Procore stands as the construction industry's leading project management platform, designed to simplify complex workflows and enhance team collaboration. At its core, the Project Creation Assistant guides users through establishing well-structured, consistent projects from the ground up. This powerful feature not only helps you input critical project information but also allows for immediate document uploads including drawings, specifications, and schedules during the initial setup phase.
Before diving into the creation process, you need to understand some fundamental requirements. You must possess 'Admin' permissions for the Company Directory tool or at minimum 'Read Only' access with project creation privileges in the Portfolio tool. Without these permissions, you won't be able to initiate new projects in the system.
Your company's specific configuration might require additional setup steps before project creation. This could include configuring project bid types, organizational programs, or custom project types based on your company's workflow needs. Companies using Enterprise Resource Planning (ERP) integrations must follow specialized guidelines to ensure proper system communication.
Keep in mind that Procore projects cannot be deleted once created—they can only be marked inactive. This permanent nature means careful planning is essential before hitting that create button. Additionally, if your organization has reached its maximum number of active projects, the system will disable the "Create Project" option until space becomes available.
The journey begins in Procore's Portfolio tool, which serves as your central hub for all project management activities. After logging into your account, navigate to the Portfolio section where you'll find a comprehensive list of both active and completed projects. Look for the "Create Project" button, which will be prominently displayed if you have the necessary permissions to initiate new projects.
Clicking this button launches the Project Creation Assistant, a guided interface that walks you through each required section in logical order. The assistant breaks down what might otherwise be an overwhelming process into manageable steps, ensuring you don't miss any critical information during setup.
The interface presents a clean, intuitive design that makes navigation straightforward even for new users. Each section is clearly labeled, with progress indicators showing your advancement through the setup process. This structured approach helps maintain consistency across all projects within your organization while reducing the learning curve for team members new to the platform.
As you move through each step, the system saves your progress automatically, allowing you to pause and return to the creation process if needed. This flexibility proves invaluable when gathering specific project information from various stakeholders or when juggling multiple responsibilities simultaneously.
The first major section of the Project Creation Assistant focuses on gathering fundamental project information. This foundation establishes how your project will be identified, categorized, and managed throughout its lifecycle in Procore.
When selecting a template, consider your organization's standardized practices. Templates dramatically streamline setup by pre-configuring tools, folder structures, and even cost codes based on project types. If templates aren't needed for your specific situation, simply select "Do Not Apply a Template" to start with a clean slate.
Project identification requires careful consideration since these elements appear throughout the system. The project name should be unique and descriptive, while the project code serves as a shorthand identifier crucial for document management. Enter the estimated value as a whole number (e.g., $18,000,000 rather than $18M) to ensure proper financial tracking and reporting accuracy.
The project timeline details, including start and completion dates, help Procore calculate construction volume and provide timeline performance metrics. These dates establish the framework for scheduling, milestone tracking, and progress reporting throughout the project lifecycle.
Location information goes beyond basic address details to influence several system functions:
Advanced settings allow for deeper organizational integration and specialized tracking. Selecting the managing office, responsible departments, and applicable programs helps categorize the project within your company's operational structure. Regional settings like Bid Type and Owner Type further refine how the project appears in company-wide reporting and analytics.
The "Copy Directory From" option saves considerable setup time by importing contact information from existing projects. This feature proves especially valuable for teams that frequently work with the same subcontractors, consultants, and vendors across multiple projects.
After establishing the core project details, the next crucial step involves selecting and arranging the specific tools your team will use. Procore's modular approach allows you to tailor the project environment to match your exact workflow requirements.
The Project Toolbox represents the functional heart of your Procore project, containing all the modules your team will access daily. These tools range from document management features like Submittals and Drawings to field tools such as Daily Logs and RFIs. The selection process should align with your project's specific needs and your team's established workflows.
Tool selection offers multiple approaches for efficiency:
Beyond mere selection, Procore allows you to arrange these tools in your preferred order through simple drag-and-drop functionality. This customization creates an intuitive interface that prioritizes frequently used tools and reflects your team's natural workflow patterns. The thoughtful arrangement of tools can significantly reduce the time spent navigating between different project functions.
Once you've finalized your selections, save your settings to apply them to the project. The system will display a confirmation message indicating successful tool configuration. Remember that you can always modify your toolbox later through the project's Admin tool if workflow needs change during the project lifecycle.
For organizations utilizing ERP integrations, establishing the proper cost code structure forms a critical bridge between financial management and project execution. The Work Breakdown Structure (WBS) in Procore organizes these codes to ensure accurate budget tracking and financial reporting.
The cost code configuration interface presents options based on your company's specific setup. Companies with ERP integrations can choose between using Procore's Standard Cost Code List or importing codes directly from their integrated ERP system. This flexibility accommodates various accounting approaches while maintaining data consistency between platforms.
When transferring codes to your new project, you have two primary methods:
For companies using specialized integrations like Sage 300 CRE® or Ryvit, assigning appropriate cost types to each code ensures proper financial tracking. Each cost code can receive multiple cost type designations based on your accounting requirements. This detailed mapping creates a comprehensive financial framework that supports accurate budget management throughout the project lifecycle.
The cost code structure established during project creation serves as the foundation for all financial tracking, reporting, and analysis. Taking time to configure this structure correctly from the beginning prevents costly reconciliation issues later in the project timeline.
The project directory serves as the central repository for all companies and individuals involved in your project. This crucial component facilitates communication, establishes access permissions, and defines roles within the project team structure.
Procore streamlines directory creation through template-based approaches and manual selection options. If you're working from a project template, you can quickly import the entire company and employee structure with a simple "Select All" action. This approach maintains consistency across similar projects while reducing setup time significantly.
For more customized directories, the search functionality allows you to locate specific companies or individuals from your company's master directory. Simply type the name and select the appropriate entry to add them to your project team. The system also provides a delete option for removing incorrect entries during the setup process.
Each directory entry requires two critical designations that determine how individuals interact with the project:
Permission Template: Defines access levels and edit rights across various project tools
Project Role: Establishes the individual's function and visibility on the project home page
After finalizing your directory selections, the system confirms the number of companies and individuals added to your project. This directory forms the foundation of project communication and collaboration, so taking time to configure it properly ensures smooth team interactions throughout the project lifecycle.
Document management represents one of Procore's core strengths, and the Project Creation Assistant allows you to upload essential files during the initial setup process. This integration ensures your team has immediate access to critical information from day one.
When preparing drawings for upload, consider formatting requirements that enhance Optical Character Recognition (OCR) accuracy. Properly formatted files improve automatic indexing and searchability within the system. While you can skip this step during initial setup, uploading drawings at this stage creates a more complete project environment from the beginning.
The document upload process follows a consistent pattern across different file types:
For specifications, similar principles apply regarding formatting and metadata. Proper section identification improves searchability and organization within the system. The specification upload process mirrors the drawing workflow, maintaining consistency across document types.
Schedule or program file uploads complete the document trifecta, providing timeline visibility from project inception. While the Project Creation Assistant currently supports only browser-based uploads, this limitation rarely impacts workflow efficiency. The system processes these files in the background and sends confirmation emails once processing completes.
Project templates transform how organizations approach new projects in Procore by establishing standardized starting points. These powerful configurations save substantial setup time while ensuring consistency across your project portfolio.
A well-designed template includes pre-configured elements that eliminate repetitive setup tasks. Document folder structures maintain consistent organization across projects, while pre-selected tool configurations ensure teams have access to the right features from day one. Cost code structures carried through templates guarantee financial tracking consistency, particularly important for companies with standardized accounting practices.
Creating effective templates requires thoughtful planning and regular refinement. Start by identifying common elements across similar project types in your organization. Commercial construction projects might need different tool configurations than residential developments, while renovation projects require different document structures than new construction.
The template application process happens at the very beginning of project creation, so planning your template strategy in advance streamlines your overall workflow. As your organization's processes evolve, remember to update your templates accordingly to reflect current best practices and lessons learned from previous projects.
A well-maintained project directory serves as the foundation for effective team communication and collaboration. Beyond initial setup, ongoing directory management ensures accurate contact information and appropriate access levels throughout the project lifecycle.
The "Copy Directory From" feature provides significant time savings when working with recurring team members. Instead of manually adding each company and individual, this function transfers entire directory structures from existing projects. This approach proves especially valuable for organizations that maintain consistent relationships with subcontractors, consultants, and vendors across multiple projects.
Directory maintenance requires periodic review and updates as project teams evolve:
Remember that directory configurations directly impact how individuals interact with project information. Permission templates control access to sensitive data, while project roles determine visibility on dashboards and reports. These settings require careful consideration to balance information sharing with appropriate security measures.
For large projects with extensive directories, consider establishing a regular review schedule to ensure information remains current. This proactive approach prevents communication breakdowns and access issues that could otherwise impact project progress.
Beyond basic configuration, Procore's advanced settings allow for sophisticated project organization and tracking. These features enable deeper integration with organizational structures and more detailed project categorization.
Regional settings like Bid Type and Owner Type might seem like simple classifications, but they enable powerful filtering and reporting capabilities. These designations allow executives to analyze performance across different project categories, identifying trends and opportunities for process improvement. When consistently applied, these classifications transform individual project data into valuable organizational intelligence.
The parent-child project relationship feature proves invaluable for managing complex initiatives with multiple components. By establishing these connections during project creation, you enable comprehensive program-level reporting and analysis. This hierarchical approach allows program managers to monitor overall progress while project managers maintain focus on their specific responsibilities.
Test project designation serves an important role in training and system testing. By marking appropriate projects as tests, you prevent them from counting against active project caps while clearly identifying them as non-production environments. This distinction helps maintain clean data for reporting and analysis purposes.
Warranty tracking features establish critical timeline management for post-completion responsibilities. By setting warranty start and end dates during project creation, you enable automated notifications and tracking throughout the warranty period. This proactive approach helps prevent missed warranty deadlines and associated financial implications.
While Procore handles document processing in the background, understanding this process helps manage expectations and troubleshoot potential issues. The system's approach balances immediate project setup with thorough document processing.
Background processing allows you to continue with project creation while the system handles resource-intensive tasks like drawing indexing and OCR processing. This approach prevents lengthy delays during setup while ensuring documents receive proper processing for searchability and organization. The system sends email notifications once processing completes, typically within minutes to hours depending on file size and complexity.
For large document sets, consider these optimization strategies:
If processing errors occur, the system provides specific error messages to guide troubleshooting efforts. Common issues include file format incompatibilities, size limitations, or temporary system constraints. In most cases, reformatting or resubmitting the files resolves these issues without further intervention.
The document processing system continuously improves through machine learning algorithms that enhance OCR accuracy and indexing efficiency. This ongoing development means that document handling becomes more reliable with each system update, improving the overall user experience across the platform.
Once your project is operational, implementing robust reporting mechanisms ensures visibility and accountability throughout the project lifecycle. Procore's reporting capabilities transform raw project data into actionable insights for all stakeholders.
Custom reports allow you to focus on specific project aspects that matter most to your team and clients. Project status reports provide high-level overviews of progress and milestones, while daily log reports capture detailed on-site activities and conditions. Submittal tracking reports monitor approval workflows and identify potential bottlenecks, and cost summary reports deliver financial transparency across all project categories.
Scheduled reports deliver consistent information to stakeholders without manual intervention. This automation ensures that project teams, executives, and clients receive timely updates according to their specific needs and preferences. The scheduling feature supports daily, weekly, or monthly distribution with customizable recipient lists for each report type.
Report templates standardize information presentation across projects while reducing setup time for project managers. These templates ensure consistent metrics and formatting, making it easier for stakeholders to compare performance across multiple projects. The template approach also incorporates organizational best practices into everyday reporting workflows.
Dashboards complement detailed reports by providing visual representations of key performance indicators. These at-a-glance views help project managers identify trends and potential issues before they impact project timelines or budgets. The customizable nature of dashboards allows each team member to focus on metrics relevant to their specific responsibilities.
Successful Procore implementation extends beyond technical setup to include strategic planning, team training, and continuous process improvement. These elements transform the platform from a simple tool into a comprehensive project management ecosystem.
User training represents perhaps the most critical success factor in Procore implementation. Procore offers extensive role-based certification courses covering everything from basic navigation to advanced reporting techniques. These structured learning paths ensure team members understand not just how to use the system, but how it integrates with their specific responsibilities and workflows.
Regular system audits help maintain data integrity and process efficiency throughout the project lifecycle. These reviews identify unused features, inconsistent practices, or potential optimization opportunities. Scheduling quarterly audits establishes a rhythm of continuous improvement that maximizes your return on investment in the platform.
Cross-project learning creates valuable knowledge transfer between teams and initiatives. Successful configurations, workflow optimizations, and problem-solving approaches from one project can inform improvements across your entire portfolio. This collaborative approach accelerates organizational learning and prevents repeated challenges across different projects.
Integration strategies connect Procore with other business systems to create a seamless information ecosystem. Beyond ERP connections, consider integrations with scheduling software, estimating tools, and client relationship management platforms. These connections eliminate duplicate data entry and ensure consistent information across all business systems.
Mastering Procore's project creation process empowers your organization to establish consistent, well-structured projects that support effective collaboration and streamlined workflows. The comprehensive approach outlined in this guide provides a roadmap for successful implementation across any project type or size.
The Project Creation Assistant transforms what could be an overwhelming process into a manageable, step-by-step workflow. By following the structured approach to project details, tool selection, cost code configuration, directory management, and document uploads, you establish a solid foundation for project success. The additional considerations around templates, advanced settings, and reporting further enhance your project environment to support specific organizational needs.
Remember that successful Procore implementation combines technical configuration with strategic planning and team development. Invest time in user training, establish consistent processes, and continuously refine your approach based on project experiences. This holistic approach maximizes the platform's value while supporting your team's specific workflow requirements.
Take the first step today by reviewing your current project creation process against the best practices outlined in this guide. Identify opportunities for improvement, develop standardized templates for common project types, and establish training programs to ensure team proficiency. With these elements in place, you'll transform project creation from a necessary administrative task into a strategic advantage that supports consistent project success.