Mirror your Procore submittal log into a Google Sheet
Every weekday at 6am, refresh a Google Sheet with current submittal status for every active project, so stakeholders without a Procore seat can follow along.
Procore
Google SheetsOperationsData SyncEvery weekday at 6am, mirror my Procore submittal log into a Google Sheet so that architects, owners, and subcontractors who do not hold a Procore seat can still see current submittal status without anyone exporting it by hand. Use a cron trigger, Monday through Friday at 6am in my local timezone.
Start with Procore List Projects to get my company's active projects. For each active project, call Procore List Submittals to pull that project's full submittal log. Page through the results so a long log comes back complete rather than truncated to the first page.
Write each project's submittals into its own tab of a single Google Sheets spreadsheet, which I will identify by spreadsheet ID. Name each tab after the Procore project. Before writing, read the spreadsheet's existing tabs with Get Spreadsheet and create any missing project tab with Batch Update Spreadsheet, so a newly started project does not break the run.
Use exactly these columns, in this order, with a header row in row 1: submittal number, title, spec section, status, ball in court, revision, submit by date, due date, approved date. Do not reorder, rename, or insert columns. People will build filters and pivot tables on top of this sheet, so the column layout has to stay identical from run to run.
Each run must replace the whole tab rather than append to it. Clear the tab's data range with Google Sheets Clear Values first, then write the header row plus all current submittal rows starting at A1 with Google Sheets Update Values. This matters: an append only sheet drifts out of sync as submittals change status, and clearing before writing also removes leftover rows from a previous run when the log gets shorter. The sheet should always read as a clean current snapshot.
If a project has no submittals, still write the header row to its tab. An empty log should produce a valid empty table, never a blank or broken tab.
Write every cell as a plain value rather than a formula, and send values as raw text so that Sheets does not reinterpret submittal numbers like 03-100 as dates. Format all three date columns as YYYY-MM-DD. When a field is missing on a submittal, for example an approved date on something still in review, write an empty cell so every row keeps the same number of columns and nothing shifts left. Sort rows by submittal number so the ordering is stable between runs.
Every step here is a known list or write operation over structured fields, so build this as deterministic nodes. Do not summarize, reword, or interpret anything: copy status, ball in court, and every other value through exactly as Procore reports it.
Example output
What does this prompt do?
- Every weekday at 6am, pulls the submittal log for each of your active Procore projects and writes it into a shared Google Sheet, one tab per project.
- Replaces the contents of each tab on every run, so the sheet is always a clean picture of where things stand today rather than a growing list of stale rows.
- Gives every project a consistent set of columns: submittal number, title, spec section, status, ball in court, revision, submit by date, due date, and approved date.
- Lets architects, owners, and subcontractors check submittal status in a spreadsheet they already have access to, with no Procore licence and no manual export.
What do I need to use this?
- A Procore account that can see the projects and submittals you want to share
- A Google account and one spreadsheet set aside for the submittal log
- The link to that spreadsheet, so the workflow knows where to write
- A view only share on the spreadsheet for the outside parties who need to follow along
How can I customize it?
- Change the timing: run it once every weekday morning, twice a day, or only on Mondays.
- Limit which projects get a tab, for example only the jobs currently in construction rather than every active project.
- Adjust the columns or their order if your team tracks something extra, such as the responsible contractor or the submittal type.
- Point it at a second spreadsheet so each client or owner gets their own copy with only their project on it.
FAQs
Do the people reading the sheet need a Procore licence?
Will this overwrite notes I type into the sheet?
What happens to a project that has no submittals yet?
How up to date is the sheet during the day?
What if we add a new project in Procore?
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Stop re-keying submittal status into spreadsheets
Let the submittal log update itself every morning, so the people outside Procore always see the current picture.