Find how much you have
Open the company-level Home tool (the older version is called Company Portfolio). You only see projects you have been added to, so use an account that is on all your projects, or ask an admin to run it.
Set the view's filters so inactive projects are included, since Procore's export steps tell you to add them through the filters. Then, in the Projects List card, click the ellipsis, choose Export and pick CSV.
Open the file and take the number of project rows as your total. Procore doesn't document which columns the export includes, so look for a start date column while you are in there.
For record counts inside projects, such as RFIs, submittals and change orders, build a 360 Report at the Company or Project level and export it as CSV, Excel or PDF. Procore emails the file when it is ready, and what you can report on follows your 360 Reporting permissions.
If your company has Procore Analytics 2.0, someone with Admin access to the Analytics tool can share your data into your own warehouse or BI tool through Cloud Connector, which turns full counts into a query. The Analytics tool has to be enabled at the company level, and Procore's connector guides list an Analytics 2.0 SKU as a prerequisite.
Records start at your oldest project. Open it and check the first dated entry in a tool such as the Daily Log or RFIs to confirm.
What to put on your intake
Your intake has five boxes for each system. Here is what goes in each one for Procore.
- What does it hold?
- Construction projects with RFIs, submittals, change events and change orders, daily logs, drawings and specifications, photos, inspections, punch lists, meetings, forms, and prime contract, subcontract and invoice records. Name the tools your team really uses.
- Data types
- Structured records, Text and Image (photos and drawings).
- How big is it?
- Projects, from the Projects List export. Add document or photo counts to the description if you know them.
- Verified or estimated
- Verified if the number is the row count of a Projects List export that includes inactive projects. Estimated if you counted by eye or from one view.
- Records start
- The start of your oldest project, confirmed against the first dated entry inside it.
Exporting the full history
If a buyer licenses your records, this is how the full history comes out of Procore.
Nothing is exported until a buyer licenses the data and the scope is agreed: which projects, which tools, which dates.
Export the Projects List to CSV first. It fixes the scope, since it shows which projects are active and which are inactive.
For each active project, someone with Read Only or higher on every tool involved opens the Project Archive tool and clicks Create. They name the archive, choose tools under Select Tools, then set Settings, All Filters, Group By and Configure for each tool. They tick the items to include, or the header checkbox for all, and click Archive.
Procore emails when the archive is ready. The download is a ZIP organized into folders by tool, with an optional table of contents. Records such as RFIs come out as PDFs, while files like photos and documents keep their own formats. On Windows, a CSV path-mapping file and a PowerShell script restore any shortened file names.
For structured tables instead of PDFs, export 360 Reports as CSV or Excel, or use the Analytics 2.0 Cloud Connector for the whole company. An Admin of the Analytics tool generates an access token (shown once, up to 365 days), and the first data can take up to 24 hours to appear.
Repeat per project and download each archive within 30 days. Archives are private to whoever created them, though a user with Admin on the project Directory tool can see and download archives others made. Files are de-identified before they go to a buyer.
We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.
Limits to know
- Project Archive only exports data from active projects, according to Procore's tutorial, so ask Procore how to handle finished jobs that have been set inactive.
- It works one project at a time and produces PDFs and documents, not a database dump. For row-level data use 360 Reports or Analytics 2.0.
- You only get what you can see. Each tool needs Read Only or higher, and private items you can't open, such as private Submittals, are left out of your archive.
- The Daily Log exports a summary for each day of the project, not every individual entry.
- For Change Orders, Directory, Documents, Models, Photos and Specifications you can't choose whether attachments are included.
- Project Archive was called Data Extracts 2.0 until it became generally available on July 21, 2026, so older pages may use the old name and different steps.
- A finished archive can only be downloaded for 30 days, and only while its status is Completed or Partially Completed, so download each one promptly.
- If a developer pulls data through Procore's API instead, it has an hourly limit and a 10-second spike limit, and going over returns a 429. Procore says the numbers can change, so the job should read the rate-limit headers on each response instead of assuming a fixed figure. Failed calls count against the limit too.
- An Analytics 2.0 token pulls data from every company where your Procore login has Analytics access. If your login also reaches other companies' accounts, set up the connection with a login that belongs only to your company, so nothing outside your own records ends up in the share.
This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.
Why buyers value it
Procore holds the paper trail of a build: who asked what in an RFI and what came back, how a submittal moved, how a change event became a change order, and what the daily log says happened on site. Buyers building AI for construction want exactly those request-and-outcome pairs, tied to a project's contracts and schedule.
Across many projects it also shows patterns, such as where RFIs cluster, how changes get priced, and how closeout goes. Years of that, from a contractor that ran many jobs, is difficult to find in public data.
What stays private
The Directory, emails and correspondence, and incident and inspection records are where names and contact details live, so those tools are excluded by default or de-identified before delivery. Photos can show people and license plates, so they are screened or left out of scope.
Drawings, specifications and models authored by architects and engineers, and the content of subcontractors' submittals, belong to others, so we record what you hold and check the terms. Contract and invoice figures with owners and subcontractors are commercially sensitive and stay out unless the scope says otherwise.
Common questions
Sources
Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with Procore.
- Procore Support: Project Archive (opens in a new tab)
- Procore Support: Create a Project Archive (opens in a new tab)
- Procore Support: About the Project Archive Tool (opens in a new tab)
- Procore Support: Download a Project Archive (opens in a new tab)
- Procore Support: Which tools can I extract project data from using Project Archive (opens in a new tab)
- Procore Support: How are the folders structured inside the downloaded ZIP file (opens in a new tab)
- Procore Support: exporting the project list from Portfolio (opens in a new tab)
- Procore Support: Export a Project 360 Report (opens in a new tab)
- Procore Support: Getting Started With Analytics 2.0 (opens in a new tab)
- Procore Support: Analytics 2.0, Connect to BigQuery (prerequisites) (opens in a new tab)
- Procore Developers: Rate Limiting (opens in a new tab)