Article

How to export Procore projects, RFIs and change orders

By TrustPast

Updated November 6, 2026

A contractor that has run its jobs in Procore for eight years has every RFI, every submittal and every change order in one account. The answers the architect gave are there, and the daily logs from the days it rained. Here is what to count before you apply, why you don’t export anything to apply, and, for after an agreement, how Procore’s own exports work and what the files hold.

Version note. Checked against Procore’s support pages on 6 November 2026. Procore now calls the company project list Procore Home, and its Project Archive tool went generally available on 21 July 2026. Menus change. If a step differs, Procore’s support page wins.

Count what you have; you don’t export to apply

Polyshares publishes the order of things on its data handling page. “Intake asks for record counts, not files or exports.” And: “Nothing leaves your systems until Polyshares has made an offer and you have accepted it.”

Its Procore guide says the same about this tool: “The intake only needs the size, so you do not have to run an export to fill it in. You also do not need to clean or scrub an export.”

So the first job is a count, not a file. Polyshares’ guide says: “Report Procore in records.” The intake also asks how many years the company has used it and how many seats it has. In plain terms, write down:

how many projects are in the account, active and inactive;
roughly how many RFIs, submittals, daily logs and observations sit in a typical project;
how many years that is, from the oldest project;
how many company users log in, not counting outside collaborators.

The export steps further down are for later. They are what you will need if Polyshares makes an offer and you accept it. Until then, the projects stay in Procore, and the superintendent opens the same daily log tomorrow morning.

See your estimate

What the buyer wants from it, and what it doesn’t

Owners tend to assume a buyer wants the contract values and the client list. It doesn’t. Polyshares’ data handling page says: “Names, emails, phone numbers, account numbers, and addresses are removed or replaced by a specialist PII partner before Polyshares or any buyer sees the record. Roles, timestamps, and the work itself are kept.”

Its Procore guide adds: “Commitments, prime contract values and bid pricing can be left out by unchecking those tools when you run an extract.”

What is left after that is the work. Polyshares’ Procore guide puts it in a contractor’s words: “Procore projects hold the formal record of commercial construction: RFIs with answers, submittals with review decisions, daily logs, observations and punch lists tied to drawings. These show how problems are raised and resolved on real job sites.”

Its data licensing page says why that matters: “The value is not in volume. It is in reasoning that was captured while the work happened.” And: “A thread where two people disagree about a quote and work it out carries judgment that cannot be manufactured.”

On a job site, as our own reading, that looks like this:

How the work was done. The daily log, the observations, the punch list, the inspections.
How a question got answered. The RFI that asked what the drawing meant, and the official response that settled it.
How an estimate became a job. The bid, the submittals that showed what would be installed, and the review decision on each.
How a change order was settled. The change event, the quotes the subs sent back, the potential change order, and the approved change order at the end.

The customer’s name is not the point. Nor is what they paid. The chain from question to answer is. The cornerstone page on what data buyers actually want from a trade business goes through the whole list.

Worth two minutes to see your range? Our estimate asks five questions about the company and its records.

Where Procore shows how much you have

Polyshares’ guide opens with the plain fact: “Procore has no company wide data size screen.” Its method has three parts.

First, the project count. Polyshares says to open Portfolio as a user with Admin permission on that tool, “apply filters to include both active and inactive projects,” export the projects list as a CSV file and count the rows.

Procore has since renamed the screen. Its page says “Procore Home has replaced the legacy Company Portfolio page and is enabled by default,” and that the legacy page will be sunset. Same list, new name.

Second, the items. Polyshares says to “Open a few representative projects and note the item counts in tools such as RFIs, Submittals, Daily Log and Observations, then estimate the total across projects.” It says to enter that total as records and put the project count in the notes.

Third, the files. Polyshares says: “If most of your data is documents, drawings and photos, report the total size of your Procore Extracts folders in GB instead.” It adds that Procore does not publish a storage usage view for the Documents tool, so “ask your Procore account manager for company storage totals.”

For the years, Polyshares says to “use the oldest project in the list.” For seats, “count company users, not outside collaborators.” The architect and the subs on your projects are not your seats.

Here is the count to write down, as our own advice:

Projects: the rows in the project list, with inactive projects included.
Items per project: RFIs, submittals, change orders, daily logs, observations, from three or four projects of different sizes.
Records: items per project times the number of projects, a rough figure and labelled as one.
Years: the start date of the oldest project.
Seats: your own staff who log in.

Who can export, and what the plan allows

Procore sets its gates tool by tool. Its permissions tables list four levels for each tool: None, Read Only, Standard and Admin.

The company list. Polyshares’ guide says: “Admin permission on the Portfolio tool shows every project in the company; Read Only users only see projects they were added to.” Procore’s page says, “Your access to projects determines which projects appear in the list,” and “You must be added to the project.”

Lists inside a project. Procore says the change order list needs “‘Read Only’ level permissions or higher on the project’s Change Orders tool.” The submittals log needs Read Only or higher on the Submittals tool. The daily log needs “‘Read Only’ or higher permissions on the Daily Log tool.” Documents need Read Only or higher on the Documents tool.

RFIs. Procore’s RFI export pages list the permission level in a permissions table. Check it in your account’s permissions settings. Procore does say who sees which responses. If the setting to show official responses only is on, a Read Only or Standard user can export only the responses marked Official, with exceptions for the RFI Manager, assignees and a few others.

Change history. Procore says the change history of a change event needs “‘Admin’ level permissions on the project’s Change Events tool,” or Read Only or Standard with a granular permission.

Whole projects. Procore Extracts needs “‘Admin’ level permissions on the tools you want to extract data from.” Project Archive, on Procore’s page, needs “‘Read Only’ level permissions or higher on the Project level Procore tools from which they want to export data.” Polyshares’ guide says Project Archive “also needs Admin permissions.” The two say different things, so ask the company administrator to run it.

Procore defines that person. A Procore Administrator “is a user who has ‘Admin’ level permissions on all of the Company level Tools in Procore.”

Plan. The Procore pages we read don’t tie these exports to a plan or a price tier. We found no statement either way, so we give none.

The steps, in Procore’s words

These steps are for after an agreement with Polyshares says what is in scope. Each step names its source. Procore has no single export for a whole account, so the list runs tool by tool, then whole projects.

Export the project list. Navigate to your company’s Portfolio or Home tool. Filter the Portfolio Views, using filters to include inactive projects if needed. In the Projects List card, click the ellipsis icon. Click Export and select PDF or CSV. The file goes to your device’s default download location. Source: Procore, export a list of projects.
Export the RFI list. Navigate to the project’s RFIs tool and click Export. Choose PDF - All Responses, PDF - Official Only, PDF or CSV. Procore says the export “reflects any active search results, filters, and sorted columns,” so clear them first. Source: Procore, export RFIs to CSV or PDF.
Export one RFI with its answers. In the RFIs tool, click View next to the RFI, then Export. Select All Responses or Official Responses Only, mark the attachments to include, and click zip or PDF. Procore emails a download link when a zip, or a PDF with attachments, is ready. Source: Procore, export an RFI.
Export the change order lists. Navigate to the project’s Change Orders tool. Click the Prime Contracts or Commitments tab, add any filters, then choose Export > CSV or Export > PDF. Procore says the export covers “the contents of the active tab” only, so run it once per tab. Source: Procore, export a list of change orders.
Export one change order. In the Change Orders tool, pick the Commitments or Prime Contracts tab, click View on the change order, then click Export and choose PDF. The PDF lists the budget code on each line item. Source: Procore, export a change order.
Export the submittals log. Navigate to the project’s Submittals tool. Click the Items, Packages, Spec Sections or Ball In Court tab, then Export, and choose PDF, CSV or Excel. Excel works on the Items tab only. Above 150 submittals, Procore emails you a link instead of downloading the file. Source: Procore, export the submittals log.
Export the daily logs. Navigate to the Daily Log tool. For one day, select the date, click Export, then PDF. For a range, click the Date drop-down menu, then Date Range, pick the dates, click Export, then Zip; the zip of PDFs is emailed to you. Source: Procore, export a daily log as PDF.
Download documents. Navigate to the Documents tool, mark the checkboxes next to the files and folders in one folder, right-click and click Download. They arrive in a ZIP file. Procore says up to 5,000 files can be downloaded at one time, and points to Procore Drive for Windows for more. Source: Procore, download files and folders.
Export a company report. Navigate to the Company 360 Reporting tool, click the report, click Export and choose PDF, PDF with Visuals or Excel. Procore’s row limits are 700,000 rows for CSV, 400,000 for Excel and 5,000 for PDF. Source: Procore, export a company single tool report.
Extract a whole project with Procore Extracts. Install it on a Windows computer, open it and log in. Choose the company and project. Mark the checkboxes next to the tools, or Select All. Leave Include Attachments marked to keep the attachments, or clear it. Click Extract, then View in Folder when it finishes. Source: Procore, extract project data using Procore Extracts.
Or build a Project Archive. Navigate to the project level Project Archive tool and click Create. Enter a name, choose whether to include a table of contents, select the tools and click Create. Under the General tab, open each tool’s subtab, configure its settings, filters, grouping and columns, mark the items to include, and click Archive. Procore emails you when it is done. Source: Procore, create a project archive.
Download the archive. In the Project Archive tool, locate the archive and click its download icon. It comes as a .zip file. Procore says “An archive is available for download only for 30 days.” Source: Procore, download a project archive.

Change events: the step Procore doesn’t list

Change events are where a change order starts, and they have no list export of their own on Procore’s pages. Procore’s Change Events tutorials list, as we read it, has pages to create, view, edit, email and clone change events. It has no page for exporting the list to a file. We don’t invent one.

Procore’s two whole-project tools do cover them. Its Procore Extracts tools page lists “Change Events,” which “Extracts all change events that exist in the project’s Change Events tool.” It also lists RFQs, potential change orders, change order requests and the change order package. Project Archive’s tools page lists change events and change orders too.

For one change event at a time, Procore’s view page says the General tab shows its attachments, and “If there are multiple attachments, a Download All link appears.” The change history is a tab on the change event, with five columns: Date, Action By, Changed, From and To. Procore doesn’t describe an export of that tab on the page we read.

What a change order holds, in Procore’s own terms

Procore describes the path. “A change event is any change that affects a construction project’s original scope.” It names the sources: “Accommodating an owner’s request. Accounting for a design flaw. Addressing an unforeseen issue caused by a vague document or specification.”

Then the quotes. After a change event, Procore says, “you can then send a Request for Quote (RFQ) to your subcontractors.” Their responses include “all required documentation for the change event’s potential cost and schedule impact.” Once those are reviewed, “your project team has the information needed to create a Potential Change Order (PCO).” From a change event, Procore’s tutorials go on to a prime contract change order or a commitment change order.

Each change event carries fields that read like a judgment. Procore lists them: an Origin, linking the item in another tool it came from; a Type of TBD, Allowance, Contingency, Owner Change or Transfer; a Change Reason; and a Scope of In Scope, Out of Scope or TBD.

Here is what that means on a job, as our own description. The RFI asked what the detail meant. The answer moved the scope. The change event recorded it as out of scope, owner change. Three subs priced it. One price went into the PCO, and the owner approved a lower one. The record keeps every step. That is the argument Polyshares says it pays for, written down by people who had to sign it.

The same goes for backcharges. Procore says a change event “can also document a project condition that led to a backcharge,” such as “Repairing something that a subcontractor damaged.” Who caused it, who paid, and how it was argued are all in the record.

What the files contain

The list exports are tables or printed logs. The RFI and change order lists come as CSV or PDF. The submittals log adds Excel on the Items tab. Procore says the submittals export “does not include custom field columns,” and does not follow your column display settings.

The whole-project tools give folders. Procore says the Extracts folder holds “a folder structure with the project name, the date and time of the extract, the project tools, and the items in the tools.” And: “Most items in Procore are downloaded as PDFs. Files such as documents and photos are downloaded as their original file type.” A Project Archive download has the same shape, with a table of contents.

Two limits matter before anyone writes a scope. Procore says only projects set to Active can be extracted, in both tools. Polyshares’ guide says inactive projects “must be reactivated or handled with Procore support first.” And Procore says Extracts does not extract files from a linked DocuSign account; it points to DocuSign’s own download for those.

Procore also warns about time. The time an extract takes depends on “The amount of items and size of files being extracted” and “The internet connection and speed.” If the computer sleeps or the connection drops, it retries three times, then pauses until it can resume.

The personal data in a Procore export

A Procore project is a record of people as much as of work. That is the part to know before anything moves.

As our own reading, start with the Directory, which holds the contacts. Procore’s Project Archive tools page lists Directory: “Exports all contact data that exists in the project’s Directory tool.” Emails holds the project mail. Photos may show faces, plates and a house number. Incidents may name a person who got hurt. RFIs and daily logs name the people who wrote them and the people they wrote about.

Polyshares publishes how this is handled. Its data handling page says identifying fields are removed or replaced “before Polyshares or any buyer sees the record.” It says: “If the partner reviewing the sample spots anything that reads as identifying, the record goes back for another pass before pricing continues.” It says listings “are published without the company’s name, website, people, or exact locations,” and that the company “is never contacted by a buyer.”

So the owner’s rep becomes a role. The sub becomes a trade. The RFI stays an RFI, with its question and its answer. You don’t scrub the files yourself. Polyshares’ Procore guide says: “Polyshares does that work, so your team does not have to scrub records first.” How the de-identification works, step by step, is on how de-identification works.

What is never included

Start with what Polyshares publishes. Its home page says the licence is “Defined material for a defined term. It does not cover what you hold on behalf of your own clients.” Its data handling page says the licence is bounded: “Defined systems, a defined term, and exclusive by default unless we agree otherwise. Nothing outside that scope is covered.” Its Procore guide says commitments, prime contract values and bid pricing can be left out.

Now our own advice, which is ours and not Polyshares’:

The Directory. Names, emails and phone numbers of everyone on the project. Leave the Directory tool unchecked.
Money owed and paid. Prime contracts, commitments, invoices and the budget. Leave them out unless the agreement names them.
The owner’s drawings and specs. Drawings, specifications and models often belong to the owner or the architect under contract. The page on client-owned work and NDAs goes through how to tell.
Signed contracts held elsewhere. The DocuSign files Extracts skips stay where they are.
Incident and injury records. Those belong to the people in them.
Photos that identify a person or a home. A face, a plate, a house number on an occupied home.
Anything under a confidentiality clause. A government or private client may have written one into the contract.

What is licensed is set out in Polyshares’ offer and the terms you agree, after Polyshares has read an anonymized sample. Polyshares says: “Someone on the team reads the anonymized sample before Polyshares prices the record.”

Check the export

Five checks, as our own advice:

Open the project list. Is the oldest project from the year the company started on Procore, and are the inactive ones in it?
Count the rows in the RFI and change order files. Do they match what the tool shows with no filter on?
Check both change order tabs. Prime Contracts and Commitments export separately.
Check the extract folder against the tools the agreement names. If Directory, Prime Contracts or Commitments are in it and should not be, run it again with them unchecked.
Check the date. A Project Archive download expires after 30 days.

What this means for a roofing company

Here is what a roofing contractor on commercial work usually keeps in Procore, as our own description and not a list from any buyer. The submittals for the membrane and the insulation, with the review decision on each. The RFIs about a detail at the parapet. The daily logs from the tear-off, with the weather. The change event when the deck under the old roof was wet. The punch list from the final walk. The roofing companies page goes through the rest of a roofer’s record.

What this means for a general contractor or a specialty contractor

Procore uses different tool names and terms for “general contractors, owners, and specialty contractors.” As our own description, a general contractor keeps the whole chain: the RFIs it sent to the architect, the submittals it reviewed, the RFQs to its subs and the change orders on both sides. A specialty contractor keeps the same chain from the other end. Polyshares’ published deals include a general contractor at $300,000 (indicative, not an offer); Polyshares says company names stay confidential and does not publish what that record held.

A project in Procore is a project history in the full sense: start to closeout, in one place. Each RFI and change order is also a job file in miniature; the job files page covers what makes one worth reading. The settling often happens in the inbox too, so the email archives page matters here. If the company ran jobs in another tool before Procore, those years count; see we switched tools: do old systems count.

On the API

Procore has a developer platform. Its developer documentation is on developers.procore.com. Procore’s support page on Developer Managed Service Accounts says the feature “allows developers to specify the exact company and project level tool permissions that are required for their application to run properly,” and that “Company administrators can specify which projects the App can access using those permissions.” If an agreement ever calls for the API, the scope should name the tools, the projects and the dates.

Where we fit

We, TrustPast, explain the process and give you a range with our estimate. It is ours, not an offer. Polyshares says deals typically land between $100K and $2M (indicative, not an offer), and that “Depth of operating history and how much visible reasoning the record contains move the number far more than raw volume does.” Polyshares pays us a referral fee. You pay us nothing. We never see your Procore account, your extracts or your files. How the records are protected, in plain words, is on how it’s safe.

Before you apply

Four things to settle first, as our own advice:

Count. Projects, items per project, years, seats. Write the numbers down.
Don’t send an export with the application. Polyshares asks for counts.
Find the inactive projects. They count, and they need reactivating before anyone can extract them.
List what stays out. The Directory, the contract values, the owner’s drawings, incident records.

Then answer the five questions. If the range is worth your time, apply.

TrustPast

Questions and answers

Do we have to export our Procore data to apply?

No. Polyshares says intake asks for record counts, not files or exports, and that nothing leaves your systems until Polyshares has made an offer and you have accepted it. Its Procore guide says the intake only needs the size, so you do not have to run an export to fill it in.

How do we count a Procore account?

Polyshares’ Procore guide says Procore has no company wide data size screen. A company admin exports the project list from the Portfolio tool for the project count, then counts items such as RFIs, submittals and daily logs in a few representative projects and estimates the total.

Can Procore Extracts export every project at once?

No. Polyshares’ guide says you select one company and one project per extract, though you can run extracts back to back. Procore says only projects set to Active are available to extract from.

Does Procore Extracts work on a Mac?

No. Procore says the Procore Extracts application can only be installed on Windows computers. Procore’s install page says Windows 7 or newer, installed by a user with admin rights to the computer.

Is there an export button for change events?

Procore’s Change Events tutorials list, as we read it, has no page for exporting the list. Change events are among the tools that Procore Extracts and the Project Archive tool can extract. One change event’s attachments download with its Download All link.

Do we take out the contract values before anything moves?

Polyshares’ Procore guide says commitments, prime contract values and bid pricing can be left out by unchecking those tools when you run an extract. It also says Polyshares anonymizes identifying details before anything moves, so your team does not have to scrub records first.

What does it cost us?

Nothing. Polyshares says there is no fee and no commission. Polyshares pays TrustPast a referral fee; you pay us nothing.