ZoKa Power Plays

Challenge: The customer managed all inspection data manually using spreadsheets and PDFs saved to individual desktops. This made it difficult to track inspection history, collaborate across teams, or access documents in real time, especially in the field.Action: We partnered with the customer to understand their inspection workflows and built customized Inspection Checklist Templates directly within Procore. These templates reflect their exact needs and processes. We also trained their team on how to access, complete, and review checklists through both desktop and mobile devices.Result: The customer now conducts inspections digitally with real-time visibility. Historical inspection data is fully searchable, audit-friendly, and accessible from any device. This not only streamlined their quality control process but also significantly improved collaboration and accountability across teams.

Challenge: The customer onboarded new team members who were unfamiliar with internal processes and Procore, creating a risk of inefficiencies and inconsistent project execution.Action: We provided hands-on training tailored to their roles, covering both company-specific workflows and Procore best practices. This included live walkthroughs, how-to guides, and ongoing support to reinforce adoption.Result: New employees were quickly brought up to speed, allowing them to contribute effectively with minimal downtime. The customer saw improved consistency across project teams and greater confidence in platform usage.

Challenge: The customer's accounting department was generating inaccurate financial reports from Procore. Outdated commitments, inactive vendors, and legacy budget items across multiple projects were inflating costs and misrepresenting job financials at both the project and company levels.Action: We conducted a system-wide audit in Procore to identify stale data. This included voiding or closing outdated commitments, cleaning up inactive vendor records, and updating budgets to reflect current change orders and scope. We also adjusted company-level reporting settings to filter out inactive projects and legacy cost codes, ensuring only current, relevant data was included.Result: Reports now reflect accurate and up-to-date financials, enabling better forecasting, cost tracking, and decision-making. The accounting team regained confidence in the reporting outputs, and leadership now has a clear view of project and portfolio-level financial health.

Challenge: New tools were added to the customer's Procore contract, and there was a risk they wouldn't be implemented effectively without proper alignment to the customer's existing workflows and objectives.Action: As the implementation team, we joined sales meetings and participated in the client handoff to ensure a seamless transition. We asked targeted, business-specific questions to uncover the customer's operational needs and priorities. Using that insight, we configured the new tools in Procore to align with their workflows, data structure, and reporting expectations, ensuring the setup supported both day-to-day operations and long-term goals.Result: The tools were launched with proper alignment and immediate usability. The customer experienced smooth onboarding, faster adoption across teams, and confidence in the system's setup. This proactive engagement ensured the customer realized value early and avoided costly misconfigurations or rework.

Challenge: A subcontractor was struggling to complete required tasks in Procore, such as submitting submittals and responding to RFIs, which was causing delays and putting the project timeline at risk.Action: We scheduled a virtual support session with the subcontractor, walking them step-by-step through the specific Procore processes they were struggling with. We clarified expectations, demonstrated task workflows, and answered questions in real time to build their confidence and ensure proper use of the platform.Result: The subcontractor was able to complete their tasks promptly, and the project stayed on schedule. The proactive support prevented future delays and improved communication and accountability between the subcontractor and the project team.

Challenge: The customer was awarded several contracts in a single day, all with immediate start dates. Without quick setup in the project management system, field teams wouldn't have access to the information needed to begin work, putting day-one productivity and schedule commitments at risk.Action: We mobilized our entire team to prioritize the rapid setup of all awarded projects in Procore. This included inputting contract details, uploading drawings and documents, assigning users, and configuring workflows to match each project's needs. We worked in real time to ensure field teams had instant access to the tools and data required to begin work.Result: All projects were live in the system the same day, enabling seamless field mobilization and immediate progress on-site. The customer met the owner's expectations for a fast start and avoided costly downtime, thanks to our team's quick coordination and responsiveness.

Challenge: The project owner required all project data and task tracking to be managed within their own project management software. However, the customer also needed to maintain internal records and workflows within their existing Procore system to ensure consistency across projects.Action: We took on the responsibility of managing both platforms, inputting key project data, documents, and updates into the owner's system while simultaneously maintaining full records, logs, and task tracking in Procore. This ensured seamless communication with the owner while preserving the customer's internal project standards and reporting structure.Result: The owner received project updates in their required format, ensuring compliance and transparency. At the same time, the customer retained a complete and organized record of the project in their own system, allowing their team to operate efficiently without disrupting existing processes.

Challenge: The customer needed to migrate historical project data from a retiring legacy platform into Procore. The migration required accurate data conversion and organization without pulling internal resources away from current project work.Action: We partnered with the customer to build a migration process tailored to their needs. Using system capabilities to automate data extraction and upload, we migrated 25,791 records, including drawing sheets, documents, submittals, RFIs, and photos, across 43 archived projects into Procore. Data was organized within the Drawings, Documents, and Photos tools, and each drawing sheet was manually verified to ensure accurate historical records.Result: We completed the 479-hour migration in four weeks, moving all historical project data from the retiring platform into Procore. Automation reduced manual effort, while detailed verification kept records accurate, organized, and accessible. The customer now has centralized access to 43 archived projects, and their internal team stayed focused on current project execution.