Procore

Procore’s implementation process is designed to be tailored, efficient, and scalable, with most companies completing onboarding in a few weeks to a few months, depending on project complexity and team size.

Step-by-Step Implementation Process:

1. Discovery & Planning
   Procore assigns a dedicated Implementation Manager (IM) to understand your business goals, workflows, and team structure. Together, you define the scope, set timelines, and identify key stakeholders.

2. Configuration & Setup
   The IM helps configure your Procore environment, including user roles, permissions, project templates, and integrations (e.g., ERP systems). Standard Operating Procedures (SOPs) are created to align with your internal processes.

3. Training & Change Management
   Procore provides tailored training sessions—live and on-demand—for both field and office teams. Change management resources are included to ensure smooth adoption and reduce resistance.

4. Execution & Go-Live
   Projects are launched on the platform, and workflows are tested in real-time. Remote administrative services and technical support are available to resolve any issues quickly.

5. Optimization & Continuous Improvement
   After go-live, Procore offers ongoing strategic advisory services to refine workflows, adopt new features, and ensure long-term success. Multi-phase project management is available for larger rollouts.

Typical Duration:

• Small to mid-sized teams: 2–6 weeks
• Large enterprises or multi-phase rollouts: 2–3 months
• Whitaker/Ellis, for example, completed implementation within weeks, thanks to proactive planning and support.

Procore is highly customizable and designed to adapt to a wide range of construction business models, from small contractors to global enterprises.

Customization Capabilities Include:

• Modular Product Selection
  Choose from modules like Project Management, Financials, Preconstruction, and Resource Management based on your operational needs.

• Custom Fields & Workflows
  Create custom fields, forms, and workflows for RFIs, submittals, inspections, and daily logs to match internal processes.

• Role-Based Permissions
  Define granular access controls to ensure data security and workflow integrity across teams and departments.

• ERP & System Integrations
  Procore supports over 500 integrations, including custom ERP setups. For example, Alberici Construction successfully integrated its ERP system with Procore using Procore’s Professional Services team.

• Open API Access
  Developers can use Procore’s open API to build custom applications or connect with proprietary systems.

• Localized Settings
  While Arabic is not yet supported, Procore offers regional English variants (e.g., UAE English) and allows customization of terminology and templates.

• Custom Reports & Dashboards
  Build tailored reports and visual dashboards to track KPIs, financials, and project health.

• Dedicated Support & Strategic Advisors
  Procore’s Professional Services team offers ongoing consultation to help businesses optimize their setup and evolve with industry trends.

Procore uses a customized annual pricing model based on your Annual Construction Volume (ACV) and selected modules. Here’s how the cost structure breaks down:

• Setup Fees: Procore offers implementation services, which may be included in your contract or charged separately depending on the complexity of your onboarding

• Maintenance Costs: There are no separate maintenance fees. All updates and platform improvements are included in the annual subscription.

• Support Charges: Procore provides unlimited 24/7 support at no extra cost. This includes live technical assistance for all users on your account.

• Training Costs: Training is free and includes access to 18+ role-based certifications, live webinars, and on-demand resources.

• Scalable Pricing: Plans start around $375/month for basic project management and can go up to $549/month or more for full-suite access. Large enterprises may pay $100,000–$1,000,000+ annually, depending on usage.

Procore offers a robust training and support ecosystem designed to ensure successful adoption:

• Free Training Programs: Includes on-demand courses, live webinars, and certifications tailored to different roles (e.g., project managers, field workers, financial controllers)

• Implementation Manager: Each customer is assigned a dedicated Implementation Manager to guide setup, configuration, and onboarding.

• Procore Community: Access to a global network of 40,000+ users for peer support, best practices, and shared workflows

• Help Center & Knowledge Base: Extensive documentation, tutorials, and troubleshooting guides.

• 24/7 Technical Support: Available via phone, email, and chat—free for all users

Procore employs enterprise-grade security standards to protect user data and ensure compliance:

• Cloud-Based Infrastructure: Hosted on secure, scalable cloud servers with high availability and disaster recovery protocols

• Data Encryption: All data is encrypted in transit and at rest using industry-standard protocols.

• Role-Based Access Control: Granular permissions ensure users only access data relevant to their role.

• Audit Trails: Full tracking of user actions and changes for accountability and compliance.

• Compliance Certifications: Procore meets or exceeds global standards for data privacy and security, including GDPR, SOC 2, and ISO 27001

• Regular Security Updates: Continuous monitoring and patching to protect against vulnerabilities.

Procore releases updates frequently, with a combination of weekly, monthly, and on-demand feature rollouts:

• Weekly Release Notes: Minor enhancements, bug fixes, and UI improvements are published weekly.

• Monthly Product Updates: Larger feature releases and tool upgrades are announced monthly, often accompanied by webinars and demos.

• Tool-Specific Changes: Updates are categorized by tool (e.g., RFIs, Financials, Documents), allowing users to track changes relevant to their workflows.

• Automatic Deployment: Updates are cloud-based and deployed automatically—no manual installation is required.

• User Communication: Users are notified via email, in-app alerts, and the Procore Support site when new features or changes are released.

This agile release cycle ensures users always have access to the latest tools and security enhancements without disruption.

Procore’s data policy emphasizes customer ownership and control:

• Data Ownership: Customers retain full ownership of their data stored within the Procore platform. Procore does not claim rights over project data, documents, or communications.

• Data Portability: Users can export data at any time using built-in tools such as 360 Reporting, CSV exports, and API access. This ensures flexibility if migrating to another system or conducting audits.

• Data Access: Role-based permissions allow organizations to control who can view, edit, or export data.

• Compliance: Procore complies with global data protection regulations like GDPR, ensuring transparency and user rights over personal and project data

Procore’s data policy emphasizes customer ownership and control:

• Data Ownership: Customers retain full ownership of their data stored within the Procore platform. Procore does not claim rights over project data, documents, or communications.

• Data Portability: Users can export data at any time using built-in tools such as 360 Reporting, CSV exports, and API access. This ensures flexibility if migrating to another system or conducting audits.

• Data Access: Role-based permissions allow organizations to control who can view, edit, or export data.

• Compliance: Procore complies with global data protection regulations like GDPR, ensuring transparency and user rights over personal and project data

Procore’s subscription agreements are governed by its Standard Subscription Agreement, which outlines renewal, cancellation, and termination policies.

Contract Renewal Terms:

• Automatic Renewal: Most Procore contracts are set to automatically renew annually, unless the customer provides written notice of non-renewal within a specified period (typically 30–60 days before the renewal date).

• Renewal Adjustments: Pricing and scope may be adjusted upon renewal based on changes in Annual Construction Volume (ACV), module usage, or negotiated terms.

• Notification Requirement: Customers must notify Procore in writing if they intend to cancel or modify their subscription before the renewal window closes.

Cancellation Terms:

• Early Termination: Procore contracts generally do not allow for early termination without penalty. If a customer cancels mid-term, they may still be liable for the full contract value.

• Termination for Breach: Either party may terminate the agreement if the other party breaches its obligations and fails to remedy the breach within a specified period (usually 30 days).

• Refunds: Refunds are typically not issued for unused portions of the subscription unless explicitly stated in the contract.

• Stricter Policies: Some users have reported stricter enforcement of cancellation terms in recent years, especially for enterprise-level contracts.

Procore is committed to maintaining high standards of data security, privacy, and regulatory compliance, especially for enterprise and government clients.

Key Compliance Standards:

• SOC 2 Type II
  Procore is certified for SOC 2 Type II, which verifies its controls for data security, availability, processing integrity, confidentiality, and privacy.

• ISO 27001
  Procore adheres to ISO 27001, an international standard for information security management systems (ISMS).

• GDPR (General Data Protection Regulation)
  Procore complies with GDPR, ensuring data protection and privacy for users in the European Union and other regions with similar regulations.

• CCPA (California Consumer Privacy Act)
  Procore meets the requirements of CCPA, giving users control over personal data collected and processed in the U.S.

• Data Encryption
  All data is encrypted in transit and at rest using industry-standard protocols.

• Role-Based Access Control
  Procore uses granular permission settings to ensure that only authorized users can access sensitive data.

• Audit Trails & Logging
  Every action within the platform is logged, providing full traceability for compliance and accountability.

These standards make Procore suitable for use in regulated industries, including government, infrastructure, and healthcare construction projects.