inspections Workflow
Procore Admin Project Manager Safety Inspector/ PM (or other
Creates adds Template to PM/ Super admin level
Inspection Project (sometimes perform user) closes
Template the Super) inspection the inspection.
checklist
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OBSERVATIONS
Observations
Never let an observation fall through the cracks.
Drive Issue Resolution
+ Set workflow-driven tasks for users to complete
Keep Track
+ Log deficiencies and systematically solve issues
Inform Team
+ Generate reports to show a list of resolved, in-progress, and unresolved issues
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Observations Workflow
Inspector creates
Observation from Collection of Contractors PM, PE, Super
Inspection Observations Observations receive email/ close out
becomes sent to respond to observation if
PM, PE, Super “Observations Contractors observations in deemed
create Log” Procore complete
Observation(s)
and assign to
contractors
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PUNCH LIST
Punch List
Drop your issues right into the current set
Expedite Closeout Easily Create List from the Field
+ Punch List process helps drive + Create PL items on drawings
final issue resolution directly through the mobile app
Request Action Link to Drawings
+ Email subcontractors complete + Drop punch pins on drawings to
list of issue to fix show exact location of issues
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75% of our clients save
at least 5 minutes per
Punch List item.
Clients note that Punch
List items are closed an
average of 56% faster
Punch List Workflow
Superintendent Collection of Punch List Contractors Superintendent
creates Punch Observations sent to receive email/ closes out Punch
List and assign becomes Contractors respond to List Items if
to contractors “Observations Punch List in deemed
Log” Procore complete
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MOBILE APP
Mobile App
Stop walking back to the jobsite trailer!
Save Time Work Offline
+ Quickly and easily create new + Create items without internet
items on the mobile device connection and watch it update
when you next get Wi-Fi
Keep Project Pace
+ Avoid delays by logging information Document Project
anytime, anywhere + Easy information capture makes
project documentation more
seamless than ever
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