Comparing Closeout Management Approaches: Procore Submittals vs. Dedicated Closeout Apps

Comparing Closeout Management Approaches: Procore Submittals vs. Dedicated Closeout Apps

For construction operations teams, managing project closeout efficiently is a key component of putting a bow on a successful project. Closeout involves collecting and organizing critical documents such as warranties, manuals, and as-builts.

Two common approaches to managing closeout are using Procore Submittals, or leveraging a 3rd party app like Extracts Pro's Closeout Log. Let’s break down the advantages, disadvantages, and when each method makes sense—while highlighting how Extracts Pro can support teams with either option.

Option 1: Using Procore Submittals to Collect Closeout Documents

Advantages:

1. Centralized Document Storage
   All documents remain within Procore, ensuring easy access for teams already working in the platform. No additional software is needed, keeping workflows streamlined.

2. Enhanced Reporting with Procore Analytics
   Services like Procore Analytics and Procore’s 360 Reporting integrate seamlessly, allowing you to generate detailed reports on closeout documents. Categorizing documents by Submittal Type or Submittal Package enhances out-of-the-box reporting.

3. Streamlined Subcontractor Training and Automation
   By using Procore’s native system, you can leverage its automated reminder tools, reducing the burden on project teams to follow up manually with subcontractors.

Disadvantages:

1. Subcontractor Adoption Challenges
   Subcontractors unfamiliar or uncomfortable with Procore may struggle to upload documents, requiring additional support from the project team.

2. Limited Bulk Export Options
   Procore lacks an easy way to export filtered documents in bulk, making it time-consuming to retrieve specific documents.

3. Workflow Limitations
   Procore cannot deliver submittals in bulk with only the final attachment, which can complicate workflows.

4. Complex Submittal Logs in Procore
   Submittal logs in Procore can become lengthy early in a project, potentially overwhelming team members less familiar with Procore.

5. May Still Require Use of Excel
   While Procore helps track and collect documents, many teams rely on Excel to reconcile requirements that aren't submittals (e.g., Attic Stock) against what exists in the Procore Submittals tool.

How Extracts Pro helps when using Procore Submittals to manage closeout

1. Fast Filtering & Sorting Documents
   In just a few clicks, download a filtered list of submittals with just their current attachments. Include files additional Procore tools, such as a conformed set of drawings from the Drawings tool, or RFI's merged with all of their attachments. 

2. Flexible Sharing
   Automatically place files into folders based on who you're sharing them with - for example, an architect may want to see all documents by spec section, but an owner may want to see all files by Type (Warranty, As-Builts, etc.)

3. Streamline the tedious
   Extracts Pro automatically creates a locally-hyperlinked table of contents for your files, making navigating a digital binder a breeze. 

 

Option 2: Using Third-Party Apps for Closeout Management

Advantages:

1. Streamlined Templatization
   Many third-party solutions simplify the process of creating standardized binders, especially for organizations with repeat clients or consistent project needs.

2. Simplified Subcontractor Collaboration
   Some platforms allow document submissions without requiring a login, reducing friction for subcontractors.

3. Highly Configurable Binders
   Third-party software often supports greater customization of turnover binders, allowing documents to be organized by criteria like phase, system, or document type to meet owner requirements.

4. Leverage Procore as a Starting Point
   Some applications can import submittals directly from Procore so that teams don't have to recreate the wheel from zero every time.

Disadvantages:

1. Risk of Document Silos
   Using third-party software can create separate silos of documents, especially if the platform is not deeply integrated with Procore. However, Extracts Pro avoids this issue by keeping 100% of documents on Procore while offering advanced extraction and packaging tools.

2. Limited Reporting
   Reporting capabilities may be restricted to the third-party software’s native tools. Extracts Pro includes out-of-the-box dashboarding that enhances visibility.

3. Limited Project Lifecycle Use
   Many third-party tools only add value during the last 5-10% of a project, making them less cost-effective. With Extracts Pro’s 3-in-1 approach (closeout, extraction, and automated document backup), you can use the tool throughout the project lifecycle.

4. Disjointed Client Portals
   Some applications create client portals, which may go unused if the client specifies document delivery to a different system (e.g., SharePoint). This is an added expense without any real benefit for many projects. However, Extracts Pro delivers files in ZIP format, supporting delivery to any location your client specifies (thumb drive, web portal, etc.).

How Extracts Pro helps when using Closeout Log to manage closeout

1. Standardize & Streamline Internal Operations
   Easily build templates for repeat work or clients to ensure you're providing a consistent experience project-to-project. This also helps simplify team training. 

2. Get Total Flexibility on a Deliverable 
   Pull files across any number of Procore tools to group files any way a client specifies - even into custom groups, such as by Phase or Location. Your digital binder includes an automatically generated Table of Contents that can navigate this grouping.  

3. Drive Subcontractor Collaboration
   For trade partners who find Procore cumbersome, they can easily submit documents for approval via a no-sign-in-required web portal. 

When to Use Each Option

Use Procore Submittals When:

• Projects are smaller (under $2 million) with limited scope.
• Your organization must have closeout information in Procore Analytics.
• You prefer to create a custom register for each project using Procore’s Submittal Builder.
• Teams are familiar enough with Procore to use native filtering in Submittals to keep the log clean.
• Your organization closes out fewer than 15 projects per year.

Use Closeout Log Software When:

• Projects are similar in scope, allowing for templated closeout processes (e.g., mostly multifamily projects, mostly interiors projects, etc.).
• Teams want to avoid using Procore Submittals for document collection of some document types (such as warranties).
• Clients require closeout deliverables to be organized in a highly-specific format (for example, by phase, building, system/subsystem, etc.).
• Your organization has a dedicated closeout team needing a place to manage this process across many projects.

How Extracts Pro Supports Both Approaches

Whether you choose Procore Submittals or prefer a dedicated app like Extracts Pro's Closeout Log, Extracts Pro enhances your workflows by offering:

• Time Savings: Save weeks of overhead by systematizing your closeout process, simplifying document collection, and supporting management visibility.  
• Flexibility: Projects often have unique requirements, so Extracts Pro supports teams packaging documents any way that a client specifies.
• Maximizing ROI on Procore: Maximize your investment in Procore by leveraging Extracts Pro’s deep integration to make the most of what you're already paying for.

Ultimately, the right choice can depend on the project, team, or client - which is why Extracts Pro is built to support teams who choose either method, even if that varies by project. With Extracts Pro, your team can confidently manage closeout processes, no matter the approach.

Reach out to Extracts Pro today to discuss what method would be best for your team!