Automate Gmail & Procore

Stop paying for mismatched spreadsheets. Sync data between Gmail and Procore in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Gmail"]
        T1(["List Aliases"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Procore"]
        A1(["Create Bid Board Project"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Gmail and Procore operate independently, project managers often find themselves manually transcribing email updates into Procore. For instance, if a contractor sends a change order via email, the project manager may need to copy the details from Gmail into Procore's change order section. This not only consumes valuable time but also increases the risk of transcription errors, leading to miscommunication about project timelines and costs. As a result, the project team spends hours each week on redundant data entry instead of focusing on critical tasks.

Top Ways to Automate Gmail & Procore

Automated Email Notifications: Instantly notify team members of project updates or changes directly through Gmail, ensuring everyone is on the same page and reducing the risk of miscommunication.
Streamlined Document Management: Automatically attach relevant emails and documents to Procore projects, eliminating the need for manual uploads and ensuring that all project information is easily accessible in one place.
Task Creation from Emails: Convert important emails into actionable tasks within Procore with a single click, allowing teams to prioritize and manage their workload efficiently without losing track of critical communications.

How to Build the Gmail → Procore Sync

In Gmail, set up a standard webhook to trigger on new emails that contain specific keywords related to project updates.
Configure the webhook to send a payload containing the email's subject, body, and sender information to your integration service.
In your integration service, create a listener for the Gmail webhook that extracts the relevant data from the incoming payload.
Map the extracted data to the appropriate fields in Procore's API, specifically targeting the 'Create Change Order' endpoint.
Make a POST request to Procore's REST API at the endpoint https://api.procore.com/vapid/change_orders with a JSON body that includes the project ID, change order details, and any other required fields.

Developer Warnings & API Gotchas

Ensure that the email parsing logic correctly identifies and extracts the change order details, as variations in email formats can lead to missing or incorrect data being sent to Procore.
Be aware of field type mismatches; for example, if Procore expects a date in 'YYYY-MM-DD' format, but the email provides it in a different format, the API call will fail.
Check the authorization scopes when setting up the API connection to Procore; insufficient permissions can result in failed POST requests, preventing data from being inserted.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Gmail... List Aliases

Do this in Procore Create Bid Board Project
When this happens in Gmail... List Contact Groups

Do this in Procore Create Budget Change
When this happens in Gmail... List Messages

Do this in Procore Create Budget Line Item
When this happens in Gmail... New Attachment

Do this in Procore Create Call Log
When this happens in Gmail... New Conversation

Do this in Procore Create Catalog Item

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I can see you're looking at mapping Gmail to Procore. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?