Set Up the Procore Integration

What this means 

• Procore is usually the system of record for projects, companies, and roles.

• Breadcrumb connects via an authorized Procore connection (often a service/DMSA-style connection), then syncs configured data on a schedule.

• Most setup issues come from missing required fields, mismatched mobile numbers, or insufficient Procore permissions.
  
  

When you’ll use this

• When a new GC wants Breadcrumb connected to their Procore environment

• When a customer has Procore projects that should appear in the Breadcrumb automatically

• When an admin needs to re-authorize or validate Procore permissions after changes
  
  

Before You Connect Procore to Breadcrumb

Before setting up the Procore integration, make sure the following requirements are met. Completing these checks beforehand will help ensure a smooth setup and prevent common syncing issues.

1. Confirm You Have a Procore Admin Available

A Procore Admin is required to authorize the integration and complete the setup within Procore.

What to do:

• Identify a user with Procore Admin permissions.
• Have them available during the integration setup call, as authorization is typically completed live.
  
  

2. Ensure Vendor and Subcontractor Records Are Complete

For subcontractors and vendors to sync correctly into Breadcrumb, the Licence or EIN field must be populated in Procore.

What to do:

• Review all vendor and subcontractor records in Procore.
• Add a value to the Licence or EIN field for each record.
• The specific value can vary, but the field cannot be left blank.

For large vendor lists:

• Export vendors using Procore Imports.
• Populate the Licence or EIN column in the CSV file.
• Re-import the updated CSV back into Procore.
  
  

3. Prepare Projects for Synchronization

Only projects with the required information can sync successfully from Procore to Breadcrumb.

Each Procore project should include:

• A future completion date
• A valid project address
• A unique project number or job number

4. Verify User Information and Permissions

If you plan to sync users, roles, or project access, user records must be configured correctly.

What to check:

• Users have valid mobile phone numbers.
• Mobile numbers match across Procore and Breadcrumb for the same person.
• Project roles and permissions in Procore are up to date.

Why this matters:
Breadcrumb uses Procore project roles to determine user access and permissions.

5. Keep Site Diaries Open for Daily Log Synchronisation

If you are exporting labour hours or daily log information to Procore, Site Diaries must remain open while updates are being recorded.

What to do:

• Keep the Procore Site Diary open throughout the workday.
• Close the diary only after all updates have been captured.

Important:
Closed Site Diaries may prevent new entries from syncing unless a force sync or special configuration is used.

Pre-Setup Checklist

Before starting the integration, confirm that:

✓ A Procore Admin is available for setup
✓ All vendors have a Licence or EIN value
✓ Projects have a future completion date, valid address, and unique project number
✓ Users have matching mobile numbers across both systems

✓ Site Diaries remain open if daily logs or labour hours are being exported

Set up Procore Integration in Breadcrumb (Classic portal)

Note: You need a Procore Directory Admin to authorize the connection and confirm Procore-side access.

Key Considerations

• Import sites/projects from Procore and select the correct site template (use your standard Procore integration template if your team has one).

• Directory sync: set the sync direction so Procore is the primary system (this prevents conflicts and keeps Procore as source of truth).

• Import company directory and project directory so subcontractors and project companies can flow into Breadcrumb.

• Import project user roles (so Procore roles can be used to control who becomes a host in Breadcrumb).

• Exports: enable only what you intend to push back into Procore (commonly documents and daily log-related data). Keep other exports off unless there’s a clear need.

• Validate permissions using “Check Permissions” (if available)

• • Run Check Permissions from the Procore integration configuration screen in Breadcrumb.
• Confirm you can see:
  • The Procore company connection details
  • Which projects are included for sync
  • Whether required Procore permissions are granted
    
    

If permissions are insufficient, the Procore admin will need to update access and recheck.

• Confirm Procore service user/project membership (common blocker)

  • If a project is not syncing, check whether the Procore integration/service user is included on that project in Procore.
  • If it’s missing, add the integration user to the project, save, then allow time for sync.

• Allow time for sync and confirm expected timing by setting expectations clearly:

  • Project sites, suppliers, and site team can take hours to appear depending on volume.
  • Documents may sync on a scheduled cadence (often once daily).
  • Daily log updates may require the Procore daily log/site diary to remain open during the day, depending on configuration.

Common Issues

Integration is “Active,” but nothing is syncing

• What to check: Authorization completed, correct Procore company selected, projects included for sync, and permissions validated.

• What to do: Re-run Check Permissions, confirm the correct projects are enabled, and confirm the integration user is added to the projects.
  
  

Suppliers are missing in Breadcrumb

• What to check: Required supplier identifier field (commonly License Number or EIN) is populated in Procore for those companies.

• What to do: Bulk update suppliers in Procore, then wait for the next sync window.
  
  

Users / hosts are missing in Breadcrumb

• What to check: Procore roles and mobile numbers.

• What to do: Ensure the user has the right Procore project role and that the mobile number matches what Breadcrumb expects.
  
  

Daily log hours aren’t updating

• What to check: Whether the Procore daily log/site diary is closed and whether your setup requires it to remain open.

• What to do: Keep it open during the day, or use the agreed approach for handling closed logs based on your customer’s configuration.

Why this matters

• Correct setup prevents duplicate admin work and ensures Procore stays accurate without manual re-entry.
• Getting identifiers, roles, and mobile numbers right up front avoids 80% of sync tickets later.
  
  
  

Need help?

Contact your foreman or GC site team to confirm the right Procore admin is available and to verify required supplier fields and user mobile numbers are correctly populated before you start syncing.