Automate Procore & Gmail

Stop paying for mismatched spreadsheets. Sync data between Procore and Gmail 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 ["Procore"]
        T1(["List company vendors"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[Webhook
Listener] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Gmail"]
        A1(["Add Label to Email"])
    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 Procore and Gmail operate independently, project managers often find themselves manually entering project details into emails, leading to potential errors and miscommunication. For instance, a new project created in Procore may not automatically generate an email notification to the relevant stakeholders, causing delays in project kickoff. Team members waste time repeatedly checking Procore for updates instead of focusing on their tasks, which can result in missed deadlines and increased frustration.

Top Ways to Automate Procore & Gmail

Automated Email Notifications: Instantly receive alerts in Gmail for critical updates from Procore, ensuring your team is always informed about project changes, deadlines, and milestones.
Seamless Document Sharing: Effortlessly attach Procore documents to Gmail communications, reducing the time spent searching for files and ensuring that all stakeholders have access to the latest information.
Task Management Integration: Automatically convert emails into Procore tasks, allowing your team to track action items directly from their inbox and ensuring nothing falls through the cracks.

How to Build the Procore → Gmail Sync

Set up a webhook in Procore to listen for the 'New Project' event. This can be configured in the Procore API settings.
In the webhook payload, extract the following data: 'project_name', 'project_id', 'start_date', and 'team_members'.
Utilize the Gmail REST API to send an email. Make a POST request to the endpoint: https://gmail.googleapis.com/gmail/v1/users/me/messages/send.
Construct the email body using the extracted data, ensuring to include the project name and a list of team members. Format the email in a clear and concise manner.
Test the integration by creating a new project in Procore and verify that the email is sent successfully to the specified recipients.

Developer Warnings & API Gotchas

Ensure that the 'team_members' data from Procore is formatted correctly as email addresses; otherwise, the Gmail API will return an error when attempting to send the email.
Be cautious with the project ID; if it is not included in the email body, recipients may not be able to reference the project directly in Procore.
Verify the authentication tokens for the Gmail API are refreshed correctly; expired tokens will prevent emails from being sent, leading to missed notifications.

Supported API Operations

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

When this happens in Procore... List company vendors

Do this in Gmail Add Label to Email
When this happens in Procore... List of Admin - Company Offices

Do this in Gmail Archive Email
When this happens in Procore... List of Admin - Form Template

Do this in Gmail Create Draft
When this happens in Procore... List of Admin - Programs

Do this in Gmail Create Draft (Legacy)
When this happens in Procore... List of Admin - Project Bid Types

Do this in Gmail Create Draft Reply

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