How do you export Procore project data for an AI data license?
Procore holds the written trail of a building job: questions to the design team, material approvals, changes to scope and the photos that show what was on site. Each tool exports in its own way, and no single button returns everything. This guide covers where each record type lives, who can pull it, and what has to be taken out before a set leaves the company.
What a Procore account usually holds
| RFIs and their responses | A question from the field, the answer from the design team and the official response. The thread shows how unclear drawings were resolved. |
| Submittals | The log of products and shop drawings sent for approval, with reviewer comments and status through each round. |
| Change events and change orders | The reason scope moved, the cost impact and who approved it, kept per project. |
| Daily logs and observations | Weather, crews on site, deliveries, delays, and the issues a superintendent or inspector noted. |
| Drawings, documents and photos | Drawing sets with revisions, specifications, meeting minutes and site photos, often with captions and locations. |
| Project metadata | Dates, project type, trade and status, which help describe what a set covers without naming the owner. |
How data leaves Procore, route by route
| Tool | What an export gives you | What is missing or needs an admin |
|---|---|---|
| RFI list export (PDF or CSV) | The current RFI list for one project. Procore's help page offers PDF with all responses, PDF with official responses only, a plain PDF list and a CSV list. | It follows the active search, filters and sort. The page does not say whether the plain PDF or CSV includes questions and responses. Each project is exported separately. |
| Submittals log export | The log as PDF, CSV or Excel (Excel only from the Items tab). Above 150 submittals, Procore emails a link instead of downloading at once. | Column display settings and custom field columns are not carried over. The export follows the filters on screen. |
| Procore Extracts | A Windows desktop app that bulk-downloads project information for tools you choose. Most items arrive as PDFs. Documents and photos keep their original file types. | It needs Admin permission on each tool and works only on projects set to Active. The page states no size or item limits. It is not available on macOS. |
| Custom submittals report | A built report exported as CSV or PDF. | Creating the report needs Admin-level access on the Submittals tool. |
| The REST API | Structured records pulled by a developer, with a request limit that Procore reports in response headers. | It needs an app, credentials and a developer. We did not read the full list of fields per tool, so confirm each endpoint in Procore's API reference. |
Tool names belong to their owners and are used only to say where records usually live. Export features change by plan and version, so check the current rules for your account.
Counting projects, tools and start dates
Report the number of projects first, then the count of RFIs, submittals, change orders, daily logs and photos for each. The tool lists show counts when you filter to everything, and an export of the unfiltered list gives a count you can check by opening the file. Mark each number as verified from an export or estimated from a screen.
Note the earliest and latest project start dates and whether any projects are archived or inactive. Procore's documentation for Extracts says only Active projects are offered, so older closed projects may need a different route. The vendor's documentation does not say how long inactive project data is kept, so check the account's agreement.
Who can run each route and what the plan decides
Per Procore's help pages, the RFI and submittal list exports need Read Only permission or higher on that tool. Extracts and the custom submittals report need Admin on the tool. That means a project executive or company administrator will often have to be involved, and the person doing so should be recorded in the intake notes.
API access depends on the company's account and how the app is registered. Procore's rate-limiting page describes an hourly limit and a shorter spike limit and says not to hard-code the numbers, because the headers report the current values. Which tools and features your plan includes can differ, so check the current rules for your account.
Names, photos and drawings to clear first
Project files carry names of owners, architects, subcontractors and employees, along with phone numbers, email addresses, site addresses and licence numbers. Photos can show faces, vehicle plates and house numbers. These are removed or de-identified, and the work is checked on a sample before the set is shared.
Drawings and specifications are often owned by the design firm or the project owner, and subcontract terms may limit use of shared documents. Costs and bid figures can belong to others as well. General information, not legal advice: ask counsel which of these your contracts allow, and leave out anything they do not.
What stays out for a Procore set
| Owner, subcontractor and employee identities | Names, contact details and signatures are removed or de-identified, with a project referred to by type and region. |
| Other firms' drawings and specifications | Design sets prepared by an outside architect or engineer are left out of the license unless the contract allows their use. |
| Bid prices and payment application figures | Subcontractor pricing and owner payment records are not licensed. |
| Photos with people or plates in them | Any photo that cannot be cleaned reliably is not licensed. |
Choosing a Procore sample for the owner
A regional general contractor has run about forty projects in Procore. A project executive with Admin rights uses Extracts for RFIs, submittals and daily logs on the Active projects, and the office manager exports the change order list for the older ones. A tally counts RFIs and submittals per project and marks them as verified. Owner names, subcontractor staff and site addresses are removed, and design firm drawings are left out. The owner reads a sample of cleaned RFI threads and approves it before anything is shared.
Questions owners ask about this
Does one Procore export contain a whole project?
No. Each tool exports on its own, and the help pages describe lists, logs and files by tool. Extracts comes closest to a bulk download, and only for the tools you select.
Why would a developer be needed?
The built-in exports are lists meant for people. If you want the full thread of every RFI or change event across many projects, the API can return it, but someone has to write and run the pull.
Can we export closed projects?
Extracts offers only Active projects, according to its help page. For closed ones, ask your Procore administrator or the vendor which route applies to your account.
Do the owner or the design team need to agree?
Often a contract decides who may use project documents and photos. Ask counsel to read the prime contract and subcontract terms before documents are prepared.
Didn't find your question? Ask us directly.
Sources
The vendor's own pages this guide draws on. Some help centers did not open for us, and where a step rests on a summary and not the page itself, the guide says so. Menus and limits change by plan and version, so check the current pages for your account.
Keep reading
Related kinds of records
- Change orders and RFIs: A question, an answer and a price, tied together across a whole project.
- Project and task history: Jira, Asana, Linear, Monday, Trello, ClickUp and Airtable comments and status changes, not task titles.
- CAD and engineering files: The design with its feature history, its simulation and its test, with customer designs and catalog parts left out.
- Inspection reports and photos: A finding beside its photos and its fix, with faces, plates and addresses removed first.
Industries that keep these records
- Construction companies: RFIs, change orders and site logs; the floor counts the office, and owners hold the plans.