How Procore works with Protiv: Complete Integration Guide

It is designed for construction and contracting companies that manage their projects in Procore but use Protiv to track labor performance and calculate employee incentives through ProPays.

In most cases:

• Procore remains the main place to manage project, budget, employee, and timecard information.
• Protiv uses that information to create jobs, track labor performance, and calculate ProPays.

Important: The Procore integration is currently available as a Beta integration. Features and synchronization behavior may continue to be refined.

1. How Information Moves Between Procore and Protiv

Most information flows from Procore into Protiv.

Information	Managed in	Appears in Protiv as
Projects	Procore	Jobs
Sub jobs	Procore	Jobs under the main project
Labor budget lines	Procore	Milestones and labor budgets
Cost codes	Procore	Used to match budgets and hours
Employees	Procore	People or team members
Procore timecards	Procore	Time entries
Protiv field time	Protiv	Can be sent to Procore as timecard entries
Employee wages	Protiv	Used for labor costs and ProPay calculations
Incentive rules	Protiv	ProPay and bonus calculations

Procore supplies the underlying project information. Protiv then uses that information to track progress and calculate incentives.

2. Jobs and Sub Jobs

Project names, sub-job structure, and cost codes should be managed in Procore. Protiv reflects the information received during synchronization.

Example

A Procore project named Downtown Office Renovation may contain these sub jobs:

• First Floor
• Second Floor
• Exterior

Protiv may display the main project and each sub job separately, allowing labor and ProPays to be tracked against the appropriate area of work.

3. Employees

Employees from Procore’s company directory and project teams can be added to the Protiv People page through the integration.

Only people identified as employees in Procore should be expected to appear as Protiv team members. Vendor and subcontractor contacts may not be included.

When an employee is missing, verify:

• The person is active in Procore.
• The person is marked as an employee.
• The connected Procore account has access to that person or project.
• The integration has had time to synchronize.

Employee names and employment status should normally be corrected in Procore.

4. Labor Budgets and Milestones

A milestone represents a specific portion of the project that can have its own:

• Labor budget
• Budgeted hours
• Actual hours
• Progress
• ProPay calculation

Only budget lines identified as labor are used for labor-based milestone and ProPay tracking.

a. Budgeted hours

When a Procore labor budget line includes a quantity measured in hours, Protiv uses that quantity as the milestone’s budgeted hours.

When the budget is provided only as a dollar amount, Protiv may calculate an estimated number of hours using an available labor rate.

Example

A project contains these Procore labor budget lines:

Cost code	Labor budget	Budgeted hours
Framing	$30,000	1,000
Drywall	$20,000	650
Painting	$10,000	300

Protiv may create one milestone for each labor cost code, allowing each phase to be tracked separately.

Labor Budgets and Milestones

Protiv uses labor-related budget lines from the Procore project budget to create milestones.

A milestone represents a specific portion of the project that can have its own:

• Labor budget
• Budgeted hours
• Actual hours
• Progress
• ProPay calculation

Only budget lines identified as labor are used for labor-based milestone and ProPay tracking.

Budgeted hours

When a Procore labor budget line includes a quantity measured in hours, Protiv uses that quantity as the milestone’s budgeted hours.

When the budget is provided only as a dollar amount, Protiv may calculate an estimated number of hours using an available labor rate.

Example

A project contains these Procore labor budget lines:

Cost code	Labor budget	Budgeted hours
Framing	$30,000	1,000
Drywall	$20,000	650
Painting	$10,000	300

Protiv may create one milestone for each labor cost code, allowing each phase to be tracked separately.

Manual budget changes: If a milestone budget is manually updated and locked in Protiv, later Procore synchronization may not replace that manual amount.

5. Wages

Procore does not currently provide individual employee wage rates to Protiv.

Employee wages should therefore be entered and maintained directly on the Protiv People page.

Accurate wages are important because Protiv uses them to calculate:

• Actual labor cost
• Remaining labor budget
• Available bonus
• ProPay distributions

When a wage is missing, Protiv may use an estimated labor rate based on available budget information. For accurate calculations, each eligible employee should have a wage entered in Protiv before ProPays are reviewed or approved.

6. Time Entries and Hours Worked

a. Hours entered in Procore

Procore timecard hours synchronize into Protiv as time entries.

Protiv uses the timecard’s project, sub job, employee, and cost code to place the hours on the appropriate job and milestone.

If a Procore timecard does not include a cost code, Protiv may be unable to identify the correct milestone. The hours may appear under an Unassigned Time Entries milestone instead.

b. Displayed start and end times

Procore may provide the total hours worked without providing the employee’s exact clock-in and clock-out times.

Because of this, the start and end times displayed in Protiv may be estimated or used as placeholders. The total number of hours is the important value to review.

c. Hours recorded in Protiv

When an employee completes an eligible time entry in Protiv, Protiv can create a corresponding Procore timecard entry containing the employee, project, cost code, and hours worked.

The project, employee, and cost code must already be recognized in both systems.

7. Drive Time and Other Non-Billable Time

Procore timecards do not provide Protiv with a separate drive-time or callback-time indicator.

As a result, hours imported from Procore are not automatically classified as drive time in Protiv.

Companies that treat drive time or other non-billable hours differently should configure the appropriate time-allocation or incentive rules in Protiv.

8. ProPays and Bonus Calculations

After the project, budget, milestones, employees, and hours appear in Protiv, ProPays are managed entirely in Protiv.

Procore does not determine:

• Who is eligible for a ProPay
• Bonus thresholds
• Disqualifiers or penalties
• ProPay approval
• Employee payout amounts

Procore supplies the project and labor information. Protiv applies the company’s incentive program to that information.

9. Synchronization Timing

The initial synchronization begins after the Procore connection is authorized.

After that, Protiv checks Procore automatically for changes. Updates are not always immediate, especially for larger accounts or projects with extensive budgets and timecard history.

10. Where Should Information Be Updated?

a. Update in Procore

Manage these items in Procore:

• Projects and sub jobs
• Project names
• Cost codes
• Labor budget lines
• Prime contract amounts
• Employees and employee status
• Procore timecards and hours

b. Update in Protiv

Manage these items in Protiv:

• Employee wages
• Incentive program rules
• Bonus thresholds
• ProPay eligibility
• Disqualifiers and penalties
• ProPay review and approval
• Drive-time or non-billable-time rules
• Intentional milestone budget overrides

Whenever possible, correct source project information in Procore rather than manually changing imported information in Protiv.

11. Best Practices

To keep Procore and Protiv aligned:

• Manage projects, sub jobs, cost codes, labor budgets, employees, and Procore timecards in Procore.
• Enter and maintain employee wages directly in Protiv before reviewing or approving ProPays.
• Assign a cost code to every Procore timecard so hours can be matched to the correct milestone.
• Avoid entering the same hours in both systems, as this may create duplicate time entries.
• Allow time for synchronization before making manual corrections in Protiv.
• Use milestone budget overrides only when necessary, since a manual override may prevent future Procore budget updates from replacing that amount.
• Review unassigned time entries regularly and correct missing cost codes in Procore.
• Verify projects, employees, budgets, and hours before approving ProPays.
• When reporting an issue, include the project, employee, cost code or milestone, work date, and screenshots from both systems.