How a PM sets the entire job up for success before the first upload.

Step 1 — Why Project Setup Matters

General Knowledge
Procore is only as strong as the structure you build inside it. If the project is organized from day one, communication is clean, tasks are faster, and subcontractors know exactly where to find what they need. A poorly structured project leads to lost documents, late RFIs, schedule confusion, and finger-pointing.

Great PMs treat project setup like building a foundation:
If it’s wrong, everything above it suffers.

Action Items

🟩 Review company standards before building your file
🟩 Confirm exactly who will use the project (subs, supers, owners)
🟩 Identify all modules you will activate for this project
🟩 Set up folder structure mirroring the real construction workflow
🟩 Document your setup strategy inside your PM notes

Step 2 — Naming Standards & Folder Structure

General Knowledge

Procore becomes chaotic when people create folders or upload files however they want.

That’s why naming standards and folder hierarchy matter.

Your structure should reflect:

• The phases of construction
• The trade order
• Individual responsibilities
• The inspection path
• The financial tracking phases

Everything must be predictable and repeatable so your team never wastes time hunting for documents.

Action Items

🟩 Create consistent folders for drawings, specs, contracts, and RFIs
🟩 Use naming standards like “2025-01-Planning” or “Div 22 – Plumbing”
🟩 Restrict who can create new folders
🟩 Add an “Incoming / Needs Review” folder for daily uploads
🟩 Add a “Final / Locked” folder for milestone documents

Step 3 — User Roles, Permissions & Accountability

General Knowledge

Permissions determine who can view, upload, edit, or approve.
If permissions are too loose, documents change without notice.
If permissions are too restricted, nothing gets done.

Each person needs the minimum necessary access for their job.
This protects your project, your budget, and your legal documentation.

Action Items

🟩 Create user groups (Owner, PM, Subcontractor, Superintendent)
🟩 Assign permissions based on role, not person
🟩 Disable ability to delete documents for non-admins
🟩 Test permissions by logging in as each role
🟩 Document who is responsible for updates in each module

PAGE 4 — Module Activation & Workflow Mapping

General Knowledge

Procore has over 20 different modules — but your project doesn’t need all of them.
Only activate what improves workflow.
Then map out who uses each module, how often, and for what purpose.

This eliminates confusion and ensures every tool serves the build.

Action Items

🟩 Activate core modules (RFIs, Submittals, Drawings, Daily Logs, Schedule)
🟩 Choose optional modules only if your workflow requires them
🟩 Define the workflow for each module (who uploads → who reviews → who approves)
🟩 Document expectations and upload them to the Project Home tab
🟩 Assign responsibility for maintaining each module during the project

PAGE 5 — Final QA Check Before Going Live

General Knowledge

Before inviting subcontractors or clients, the PM must perform a launch review.
This confirms that the structure is clean, folders are labeled correctly, permissions are accurate, and the project is ready for real-world use.

This prevents confusion later and builds trust in the system from day one.

Action Items

🟩 Review folder structure and naming consistency
🟩 Confirm permissions and test all user roles
🟩 Upload initial drawings, specs, schedules, and contract documents
🟩 Publish a “Project Orientation Note” for all users
🟩 Invite team members and subcontractors only after QA is complete

How project managers use Procore to eliminate confusion, protect timelines, and maintain a professional, accountable jobsite.

STEP 1 — Procore as the Official Record of Communication

General Knowledge

Procore is not a backup tool — it is the primary communication platform.
Anything said verbally or through text must be logged in Procore, or it becomes untraceable and risky.

Project managers set the tone:
“If it isn’t in Procore, it doesn’t count.”

When used consistently, Procore protects you from disputes, miscommunication, and “he-said, she-said” moments.

Action Items

🟩 Document all decisions and agreements inside Procore
🟩 Avoid relying on texts or calls without uploading a note or screenshot
🟩 Upload meeting minutes within 24 hours
🟩 Log any design clarification in RFIs or Daily Logs
🟩 Encourage subcontractors to communicate in Procore instead of email

STEP 2 — Writing Clear, Professional Jobsite Communication

General Knowledge

Your communication should be short, factual, and traceable — not emotional or vague.
Clarity prevents delays. Professional tone builds trust.

Good Procore communication avoids:
• “I think…”
• “Maybe…”
• “I’m pretty sure the sub said…”

Instead, it states facts and expectations.

Action Items

🟩 Use bullet points for clarity
🟩 Write communication as if leadership or lawyers will read it later
🟩 Avoid assumptions — include exact details (location, date, spec)
🟩 Add photos whenever possible to support the message
🟩 Keep tone neutral and factual, even when problems arise

STEP 3 — Daily Documentation Standards

General Knowledge

Daily logs are your legal defense, schedule tracker, and historical record.
They create transparency and keep the build moving smoothly.

A complete daily log includes:
• Manpower counts
• Weather conditions
• Work completed
• Issues discovered
• Deliveries received
• Inspections passed
• Safety concerns
• Photos

This protects both the client and the contractor.

Action Items

🟩 Complete daily logs every day before leaving the site
🟩 Include at least 10–20 photos per day for verification
🟩 Log delays, accidents, or missing materials immediately
🟩 Track each subcontractor’s manpower accurately
🟩 Document any homeowner conversations or changes in writing

STEP 4 — Standardizing Drawings, Specs, and Revisions

General Knowledge

Drawings and specs constantly evolve during construction.
Procore ensures the team always works off the latest version — if the PM manages updates correctly.

Missing a revision can cost thousands.
A clean drawing log prevents mistakes and delays.

Action Items

🟩 Upload every revision immediately after receiving it
🟩 Mark older drawings as superseded — never delete them
🟩 Tag responsible subcontractors so they know updates exist
🟩 Use markup tools to document clarifications
🟩 Add spec references to RFIs and daily logs when relevant

STEP 5 — Accountability Through Logs, Notes & Timelines

General Knowledge

Procore’s structure creates automatic accountability.
When you tie tasks, documents, RFIs, and notes to dates and people, nothing can “fall through the cracks.”

This also keeps subcontractors honest, deadlines tight, and the owner informed.

Action Items

🟩 Use the “Assigned To” feature on tasks, observations, RFIs, and submittals
🟩 Include due dates for each action
🟩 Follow up daily on overdue items
🟩 Use meeting agendas to hold people responsible for delays
🟩 Keep communication time-stamped and centralized

How to ensure every subcontractor uses Procore correctly, consistently, and in alignment with the project schedule.

STEP 1 — Setting Expectations Before Subcontractors Join

General Knowledge

Subcontractors don’t magically use Procore well—you must teach them the system and the standards of your company.
If expectations are unclear, jobs fall apart fast: missed documents, wrong drawings, unanswered RFIs, delays, and blame.

A PM’s job is to set expectations before work begins so subs know:

• Where to upload
• What deadlines apply
• Who to communicate with
• What documentation is required
• How to confirm deliveries and manpower

Subcontractors follow the system you enforce.

Action Items

🟩 Hold a pre-start Procore orientation with each subcontractor
🟩 Provide a written expectations sheet (uploads, RFIs, documentation)
🟩 Confirm the sub’s point of contact and office admin email
🟩 Walk them through folder locations and required modules
🟩 Require agreement to use Procore for all official communication

STEP 2 — Ensuring Subcontractors Follow Documentation Standards

General Knowledge

The fastest way to lose control of a project is letting subs text, email, or verbally communicate job updates.
Procore removes confusion by making everything traceable and centralized—but only if subs actually use it.

A PM must enforce:

• Daily manpower logging
• Delivery confirmations
• Uploading submittals to the correct location
• Proper RFI formatting
• Progress photos from subs

Subs who skip documentation cause scope gaps, missing materials, schedule delays, and legal exposure.

Action Items

🟩 Require subs to upload daily logs or reporting (manpower, deliveries)
🟩 Make them submit photos before covering work
🟩 Require them to upload submittals—not you
🟩 Reject anything submitted outside Procore (texts, emails, hand-written notes)
🟩 Do weekly checks to verify compliance

STEP 3 — Aligning Subcontractors with the Schedule

General Knowledge

Procore becomes the master coordination tool when subcontractors align with the schedule inside the system—not just on a printed copy.

When subs understand how their tasks affect the critical path, they start treating timelines seriously.
Your job is to make the schedule visible, accessible, and non-negotiable.

Action Items

🟩 Share the latest schedule inside Procore weekly
🟩 Tag subcontractors to tasks that affect them
🟩 Add reminders and due dates for critical path activities
🟩 Confirm subs understand dependencies (HVAC before insulation, etc.)
🟩 Require confirmation inside Procore—not verbally—that they can hit their dates

STEP 4 — Creating a Smooth Workflow for RFIs, Submittals & Changes

General Knowledge

RFIs, submittals, and change orders are the engine that keeps the build moving.
If subs participate correctly, decisions stay ahead of work.
If not, the project bottlenecks instantly.

A PM must clearly define:

• Who submits RFIs
• How soon they must respond
• Where submittals go
• How to tag others
• How changes are documented and priced

Alignment removes confusion and reduces pressure.

Action Items

🟩 Create a clear flowchart for RFIs → Review → Response
🟩 Require submittals be uploaded in the correct folder—not emailed
🟩 Tag designers, architects, and owners directly for review
🟩 Reject undocumented requests
🟩 Build a change-order process in Procore with mandatory fields

STEP 5 — Holding Subcontractors Accountable Through Procore

General Knowledge

Accountability is not about micromanaging—it’s about guarding the project.
Procore provides timestamps, logs, due dates, attachments, and signatures so you don’t need arguments, assumptions, or chasing.

When subs know everything is tracked, they:

• Show up more consistently
• Avoid excuses
• Plan ahead
• Respect deadlines
• Submit documentation on time

Procore becomes your enforcement tool.

Action Items

🟩 Use “Assigned To” on every task, observation, and deficiency
🟩 Track overdue items and bring them up in weekly meetings
🟩 Document non-compliance in the Daily Log
🟩 Keep communication inside Procore for legal protection
🟩 Provide weekly performance reviews to subs using Procore reports

How a project manager uses Procore to control chaos, prevent mistakes, and ensure every subcontractor builds from the correct set of drawings.

STEP 1 — Establishing a Single Source of Truth for Drawings

General Knowledge

Drawings change constantly during construction—revisions, clarifications, addendums, ASIs, and field changes.
If the team isn’t using the exact same set, work is done wrong, money is wasted, and schedules collapse.

Procore solves this by becoming the single source of truth.
When the PM controls this system, no one ever builds off outdated drawings again.

Action Items

🟩 Upload the full initial plan set before inviting subcontractors
🟩 Create clear discipline folders (Architectural, Structural, MEP, etc.)
🟩 Add tags for revision numbers and phases
🟩 Mark all outdated drawings as “Superseded”
🟩 Document your drawing control rules in the Project Home tab

STEP 2 — Uploading, Naming, and Organizing Revisions

General Knowledge

Proper naming standards prevent confusion.
Consistent labeling lets the entire team instantly identify the latest version without comparing dates or guessing.

Example naming structure:
A2.1 – Floor Plan – Rev 3 – 2025-01-14

This avoids mistakes, confusion, and subcontractor claims based on “wrong plan sets.”

Action Items

🟩 Upload revisions immediately after receiving them
🟩 Name drawings using consistent, company-wide rules
🟩 Add revision number and date to each upload
🟩 Use auto-hyperlinking so detail bubbles connect to sheets
🟩 Add notes or markups when needed for clarity

STEP 3 — Notifying Subcontractors & Trade Partners of Updates

General Knowledge

Updating drawings means nothing if subcontractors don’t know about it.
Many mistakes happen because subcontractors continue building off the last set they printed or saved on their phone.

Procore makes it easy to distribute updates instantly—and track who saw them.

Action Items

🟩 Tag subcontractors when revisions are uploaded
🟩 Use “Distribution Groups” to notify entire trades (e.g., all plumbers)
🟩 Require subs to acknowledge they’ve downloaded/seen new drawings
🟩 Log the notification in the Daily Log for accountability
🟩 Hold a weekly coordination meeting reviewing new revisions

STEP 4 — Using Markups, Overlays & Coordination Tools

General Knowledge

Procore’s markup and overlay tools help identify design conflicts before they become expensive field issues.

Overlays let you:
• Compare two revisions side-by-side
• Identify deleted walls, moved windows, or changed dimensions
• Spot coordination issues between trades
• Catch problems before inspection

Markups help you communicate visually—far more effective than long emails.

Action Items

🟩 Use overlays to compare old vs. new revisions before releasing to subs
🟩 Add markups for clarifications (dimensions, notes, arrows)
🟩 Tag subcontractors directly on markups when instructions apply to them
🟩 Color-code different trades for clarity
🟩 Save markup layers by user for documentation

STEP 5 — Maintaining Drawing Control Throughout Construction

General Knowledge

Drawing control is not a one-time task—it’s ongoing.
A PM must treat drawings as a living system that needs weekly maintenance to remain accurate, complete, and trusted.

When drawing management is done correctly:

• Fewer change orders appear
• Subs stay aligned
• Inspections pass the first time
• Field mistakes are minimized
• The owner sees professionalism and transparency

This is one of the most impactful responsibilities a PM has.

Action Items

🟩 Review drawing log weekly for missing uploads
🟩 Ensure all superseded sheets are correctly marked
🟩 Confirm subs are building off the latest version during walkthroughs
🟩 Document any field changes and upload marked revisions
🟩 Prepare a clean “As-Built Set” for turnover during closeout

How a project manager uses RFIs in Procore to prevent delays, get fast answers, and protect the project legally and financially.

STEP 1 — Understanding the Purpose of an RFI

General Knowledge

An RFI (Request for Information) is one of the most powerful tools in construction.
It’s not just for “questions”—it is the official, traceable method to:

• Resolve design conflicts
• Clarify dimensions
• Get direction from the architect
• Confirm material selections
• Protect against delays and rework

If you don’t document questions in an RFI, you lose legal protection, schedule leverage, and accountability.

RFIs protect the PM and the contractor.

Action Items

🟩 Submit RFIs for any unclear design or conflicting detail
🟩 Never build without written clarification
🟩 Use Procore’s RFI module—not text, not email
🟩 Attach photos and drawings for clarity
🟩 Tag the right people (architect, engineer, designer)

STEP 2 — Writing Clear, Effective RFIs

General Knowledge

A well-written RFI gets answered quickly and correctly.
A vague RFI causes delays, confusion, and back-and-forth emails that waste days.

A good RFI includes:

• The exact question
• The location (room, elevation, sheet #)
• Clear photos
• Proposed solutions (when appropriate)
• A deadline for response

Clarity reduces delays by 50–70%.

Action Items

🟩 Use a concise title (“Clarification: Shower Valve Height – Master Bath”)
🟩 Add room, sheet number, and grid line
🟩 Add photos and markups
🟩 Suggest a recommended solution if appropriate
🟩 Add a due date tied to the schedule

STEP 3 — Managing RFI Workflow & Response Times

General Knowledge

RFIs impact the schedule.
If an RFI sits unanswered, the entire project can slow down.
A PM must actively track:

• Open RFIs
• Pending responses
• Overdue deadlines
• Answers that change scope or materials
• Required notifications to subs

Procore helps you track all of this in real time—but only if you manage it daily.

Action Items

🟩 Review RFI log every morning
🟩 Follow up immediately on overdue RFIs
🟩 Update the schedule if an RFI will cause delays
🟩 Notify affected subcontractors when an RFI is answered
🟩 Close RFIs only after confirming the field work aligns with the response

STEP 4 — Linking RFIs to Drawings, Submittals & Field Work

General Knowledge

An RFI doesn’t live on its own—it must be connected to all related documentation.
Linking ensures that:
• Subcontractors see updates
• Drawings stay up to date
• Submittals reflect the correct finish or installation method
• Field teams know what changed

Unlinked RFIs lead to outdated work and expensive mistakes.

Action Items

🟩 Link every RFI to relevant drawing sheets
🟩 Attach related submittals, specs, or installation instructions
🟩 Add photos from the jobsite for context
🟩 Update the Detail Page or scope sheet if the RFI changes the design
🟩 Mark the drawing with a cloud or annotation showing the update

STEP 5 — Using RFIs to Protect the Schedule, Budget & Contractor

General Knowledge

RFIs are legal documentation.
If something goes wrong and the homeowner, architect, or subcontractor makes a claim, your RFIs prove:
• You asked for clarification
• You warned of conflicts
• You requested information on time
• Delays were not your fault
• Cost impacts were known and documented

RFIs are your shield.
Smart PMs use them not only to get answers—but to protect the company.

Action Items

🟩 Document schedule impacts inside the RFI
🟩 Note potential cost increases early
🟩 Use RFIs to avoid verbal liability
🟩 Save all RFI responses for closeout
🟩 Review outstanding RFIs with owners weekly to maintain transparency

How project managers use Procore to control materials, finishes, and equipment so nothing is missed, delayed, or installed incorrectly.

STEP 1 — Understanding the Purpose of Submittals

General Knowledge
Submittals are the official process that confirms what materials and products will be installed.
They protect the contractor by verifying that what is ordered matches:
• The plans
• The specs
• Owner selections
• Engineering requirements

Submittals prevent wrong materials, reorders, expensive rework, and schedule chaos.
If submittals aren’t managed correctly, the entire project suffers.

Action Items
🟩 Require submittals for every major material (fixtures, windows, tile, etc.)
🟩 Make sure submittals match plans/specs before sending to architect
🟩 Reject incomplete or unclear submittals
🟩 Use Procore to route all approvals (no email trails)
🟩 Keep all approved submittals organized in the project folder

STEP 2 — Building a Clear Submittal Log

General Knowledge
A Submittal Log is the backbone of material control.
In Procore, this log tracks:
• What’s due
• Who owes it
• What’s approved
• What’s rejected
• What’s late
• What’s ordered
• What’s arrived

PMs who maintain a clean log avoid last-minute scrambling and install delays.

Action Items
🟩 Create the Submittal Log at the start of the project
🟩 Assign due dates based on the construction schedule
🟩 Tag subs responsible for each item
🟩 Track status: “Submitted / Pending / Approved / Rejected / Revise & Resubmit”
🟩 Review and update the log weekly

STEP 3 — Reviewing, Routing & Approving Submittals

General Knowledge
Submittals must follow a strict workflow.
The PM checks for accuracy first, and only then sends the submittal to the architect or designer.
This reduces rejections, delays, and confusion.

A proper review checks:
• Correct product
• Correct color/finish
• Correct model number
• Correct installation method
• Compatibility with other materials
• Lead time

Incorrect submittals cost weeks—sometimes months.

Action Items
🟩 Pre-review every submittal before forwarding
🟩 Route through Procore for official response
🟩 Add comments or corrections as needed
🟩 Track rejections and follow up immediately
🟩 Notify subcontractors as soon as final approval is issued

STEP 4 — Tracking Lead Times, Orders & Delivery Dates

General Knowledge
Many PMs fail here.
Approved submittals mean nothing if the materials aren’t ordered on time or delivered before the subcontractor needs them.

Procore allows you to track:
• Lead times
• Order confirmations
• Shipping updates
• Delivery dates
• Stored materials
• Backorders

This prevents downtime, wasted labor, and costly rescheduling.

Action Items
🟩 Add lead times for each approved submittal into the log
🟩 Confirm the subcontractor or vendor placed the order
🟩 Track delivery dates in Procore and daily logs
🟩 Verify materials on-site match the approved submittal
🟩 Document missing, delayed, or damaged materials with photos

STEP 5 — Linking Submittals to Drawings, RFIs & Field Work

General Knowledge
Submittals don’t live in a vacuum—they must be connected to everything else in the project.
When they’re linked to drawings, RFIs, and field notes, the team always knows exactly what to install.
This prevents costly mistakes like:
• Wrong fixtures
• Incorrect tile patterns
• Wrong window handing
• Mismatched hardware
• Wrong mechanical or electrical equipment

Linking submittals gives every trade confidence.

Action Items
🟩 Attach approved submittals directly to the related drawings
🟩 Link RFIs that clarify product questions
🟩 Upload product data sheets for field crews
🟩 Store installation instructions in the Trade Folder
🟩 Update the Detail Page when submittal answers change the design

How project managers use Procore's daily log system to create transparency, track progress, and legally protect the project.

STEP 1 — Why Daily Logs Matter

General Knowledge
Daily Logs are more than notes — they are the project’s legal record of truth.
If something goes wrong, inspectors, owners, lawyers, and even insurance companies will rely on your Daily Logs to determine:
• What work was done
• Who was on site
• What caused delays
• What materials arrived
• Weather conditions
• Safety issues

If it isn’t documented, you cannot prove it happened.

Action Items
🟩 Complete Daily Logs every day, never the next morning
🟩 Include accurate manpower for each subcontractor
🟩 Add detailed descriptions of work performed
🟩 Log delays and disruptions immediately
🟩 Upload at least 10–20 photos per day for documentation

STEP 2 — Tracking Manpower & Trade Activity

General Knowledge
Manpower tracking shows who was on site, how long they worked, and what they accomplished.
This protects you against:
• Claims of “we were there” when they weren’t
• Incorrect invoices
• Delays blamed on the GC
• Miscommunication between trades

It also allows your leadership to see whether productivity matches the schedule.

Action Items
🟩 Record each subcontractor’s crew count daily
🟩 Add notes describing what each trade worked on
🟩 Take photos verifying each trade’s progress
🟩 Track absenteeism or no-shows
🟩 Report manpower shortages to leadership immediately

STEP 3 — Documenting Deliveries, Materials & Equipment

General Knowledge
Material control is one of the PM’s most important responsibilities.
The Daily Log must capture:
• What was delivered
• Condition on arrival
• Quantity
• Missing items
• Incorrect products
• Delivery times
• Shortages or damage

This ensures subcontractors cannot deny responsibility or request payment for materials they never delivered.

Action Items
🟩 Log every delivery by date, time, and vendor
🟩 Upload photos of delivered materials
🟩 Document missing or damaged items
🟩 Tag subcontractors who must verify materials
🟩 Add follow-up tasks for missing items or delays

STEP 4 — Capturing Weather, Safety, and Site Conditions

General Knowledge
Weather, safety issues, and site conditions impact the schedule and liability.
Daily Logs become the defense mechanism when delays or incidents occur.

Examples:
• Rain delays concrete
• High winds stop crane operations
• Mud prevents access for deliveries
• Ice or snow delays framing crews

Safety documentation also protects workers and the company.

Action Items
🟩 Log weather conditions daily (automatic + your notes)
🟩 Record safety meetings, incidents, and near-misses
🟩 Document site hazards (standing water, mud, broken fencing)
🟩 Note any access issues for trucks or trades
🟩 Tag the superintendent or safety officer when needed

STEP 5 — Using Daily Logs for Planning, Coordination & Reporting

General Knowledge
Daily Logs help you forecast what’s coming next.
They show patterns:
• Falling behind the schedule
• Key trades underperforming
• Material delays
• Inspection issues
• Conflicts between trades

Leadership uses your logs to make decisions — so accuracy matters.

Daily Logs also help during weekly coordination meetings by showing exactly where the project stands.

Action Items
🟩 Review logs each morning to plan the day
🟩 Share weekly summaries with leadership
🟩 Use logs to confirm subcontractor billing
🟩 Compare manpower trends to the master schedule
🟩 Maintain clean, consistent records for closeout and legal protection

How project managers use Procore to control timelines, forecast delays, and keep the job running efficiently.

STEP 1 — Understanding the Schedule as a Living Document

General Knowledge
The project schedule is not static — it changes constantly based on weather, inspections, material availability, and subcontractor performance.
Procore keeps the schedule transparent, updated, and accessible so everyone knows what needs to happen today, this week, and this month.

A PM must treat the schedule as a living, breathing part of the job.
Ignoring it for even a few days can cause setbacks that snowball into weeks of delay.

Action Items
🟩 Review the schedule every morning
🟩 Update tasks when they’re completed
🟩 Document delays immediately
🟩 Synchronize the Procore schedule with your master schedule tool (P6, MS Project, etc.)
🟩 Keep subcontractors informed of schedule shifts

STEP 2 — Identifying and Managing the Critical Path

General Knowledge
The critical path is the sequence of tasks that directly determine the project’s finish date.
If any task on the critical path slips, the entire project slips.

Examples:
• Foundation → Framing → Rough-ins → Insulation → Drywall
• Long-lead items like windows or structural steel
• Required inspections

A PM who understands the critical path can forecast issues before they become costly.

Action Items
🟩 Highlight all critical path tasks inside Procore
🟩 Confirm critical path activities weekly with leadership
🟩 Identify subcontractors responsible for each critical item
🟩 Monitor long-lead items closely
🟩 Add impact notes when critical tasks are delayed

STEP 3 — Coordinating Subcontractors with the Schedule

General Knowledge
Subcontractors often “assume” timelines unless you require them to follow Procore’s schedule.
When they understand exactly when their work must start and finish, coordination becomes smooth and predictable.

Your job is to eliminate assumptions and provide clarity.

Action Items
🟩 Share the updated schedule with all subcontractors weekly
🟩 Tag each trade to the tasks that affect them
🟩 Confirm weekly that subs can meet their upcoming dates
🟩 Add reminders and automated notifications
🟩 Adjust sequence if trades request reasonable accommodations

STEP 4 — Forecasting Delays and Adjusting Early

General Knowledge
Delays are inevitable — but unmanaged delays are disastrous.
A great PM uses Procore to identify problems weeks before they impact the job.

Early forecasting helps you:
• Re-sequence trades
• Order materials sooner
• Request design clarifications
• Avoid liquidated damages
• Communicate proactively with owners

Catching issues early is the hallmark of excellent project management.

Action Items
🟩 Review upcoming tasks at least 14 days ahead
🟩 Record potential risks (weather, inspections, materials) in Daily Logs
🟩 Update schedule as soon as tasks shift
🟩 Notify owners immediately when delays are unavoidable
🟩 Add notes explaining the reason for every delay

STEP 5 — Using Procore to Drive Meetings, Accountability & Progress

General Knowledge
The schedule should drive every meeting and decision.
Procore allows you to track progress, review slippage, assign responsibilities, and create accountability.

When the schedule is respected, the entire build becomes predictable, documented, and professional.

Action Items
🟩 Use the schedule as the agenda for weekly coordination meetings
🟩 Review critical path activities first
🟩 Assign delayed tasks to specific people with due dates
🟩 Update percent-complete statuses weekly
🟩 Share schedule performance reports with owners for transparency

How project managers track every cost, commitment, and exposure using Procore to protect the project financially and avoid budget surprises.

STEP 1 — Understanding the Project Budget Structure

General Knowledge
The budget is the financial blueprint of your entire project.
Procore ties every contract, change order, invoice, and cost code into one unified system, creating a transparent financial picture.

A PM must understand:
• Cost codes
• Cost types
• Committed vs. uncommitted costs
• Allowances & contingencies
• Budget updates vs. actuals

If you don’t manage the budget proactively, every other part of the job eventually suffers.

Action Items
🟩 Review the full budget before the project starts
🟩 Confirm cost codes for each trade and material type
🟩 Understand allowance amounts and what they include
🟩 Map subcontractor contracts to their correct cost codes
🟩 Set up financial tracking expectations with leadership

STEP 2 — Tracking Commitments, Contracts & Purchase Orders

General Knowledge
A “commitment” in Procore represents money you’re obligated to pay—such as subcontracts or purchase orders.
Each commitment must match:
• Current drawings
• Approved submittals
• Accurate scope of work
• Correct cost codes

Incorrect commitments cause massive accounting headaches and cost overruns.

Action Items
🟩 Upload all subcontractor agreements into Procore
🟩 Ensure contracts match the Detail Page or Scope Sheet
🟩 Assign proper cost codes to every line item
🟩 Track change orders through each commitment
🟩 Review commitments weekly to ensure accuracy

STEP 3 — Tracking Actual Costs, Invoices & Cash Flow

General Knowledge
Procore makes it easy to track what has actually been spent versus what has merely been budgeted.
This protects the project from:
• Overbilling
• Incorrect invoices
• Duplicate payments
• Unexpected cash shortages

A PM’s financial awareness is critical for job health.

Action Items
🟩 Review subcontractor invoices against actual progress
🟩 Verify all receipts and deliveries before approving payment
🟩 Tag accounting teams on approved invoices
🟩 Track percent-complete to verify billing accuracy
🟩 Document withheld payments or disputes in Procore

STEP 4 — Managing Change Orders & Budget Adjustments

General Knowledge
Change orders are the biggest threat to your financial plan.
Procore allows PMs to track:
• Potential change orders (PCCOs)
• Formal change orders
• Owner-approved changes
• Subcontractor proposals
• Cost impacts
• Schedule impacts

A change order should never surprise the owner — or your leadership.

Action Items
🟩 Create a PCCO the moment a change is suspected
🟩 Add photos, notes, and supporting RFIs
🟩 Request pricing from subcontractors quickly
🟩 Update schedule impacts if applicable
🟩 Get written owner approval before work begins

STEP 5 — Using Procore Reports for Forecasting & Financial Health

General Knowledge
Procore’s financial reports help PMs predict the future of the job—not just track the past.
These reports show:
• Cost-to-complete
• Forecasted overruns
• Variances per cost code
• Upcoming expenditures
• Pending changes

This turns the PM into a financial leader, not just a field coordinator.

Action Items
🟩 Review monthly financial reports with leadership
🟩 Update forecasts based on real field progress
🟩 Flag any cost codes trending over budget
🟩 Track open change orders and unresolved costs
🟩 Communicate financial risks early and clearly

How project managers use Procore to manage changes, protect the schedule, and prevent financial surprises.

STEP 1 — Understanding Why Change Orders Happen

General Knowledge
Change orders are unavoidable in construction.
They occur when:
• The owner changes their selection
• The architect clarifies or revises a detail
• Site conditions differ from assumptions
• Subcontractors find conflicts in the field
• Materials become unavailable or delayed

Change orders are not the problem — unmanaged change orders are.
Procore keeps everything documented, priced, approved, and traceable.

Action Items
🟩 Document every change in writing — no verbal approvals
🟩 Use Procore PCCOs (Potential Change Orders) immediately
🟩 Keep clear notes on the reason for each change
🟩 Tag involved subcontractors for quick pricing
🟩 Keep owners informed early, not after the work is done

STEP 2 — Using PCCOs to Stay Ahead of Surprises

General Knowledge
A PCCO is your early-warning system.
It alerts everyone that a cost might be coming, long before it becomes a formal change order.

This helps maintain owner trust and prevents debate about who approved what.

Action Items
🟩 Create a PCCO the moment a cost change is suspected
🟩 Add photos, drawings, and notes for clarity
🟩 Assign responsible subcontractors
🟩 Track status: Pending → Pricing → Owner Review → Approved
🟩 Update schedule impact notes if applicable

STEP 3 — Pricing, Reviewing & Approving Change Orders

General Knowledge
Change orders must follow a clean, predictable workflow.
A PM’s job is to keep pricing transparent, fair, and accurate.

You must verify:
• Quantities
• Labor rates
• Material prices
• Schedule impacts
• Markups
• Exclusions

Accuracy prevents disputes and protects relationships.

Action Items
🟩 Request detailed pricing breakdowns from subcontractors
🟩 Compare pricing to budget and cost codes
🟩 Confirm changes align with drawings, RFIs, or submittals
🟩 Review with accounting or leadership before sending to owner
🟩 Get written approval in Procore before any work begins

STEP 4 — Tracking Schedule Impacts from Change Orders

General Knowledge
Every change order affects the schedule — even small ones.
Delays happen when changes:
• Shift the sequence of trades
• Require rework
• Need additional inspections
• Depend on long-lead materials
• Interrupt an active phase of work

Procore allows PMs to track these impacts so leadership and owners are never blindsided.

Action Items
🟩 Add schedule impact notes to each PCCO and CO
🟩 Update the project schedule if changes shift critical path
🟩 Notify subcontractors of new dates
🟩 Add daily log notes describing the delay
🟩 Include schedule shifts in weekly owner updates

STEP 5 — Maintaining Transparency with Owners & Leadership

General Knowledge
Change orders are one of the biggest relationship killers in construction — when they’re not presented correctly.
With Procore, the PM becomes a master of proactive communication:
• No surprises
• No hidden costs
• Everything documented
• Every decision traceable
• Every change approved before work happens

Transparency builds trust and prevents disputes.

Action Items
🟩 Present change orders with clear explanations (why, cost, schedule)
🟩 Provide before/after drawings or photos
🟩 Include all pricing — no lump sums without detail
🟩 Keep a running log of all approved changes in Procore
🟩 Review the log with owners weekly

Protecting the build with visual records and tagging systems. Coming Soon

Using Procore to enforce safety and reduce liability. Coming Soon

How to finish strong and hand over perfect records. Coming Soon

Using Procore to keep homeowners informed without overwhelming them. Coming Soon

Tracking material flow, confirmations, and arrival accuracy. Coming Soon

Linking schedules, RFIs, drawings, and financials. Coming Soon

Maintaining craftsmanship through structured workflows. Coming Soon

Creating clarity and preventing unauthorised changes. Coming Soon

Turning data into decisions for project leadership. Coming Soon

How a clean Procore build reflects quality, reputation, and expertise. Coming Soon