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How to Sync Projects and Files from Procore into Followup CRM

In this article, you’ll learn how to sync projects, documents, drawings, RFIs, and specifications from Procore into Followup CRM, including how oversized files are handled during the sync process.

 

📍 Overview

The Procore integration in Followup CRM allows teams to:

  • Pull project data from Procore
  • Sync documents and drawings
  • Import RFIs and specifications
  • Prevent duplicate file imports
  • Manage oversized document behavior

The available sync options depend on which modules are enabled in your integration settings.

⚙️ Step-by-Step Instructions

 

1️⃣ Open the Project Sync Options

  • Open a project in Followup CRM
  • Open the Procore dropdown
  • Select Sync from Procore

Screenshot 2026-05-21 at 3.42.10 PM

2️⃣ Review Enabled Content Modules

After selecting the project, you’ll see tabs for the enabled modules.

These may include:

  • 📄 Documents
  • 📐 Drawings
  • ❓ RFIs
  • 📚 Specifications

Module Overview

  • Documents → Main Procore document files
  • Drawings → Drawing files from Procore
  • RFIs → Project RFIs from Procore
  • Specifications → Specification sets from Procore

Screenshot 2026-05-21 at 4.13.31 PM

3️⃣ Select the Content to Sync

  • Open each tab
  • Review available items
  • Select only the content you want to import

📌 You are not required to sync everything.

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4️⃣ Avoid Duplicate Imports

If content has already been synced previously:

  • It will be marked as Already Present
  • This helps prevent duplicate files and records

5️⃣ Understand Oversized File Limitations

Followup CRM supports files up to:
📏 200MB

If a Procore file exceeds this limit:

  • It cannot be downloaded directly
  • It will appear as:
    • ⛔ Too Large to Pull

6️⃣ Review Oversized File Behavior

How oversized files behave depends on your integration settings.

You have two possible configurations:

 

🔗 Create External Reference

A placeholder file is created in Followup that:

  • Links directly to the Procore document
  • Opens/downloads the file from Procore

✅ Recommended for maintaining complete document visibility.

 

⛔ Skip Oversized Files

Oversized files:

  • Will not appear during sync
  • Are automatically excluded

Use this if your team prefers a cleaner document library.

7️⃣ Complete the Sync

After selecting your items:

  • Click Continue

The selected content will sync into Followup CRM.

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8️⃣ Use the Update Button

Once the project connection exists:

The Connect button changes to:
🔄 Update

Use this whenever:

  • Project information changes
  • New content needs to sync
  • Files or records are updated in Procore

Screenshot 2026-05-21 at 4.42.15 PM

9️⃣ Open the Project in Procore

After connection, you’ll also see:
🔗 View in Procore

Clicking this button:

  • Opens the project directly in Procore
  • Provides quick access between systems

Screenshot 2026-05-21 at 4.43.25 PM

✅ Result

After syncing, your team will be able to:

  • Pull project data from Procore
  • Import drawings, RFIs, and specifications
  • Prevent duplicate imports
  • Manage oversized files efficiently
  • Update synced projects as changes occur
  • Access projects directly in Procore

💡 Best Practices

✔️ Sync only the files and modules your team needs
✔️ Use External References for oversized files
✔️ Review “Already Present” indicators before syncing
✔️ Use the Update button regularly for active projects
✔️ Keep integration modules organized and relevant

 

Happy Selling!