Switch From Procore to Projul: Migration Guide

Procore is one of the biggest names in construction software. It is built for large commercial general contractors running complex projects with big teams. But if you are a mid-size contractor, you have probably noticed something: you are paying enterprise prices for a tool that is more than you need.

This guide covers why contractors leave Procore, how the migration to Projul works, what you can expect to save, and a feature by feature comparison to help you decide if the switch makes sense.

Why Contractors Leave Procore

Procore is a good product. Nobody argues that. But good does not always mean right for your business. Here are the reasons mid-size contractors start looking for alternatives.

Enterprise Pricing That Does Not Fit Mid-Size Budgets

Procore’s pricing is based on your annual construction volume. For most contractors, that means $10,000 to $50,000 or more per year. When you are doing $5 million to $20 million in annual revenue, that is a significant chunk of your overhead going to software.

The pricing also tends to go up. As your volume grows, so does your Procore bill. Many contractors find that their software cost increases faster than their profit margins.

It Is Overkill for Most Mid-Size Work

Procore was built for large commercial general contractors managing hundreds of subcontractors across multi million dollar projects. It includes features like bid management for large sub pools, detailed RFI tracking across dozens of stakeholders, and compliance tools for government contracts.

If you are a residential contractor, remodeler, or specialty trade doing $2 million to $20 million per year, you are paying for features you will never touch. That is money wasted.

Long Contracts and Auto Renewals

Procore uses annual contracts with auto renewal clauses. Many contractors do not realize they are locked in until they try to cancel. The cancellation window is usually 30 to 60 days before your renewal date. Miss that window and you are on the hook for another year.

Complex Onboarding and Slow Adoption

Getting your team up and running on Procore takes time. The platform has a steep learning curve, especially for field crews who just want to check their schedule and log progress. Some contractors report spending months getting their team fully trained, and even then, adoption in the field can be low.

You Need Features Procore Does Not Prioritize

Procore focuses on project management for large GCs. But mid-size contractors often need strong estimating tools, built in invoicing, and QuickBooks integration that actually syncs both ways. Procore treats these as secondary features or pushes you toward third party integrations.

What Mid-Size Contractors Don’t Need From Procore

One of the biggest problems with Procore is that you pay for the whole platform whether you use it or not. Procore was built for large commercial general contractors running $50 million to $500 million or more in annual volume. That means the feature set is packed with tools that most mid-size contractors will never open.

Here is a look at what you are paying for but probably not using.

BIM and 3D Model Coordination

Procore includes tools for Building Information Modeling (BIM) coordination. These let large GCs view 3D models, link them to project documents, and coordinate between architects, engineers, and trades on complex commercial builds.

If you are a residential contractor, remodeler, roofing company, or specialty trade, you have zero use for BIM tools. You are not coordinating 3D models across a dozen firms. But those features are baked into the platform cost.

Advanced RFI and Submittal Workflows

Procore’s RFI (Request for Information) system is designed for projects with dozens of stakeholders. It supports multi-level review chains, ball-in-court tracking across companies, and complex approval paths that involve owners, architects, and multiple subcontractors.

Most mid-size contractors handle RFIs with a quick phone call, a text, or a simple email. You do not need a system built for 30 companies working on a single hospital project. A simpler approach saves time and avoids the overhead of configuring workflows you will never fully use.

Multi-Company and Multi-Org Management

Procore supports managing multiple companies and organizations under one account. This is useful for large construction firms that operate several subsidiaries or divisions across different regions.

If you run one company with one or two offices, this feature adds complexity without adding value. It means more settings to configure, more permissions to manage, and more screens to click through for tasks that should be simple.

Workforce Planning and Labor Productivity Analytics

Procore offers workforce planning tools that help large GCs forecast labor needs across a portfolio of projects. These tools are designed for companies managing hundreds of workers across many job sites at once.

For a contractor with 10 to 50 employees, you already know who is on which job. A visual scheduling tool with crew assignments gives you everything you need without the complexity of enterprise workforce planning.

Bid Management for Large Sub Pools

Procore’s bid management is built for GCs who send bid packages to dozens or hundreds of subcontractors. The system includes prequalification tools, bid leveling, and sub comparison features designed for large commercial projects.

If you self-perform most of your work or manage a handful of trusted subs, this feature does not help you. You need a fast way to send estimates and close deals, not a system for managing 200 bid invitations.

The Bottom Line on Enterprise Bloat

Every one of these features costs money to build and maintain. Procore passes that cost on to every customer, regardless of whether they use those tools. When you add it all up, you could be paying $15,000 to $40,000 per year for a platform where you actively use maybe 30% to 40% of the features.

Projul takes a different approach. It is built specifically for mid-size contractors. Every feature in the platform, from estimating to job costing to scheduling, is something contractors actually use every day. There is no bloat. No enterprise overhead. Just the tools you need to run your business.

Hidden Costs of Procore That Add Up Fast

The sticker price of Procore is only part of the story. There are costs that show up after you sign the contract that most contractors do not think about until they are already locked in.

Third-Party Tools You Still Need

Procore does not include strong estimating, invoicing, or two-way QuickBooks sync out of the box. Many contractors end up adding separate subscriptions for these core functions. That could mean another $200 to $500 per month on top of your Procore bill just to cover the basics.

With Projul, estimating, invoicing, and QuickBooks integration are all included. You are not stacking subscriptions to fill gaps.

Admin Time and Configuration Overhead

Procore requires ongoing admin work to keep running smoothly. Permission settings, workflow configurations, template management, and user training all take hours every month. For a mid-size company without a dedicated IT person, that time comes directly from your project managers or office staff, people who should be focused on building, not configuring software.

Projul is designed to be simple from the start. Settings are straightforward. New users can be added in minutes. Your team spends less time in menus and more time on jobs.

Price Increases at Renewal

Procore’s volume-based pricing means your bill goes up as your company grows. Close a few big projects and your annual construction volume jumps, which means higher software costs at renewal. You get penalized for growing your business.

Projul uses flat monthly pricing. Your cost stays the same whether you do $5 million or $25 million in volume. Growth should be rewarded, not taxed.

The True Annual Cost Comparison

When you factor in the base Procore subscription plus the extra tools most contractors need, the real cost often lands between $15,000 and $60,000 per year. Compare that to Projul’s all-in pricing of $4,788 to $14,388 per year with nothing else to buy.

Over three years, the difference can be $40,000 to $100,000 or more. That is a new truck, a new hire, or a down payment on equipment.

How Projul Compares to Procore

Here is a side by side look at where each platform stands on the features that matter to mid-size contractors.

The Cost Savings Are Significant

This is usually the first thing contractors want to know. Let’s break down the numbers.

Procore Cost Estimates

Procore does not publish pricing on their website, but contractors consistently report these ranges:

• $5M to $10M annual volume: $10,000 to $20,000 per year
• $10M to $25M annual volume: $20,000 to $35,000 per year
• $25M+ annual volume: $35,000 to $50,000+ per year

These numbers can vary based on the modules you use and your negotiation, but the floor for most contractors is around $10,000 per year.

Projul Pricing (Annual)

Full details on the pricing page.

What You Save

For a contractor paying $20,000 per year on Procore, switching to Projul’s Core+ plan saves you $12,812 per year. That is over $1,000 per month back in your pocket.

For a contractor paying $35,000 per year on Procore, switching to Projul’s Pro plan (the most feature rich option) saves you $20,612 per year.

Here is what those savings look like over time:

That is real money you can put toward equipment, crew, or marketing.

What Transfers From Procore to Projul

Procore has good data export tools, which makes migration easier than you might expect.

What You Can Import

• Contacts and directory. Your contact directory can be exported and imported into Projul’s CRM. Company names, contacts, emails, phone numbers, and addresses all transfer.
• Project information. Project names, addresses, dates, and basic details can be exported as CSV and imported into Projul’s project management system.
• Documents and photos. Procore lets you download project documents and photos in bulk. Upload them to the corresponding projects in Projul.
• Budget data. Export your budget line items and cost data. The Projul team can help you map this to Projul’s job costing structure.
• Estimates. If you have estimates in Procore (or a connected estimating tool), export them and rebuild them using Projul’s estimating tools.

What Needs Manual Setup

• RFIs and submittals. These do not transfer between platforms. For active projects, recreate the open items. Closed RFIs can stay in Procore for reference.
• Custom workflows. Any automated workflows or approval chains need to be rebuilt in Projul. The simpler setup in Projul usually means this goes faster than you expect.
• Drawings and markup history. You can transfer the files, but markup history and version trails will stay in Procore. Download final versions for your records.
• Daily logs. Export these as PDFs for your records. Active projects may need key log entries recreated.
• Integrations. Any third party tools connected to Procore (accounting, estimating, etc.) will need to be reconnected or replaced. Projul’s built in QuickBooks integration and invoicing often replace tools you were paying extra for.

Step by Step Migration Plan

Here is a practical approach to making the switch without disrupting your active projects.

Before You Start

1. Check your Procore contract. Find your renewal date and cancellation window. If your renewal is coming up, start planning now so you are ready to switch when the contract ends.
2. Schedule a demo with Projul. See the platform, ask your questions, and make sure it fits your workflow before committing.
3. Identify your active projects. Make a list of current jobs that need to be migrated. Completed projects can stay in Procore for reference.

Week 1: Export and Set Up

4. Export your data from Procore. Use Procore’s export tools to download your contact directory, project list, documents, and budget data. Save everything in organized folders.
5. Set up your Projul account. Choose your plan and get your account created. The onboarding team will schedule a kickoff call.
6. Import contacts. Upload your contact CSV into Projul. Map your fields with help from the onboarding team.
7. Configure your settings. Set up your company info, estimating templates, cost codes, and project templates. This is where Projul’s simplicity pays off. What took weeks in Procore takes days here.

Week 2: Migrate and Train

8. Create active projects in Projul. Set up your current jobs with their key details, schedules, and assigned crews.
9. Upload project documents. Transfer photos, plans, contracts, and other files to each project.
10. Connect QuickBooks. Set up the QuickBooks integration so your accounting stays in sync from day one.
11. Train your team. Projul’s onboarding team runs training sessions for office staff and field crews. The mobile app is simple enough that most field workers are comfortable within a day.
12. Start all new work in Projul. From this point forward, every new lead, estimate, and project goes into Projul.

Week 3 and Beyond

13. Wind down Procore. As projects that started in Procore wrap up, you will naturally use it less. Keep it active until your contract ends or until all active projects have moved over.
14. Download your Procore archive. Before your account closes, do a final export of all project data. Store it locally so you have records.

Real Reasons Contractors Make the Switch

Here is what we hear from contractors who have made this move.

The price was hard to justify. When your software costs more than a full time employee and you are only using a fraction of the features, the math stops making sense.

Their field crews would not use it. Procore’s learning curve meant low adoption in the field. If your crews are not logging their time, updating tasks, and uploading photos, the system is not doing its job. Projul’s simpler interface gets higher adoption from day one.

They needed better estimating. Procore’s estimating is not its strength. Contractors who rely on detailed estimates with assemblies, markups, and professional formatting find that Projul’s estimating tools give them what they actually need.

They wanted everything in one place. With Procore, many contractors end up using separate tools for estimating, invoicing, CRM, and accounting sync. Projul handles all of that in one platform, which means fewer subscriptions and less time switching between apps.

They wanted a CRM. Procore does not track leads or manage your sales pipeline. If you want to follow a customer from first call to signed contract to completed project, you need construction CRM software. Projul includes it.

Tips for a Smooth Transition

1. Time it with your contract. Start planning your switch 2 to 3 months before your Procore renewal date. That gives you time to evaluate Projul, set it up, and train your team without rushing.
2. Do not migrate closed projects. Export them for your records, but do not waste time rebuilding old jobs in a new system. Focus on active and upcoming work.
3. Get buy in from your PMs. Your project managers are the ones who will use the software daily. Show them Projul early, let them ask questions, and get their feedback. When they are on board, the rest of the team follows.
4. Use the overlap period. Run both systems in parallel for 2 to 4 weeks. New work goes in Projul. Active Procore projects stay there until they wrap up. This avoids a hard cutover that stresses your team.
5. Lean on the onboarding team. Projul’s team has helped contractors switch from Procore many times. They know where the gotchas are and how to avoid them. Use their expertise.

Is the Switch Right for You?

If you are a mid-size contractor doing under $50 million in annual volume, and you are paying $10,000 or more per year for Procore, it is worth looking at Projul. You will get the project management, estimating, scheduling, invoicing, and job costing tools you actually use, without paying for enterprise features you do not need.

The savings alone make the conversation worth having. But for most contractors, it is the simplicity and higher team adoption that makes the biggest difference.

Ready to Stop Overpaying for Software You Don’t Fully Use?

If you are tired of writing five-figure checks for a platform built for companies ten times your size, it is time to look at something better.

Projul gives mid-size contractors the tools they actually need: estimating, scheduling, job costing, invoicing, CRM, and project management, all in one platform. No enterprise bloat. No annual lock-in. No surprises on your bill.

Here is what happens when you schedule a demo:

1. You get a live walkthrough of the platform with someone who understands construction, not a sales rep reading a script.
2. You see your workflow in Projul. The team maps your current process to show exactly how Projul handles it.
3. You get a migration plan. If you decide to switch, the onboarding team lays out a step-by-step plan to move your data and train your crew.

No pressure, no 12-month commitment required. Just a clear look at what your business looks like on a platform built for contractors your size.

Schedule your demo today and see the difference for yourself. You can also check out our pricing page to compare plans.