When I first started learning Procore, I expected the software itself to be the biggest challenge.
Instead, what surprised me was how much of Procore revolves around processes I had already encountered throughout my construction career.
The real learning curve wasn't construction itself. It was understanding how familiar processes such as RFIs, Submittals, Change Events, Daily Logs, and document control are managed, tracked, and connected within a digital platform.
Learning where to click was relatively straightforward. Understanding how information flows between different teams, workflows, and project records took much longer.
Once I understood the purpose behind these processes, Procore started to make a lot more sense. Rather than seeing it as just another software platform, I began to see it as a system designed to bring together the people, documents, and workflows that already exist on a construction project
What Is Procore?
Procore is a cloud-based construction management platform designed to help project teams manage information, communication, documents, drawings, financials, and project workflows from a single location.
In simple terms:
Procore helps construction teams keep everyone working from the same information.
Before platforms like Procore became commonplace, project information was often scattered across:
- Emails
- Shared network drives
- Excel spreadsheets
- Paper drawings
- Filing cabinets
- Phone calls
As projects became more complex, managing information became increasingly difficult.
Drawings were revised.
RFIs required answers.
Submittals needed approvals.
Change Orders had financial implications.
Project teams needed a better way to manage all that information.
That's where Procore comes in.
Why Was Procore Created?
Construction projects involve a huge number of people and an even larger amount of information.
A typical project may involve:
- Owners
- Architects
- Engineers
- General Contractors
- Subcontractors
- Suppliers
- Consultants
- Inspectors
The challenge isn't generating information.
The challenge is ensuring everyone has access to the latest information.
Outdated drawings, unanswered RFIs, missing documentation and poor communication can quickly impact project cost and schedule.
Procore was designed to improve communication, accountability and visibility across construction projects.
Who Uses Procore?
Many people assume Procore is only used by Project Managers.
In reality, the platform is used by a wide range of construction professionals throughout the project lifecycle.
Project Managers
Project Managers use Procore to help manage project information and workflows, including:
- RFIs
- Submittals
- Budgets
- Change Events
- Change Orders
They also use the platform to monitor project progress and maintain visibility across the project team.
Site Managers and Superintendents
Field teams frequently use Procore to:
- Access up-to-date drawings
- Complete Daily Logs
- Record site activity
- Manage issues
- Share project updates
Having access to current project information on-site can significantly reduce time spent searching for documents and clarifying information.
Engineers
Engineers often use Procore when reviewing and managing:
- RFIs
- Submittals
- Specifications
- Drawings
- Quality documentation
Subcontractors
Subcontractors may use Procore to:
- Review drawings
- Submit documentation
- Respond to RFIs
- Submit product information
- Communicate with the project team
One thing I've learned while exploring construction technology is that subcontractors rarely resist software simply because they dislike technology.
More often, resistance comes from a lack of training, unclear processes, or uncertainty about how the software helps them do their job.
Understanding Procore's Core Tools
The easiest way to understand Procore is to understand the construction processes it supports.
The software becomes much easier once the workflows make sense.
RFIs
What Is an RFI?
RFI stands for Request for Information.
An RFI is used whenever project documentation doesn't provide a clear answer.
Example
A contractor notices that a drawing appears to conflict with the specification.
Instead of guessing, an RFI is submitted requesting clarification.
The design team responds, providing documented direction.
Why RFIs Matter
RFIs help:
- Prevent mistakes
- Document decisions
- Reduce disputes
- Improve communication
Related Reading: 👉 What Is an RFI? Explained in Plain English
Submittals
Submittals are one of the most misunderstood parts of construction management.
Many people assume they're just documents.
They're actually part of an approval process.
Example
A specification might require a specific type of ceiling tile.
Before installation, the contractor submits:
- Product data
- Technical information
- Manufacturer literature
- Samples (where required)
The design team reviews the submission and decides whether it meets project requirements.
Why Submittals Matter
Submittals help ensure:
- Materials meet specifications
- Products are reviewed before installation
- Mistakes are reduced
Related Reading: 👉 What Is a Submittal and Why Does It Matter?
Drawings
Drawings are among the most heavily used tools within Procore.
Most construction professionals don't struggle to find drawings.
They struggle to find the latest drawings.
A revision issued today can quickly make yesterday's drawing obsolete.
Procore helps ensure teams can access the most current drawing set.
Why Drawings Matter
Current drawings help prevent:
- Rework
- Incorrect installations
- Costly mistakes
Related Reading: 👉 Why Site Crews Still Prefer Paper Drawings
Documents
Construction projects generate thousands of documents.
Examples include:
- Specifications
- Contracts
- Safety documentation
- Inspection reports
- Meeting minutes
- Product data
Document management helps ensure information can be found when needed.
Without proper document control, finding information can become a project in itself.
Understanding Construction Financials
This is often where new users become confused.
The issue usually isn't the software.
The issue is understanding the terminology.
Budget Codes
Budget Codes help organize project costs.
Think of them as categories used to track spending.
Examples include:
- Concrete
- Carpentry
- Mechanical
- Electrical
Combined with:
- Labour
- Materials
- Equipment
- Subcontract Costs
Budget Codes provide structure for project financial reporting.
Related Reading: 👉 Understanding Budget Codes in Plain English
Change Events
Change Events often confuse new users.
When I first encountered them, I assumed they were simply another name for Change Orders.
They're not.
A Change Event is used to track a potential change before it becomes an approved contractual change.
Think of it as a holding area for possible cost impacts.
Example
An RFI response requires additional work.
The team knows the change may affect cost.
A Change Event is created to track that impact.
At this stage, nothing has necessarily been approved.
Why Change Events Matter
They help teams:
- Forecast cost impacts
- Track potential changes
- Maintain visibility
Related Reading: 👉 What Is a Change Event? Explained in Plain English
Change Orders
A Change Order is different.
Unlike a Change Event, a Change Order represents an approved change to the contract.
It may affect:
- Cost
- Scope
- Schedule
Once approved, it becomes part of the project's contractual record.
Related Reading: 👉 Change Events vs Change Orders: What's the Difference?
Common Beginner Mistakes
One of the goals of this website is to help people avoid some of the confusion I experienced when first exploring construction technology.
These are some of the most common mistakes I see when people begin learning Procore.
Mistake #1: Trying to Learn Every Tool at Once
Many new users try to understand every Procore tool immediately.
That's usually the quickest way to become overwhelmed.
Instead, focus on the core workflows first:
- RFIs
- Submittals
- Drawings
- Documents
Once you understand how those processes work, the rest of the platform becomes much easier to navigate.
Mistake #2: Focusing on the Software Before the Process
One of the biggest surprises for me was how much Procore relies on understanding construction workflows.
Learning where to click was relatively straightforward. Understanding how those workflows are structured, connected, and managed within a digital platform took considerably longer.
Many Procore explanations assume you already understand concepts such as:
- Change Events
- Change Orders
- Commitments
- Budget Codes
- Specifications
If you're unfamiliar with those processes, the software can feel more complicated than it really is.
Understanding the workflow first will significantly reduce the learning curve.
Mistake #3: Learning the Task Instead of the Purpose
Many people start by asking:
How do I create an RFI?
A better question is:
Why does an RFI exist?
The same applies to Submittals, Change Events, Daily Logs, and many other Procore tools.
Once you understand the purpose behind the process, the software becomes much more intuitive.
Mistake #4: Thinking Technology Is the Problem
Construction professionals are sometimes portrayed as resisting technology.
In my experience, that's rarely the real issue.
Most people don't resist technology itself.
They resist:
- Extra work
- Poor training
- Unclear benefits
- Unnecessary complexity
When people understand how a tool helps them perform their job more effectively, software adoption becomes much easier.
What Confused Me When Learning Procore
Several concepts initially confused me.
Change Events vs Change Orders
Why are both needed?
The answer becomes clear when you realise one tracks potential changes while the other tracks approved contractual changes.
RFIs vs Submittals
At first they seemed similar.
Eventually I understood:
- RFIs ask questions.
- Submittals request approval.
Budget Codes
Initially they looked like random numbers.
Over time I realised they simply provide a structured way to classify and track project costs.
Construction Terminology
One thing I noticed while learning Procore is that many software explanations assume the user already understands construction terminology.
For people coming from an IT, administrative, or technical background, terms such as RFIs, Submittals, Commitments, and Change Events can create a significant learning curve.
Final Thoughts
Procore isn't really about software.
It's about information.
Construction projects succeed or fail based on how information moves between people.
RFIs, Drawings, Specifications, Submittals, Budgets and Change Orders existed long before Procore.
The platform simply provides a structured way to manage those processes.
That's why my advice to anyone learning Procore is simple:
Don't start by learning the software.
Start by understanding the construction workflows the software was designed to support.
Once those workflows make sense, Procore becomes much easier to understand.
