Equipment User Guide

The Equipment tool helps you manage your company's equipment for your job sites. Whether owned or rented, Procore's Equipment tool ensures all machines are optimally used and effectively managed from arrival to departure. 

This guide walks you through how to use Equipment in your project's Timesheets, T&M Tickets, and Budget. 

1. Navigate to the Project level Inspections tool.
2. Click + Create.
   Note: If your company does not yet have Company level inspection templates set up, you will first need to create an inspection template before this button will be active.
   
3. Select Inspection.
4. Select a default inspection template from your list of templates from the drop-down menu.
   Note: You cannot use a template that you have not yet added to your project. See Add an Inspection Template to Your Project.
5. You will notice that there are fields to fill out that are specific to your project. Enter the relevant information into these fields:
   • Name: The inspection's name is set in the Company level template and cannot be edited at the Project level. Reference the number, location, or date on the log page to differentiate your inspections. 
   • Number (#): You can classify your inspection items using alphanumeric characters and symbols. For example, you may use '42', '42.1', '42.3', or alphanumeric codes such as 'SF-1-001', 'SF-1-002'.
   • Type: Inspection types are managed in the Company level Inspections tool. See Create an Inspection Type.
   • Status: By default, the status field will be set to 'Open'. You can change this to fit your needs.
     Note: An inspection's status should be set to 'Open' when someone begins performing the inspection. It should remain open until there are no more deficient items on the inspection. At this point, you should change the status to 'Closed' to indicate that no further action is needed.
   • Trade: Edit or add a trade related to your inspection. 
     Note: If you do not have trades added to your company, the 'Trade' field will appear as an empty field. You will need to add these to your company before you can fill this field out. See Add or Delete Trades.
     Note: Click the X next to the item you selected to delete the field. 
   • Location: Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as to where on the site the contractor will be working at the second tier.
   • Distribution: Add 'Standard' and 'Read Only' users to the distribution list to give them access to view a private inspection in the project. 
     Note: Notifications for users in a distribution list are managed in Advanced Settings. See Configure Advanced Settings: Project Level Inspections.
   • Private: Mark the checkbox next to Private to hide the inspection from anyone except for the 'Point of Contact', 'Assignee(s)', members added to the inspection's distribution list, and 'Admin' level users on the project's Inspections tool.
   • Spec Section: Reference the specific contract documents or section of the specification book that's related to the inspection by choosing from the drop-down menu.
     Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the inspection. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.
     Note: Click the X next to the item you selected to delete the field.
   • Description: Add or edit a description of the inspection for your project.
   • Attachments: Attach any relevant files from your computer, the project's Photos tool, the project's Drawings tool, the project's Forms tool, or the Project level Documents tool to your inspection for those performing the inspection can reference.
     Note: See Add a Photo to an Inspection so that it Populates in the Photos Tool.
   • Inspection Date: Select the date the inspection will be performed.
   • Due Date: Select the date the inspection needs to be completed.
     Note: If an inspection becomes overdue, users will receive 2 emails. One on the day the inspection deemed overdue, and another the following day, if the inspection is still overdue.
   • Assignee(s): Select the people who are performing the inspection. By default, Procore will populate this with the creator's name.
   • Responsible Contractor: Select the company that performed the work to be inspected. If you selected a point of contact before this, you will only be able to choose from the contractor that point of contact is associated with.
     Note: If you do not have any contracting companies added to your Directory, the 'Point of Contact' drop-down menu will appear empty. You will need to go into your Project level Directory to add a contractor and associate a contact with it before you can add in this field.
     Note: Click the X next to the item you selected to delete the field.
   • Point of Contact: Select the person from the point of contact's group who performed the work to be inspected. If you selected a 'Responsible Contractor' before this, you will only be able to choose the company the point of contact is associated with.
     Note: If you have a contractor added to your Directory that doesn't have a contact associated with it, the 'Point of Contact' drop-down menu will appear empty. You will need to go into your Project level Directory to associate a contact with your responsible contracting company before you can add in this field. Only users with 'Standard' level permissions or above on the Observation tool may be listed as the Inspection's 'Point of Contact'.
     Note: Click the X next to the item you selected to delete the field.
6. Optional: Under Inspection Items Preview, review the inspection items and their response options.
7. Click Create.

1. Navigate to the Project level Inspections tool.
2. Click View next to the inspection you want to perform.
   Note: You will notice a number after the title of your inspection. This number denotes the number of the type of inspection you are performing. 
3. Scroll down to the 'Inspection Items' section. Respond to the items or sections according to their response option.
   Note: Each inspection item has an activity feed that includes the following information: Response Changes, Attachments, Photos, Comments, and Observations. 
4. Based on your response, some inspection items may require you to add a photo or an observation.
   Note: If you are required to add a photo, you will be allowed to attach a photo. If you are required to make an observation, the tool will allow you to create an observation. 
5. If you are performing an inspection that includes a section that is no longer applicable to the project, toggle the Mark section as N/A on to mark all inspection items in that section as N/A. Any previously marked inspection items in that section will be overridden with N/A, and the section will be collapsed. Expand the section again by clicking the caret on the right, or turn off the toggle by clicking it again. This gives the items in a section no status, and the history will reflect the status changes. 
6. Optional: Add comments to an inspection item.
7. Optional: Add attachments to an inspection item. 
8. Optional: Create an observation from an inspection.
9. As you perform the inspection, the wheel at the top of the page will provide a breakdown of your responses.

You can create an inspection from the following places:

• Equipment Tool
• Inspections tool

1. Navigate to the project's Inspections tool using the Procore app on an iOS mobile device.
2. Tap the inspection you want to perform.
3. Complete the item with the appropriate response.
   Note: Based on your response, some inspection items may also require you to add a photo or an observation. 
4. Optional: Tap the info  icon for an inspection item to perform additional actions.
   • Tap Comment to add a comment and then tap Save.
   • Tap Photo to either take a new photo or select an existing one from your device to attach to the item.
   • Tap Observation if you want to create an observation. See Create an Observation from an Inspection (iOS).

You can create an inspection from the following places:

• Equipment Tool
• Inspections tool

1. Navigate to the project's Inspections tool using the Procore app on an Android mobile device.
2. Tap the inspection you want to perform.
3. Complete the status of each item by tapping the appropriate response (e.g. Pass/ Safe , Fail/ At Risk , or N/A ).
   Note: Some items may require you to select from a custom response set or respond in the form of text, date, or number entry.
4. Based on your response, some inspection items may also require you to add a photo or an observation. 
   
   
    
5. Optional: Add comments or attachments to an inspection item.
   1. Tap the inspection item.
   2. Tap the Attachmenticon to add a file or tap into the text box to add a comment.
6. Tap Save.

1. Navigate to the project's Daily Log tool.
2. Scroll to the Equipment section.
3. Enter the following information:
   • Equipment Name. Select the equipment from the drop-down list.
   • Hours Operating. Enter the number of hours the equipment was active.
   • Hours Idle. Enter the number of hours the equipment was idle.
   • Cost Code. Select the cost code associated with the entry. 
   • Location. Select the location from the drop-down list.
   • Inspected. Mark the checkbox if the equipment was inspected.
   • Inspection Time. Enter what time the equipment was inspected.
   • Comments. Add any comments.
4. Click Create.

1. Open the Procore app on an iOS mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select Equipment Entry.
   OR
   Tap the Daily Log tool and tap Equipment. Then tap the create  icon. 
3. Tap into the following fields to enter information.
   • Equipment Name. Tap and select the equipment from the drop-down list.
   • Hours Operating. Tap and enter the number of hours the equipment was active.
   • Hours Idle. Tap and enter the number of hours the equipment was idle.
   • Cost Code. Tap and select the cost code associated with the entry. 
   • Location. Tap and select the location from the drop-down list.
   • Inspected. Tap to mark the checkbox if the equipment was inspected.
   • Inspection Time. Tap and enter what time the equipment was inspected.
   • Comments. Tap and add any comments.
4. Tap Create.

1. Open the Procore app on an iOS mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select Equipment Entry.
   OR
   Tap the Daily Log tool and tap Equipment. Then tap the create  icon. 
3. Tap into the following fields to enter information.
   • Equipment Name. Tap and select the equipment from the drop-down list.
   • Hours Operating. Tap and enter the number of hours the equipment was active.
   • Hours Idle. Tap and enter the number of hours the equipment was idle.
   • Cost Code. Tap and select the cost code associated with the entry. 
   • Location. Tap and select the location from the drop-down list.
   • Inspected. Tap to mark the checkbox if the equipment was inspected.
   • Inspection Time. Tap and enter what time the equipment was inspected.
   • Comments. Tap and add any comments.
4. Tap Create.

1. Navigate to the project's T&M Tickets tool.
2. Click Create.
3. Fill out the 'General Information' section of the form.
4. In the 'Labor' section, enter labor information. Then click Add. 
5. In the 'Materials' section, enter information for the installed materials. Then click Add.
6. In the 'Equipment' section, enter information for the equipment used. Then click Add.
7. In the 'Subcontractors' section, enter the relevant information. Then click Add.
8. In the 'Approvals' section, select the Signees from the drop-down list.
   • Company Signee. A company signee is a person with signature authority for the company performing the work requested in the ticket. 
   • Customer Signee. A customer signee is a person with signature authority for the entity that requested the labor, materials, or equipment being requested in the T&M ticket. 
9. Optional: In the Notes box, type any additional notes you want to add to the ticket.
10. Optional: In the Attachments area, you can attach photos or any important documents, emails, or forms associated with the ticket.
11. Click Save.
    Procore creates your ticket. An 'In Progress' banner appears to indicate the ticket is being actively worked on. 

1. Open the Procore app on an iOS mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select T&M Ticket.
   OR
   Tap the T&M Tickets tool and tap the create  icon.
3. Tap to enter information into the following fields as appropriate:
   Note: An asterisk (*) indicates that the field is required.
   • Description*: Enter a short description of the work for the T&M Ticket.
   • Status: The status of your ticket will update automatically when certain conditions have occurred.
     • In Progress: This is the default status when a ticket is created and has not been signed by the Company or Customer Signee.
     • Ready for Review: The ticket will update to this status when the assigned Company Signee has verified the ticket's labor, equipment, and material to indicate that it is ready for customer review.
     • Field Verified: The ticket will update to this status when the Customer Signee has verified and signed it.
     • Closed: Tickets can be set to 'Closed' status on the desktop app to indicate that the ticket is closed or has been sent to the client and should not be edited.
       Note: Tickets can only be moved to the 'Closed' status on the desktop app and cannot be edited on the mobile app. To edit a closed ticket, you will need to reopen it from the desktop app. For instructions on how to close or reopen a ticket, see Close or Reopen a T&M Ticket.
   • Performed On*: This field defaults to the current day.
   • Locations: Tap to select the location where the work is being performed.
     Note: Users with 'Admin' permissions or users who have the "Manage Locations" granular permission enabled on the Admin tool can add a location. See Add Tiered Locations to a Project.
   • Ordered by: Select the users who ordered the ticket.
     Note: A user must be recorded in the Project level Directory tool to be selected from this list. To add someone to the project directory, see Add a Person to the Project Level Directory (iOS).
   • Reference #: Enter the Change Order number that will be associated with the T&M ticket.
4. Attachments:
   •  Camera: Tap to open your device's camera and take a photo to add to your T&M ticket.
   •  Photos: Tap to select an image from your device's photo library or Procore Photos. After you select the photos, click Add or Done.
   •  Files: Tap to select a saved file from your device's files
5. In the 'Labor' section, under 'Employees', tap on the following fields to enter information as needed:
   • Employee*: Select the employee from the Workers list.
     Note: To add a worker to the list, see Add a Worker (iOS).
   • Classification: Select the employee’s classification from the list.
   • Hours*: Enter the number of working hours the employee performed.
   • Time Type: Select the time type for the work.
6. Tap Apply.
7. In the 'Materials' section, under 'Quantities', tap on the following fields to enter information as needed:
   • Material*: Enter the type of material used. 
   • Material Description: Enter a description of the material or the invoice number for the material delivery.
   • Unit*: Select a unit of measurement from the list.
   • Quantity*: Enter the quantity of materials needed.
8. Tap Apply.
9. In the 'Equipment' section, under 'Quantities', tap on the following fields to enter information as needed:
   • Equipment Name*: Select the equipment used from the list.
   • Equipment Description: Type any relevant information about the equipment item such as the type, equipment ID number, or delivery ID number.
   • Hours*: Type in the number of hours the equipment was used.
10. Tap Apply.
11. In the 'Approvals' section, under 'Company Signee', select the user from the list.
12. Under 'Customer Signee', select the customer name from the list.
13. Optional: In the 'Notes' section, under 'More Information', type in any additional information as needed.
14. Tap Save.

1. Open the Procore app on an Android mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select T&M Ticket.
   OR
   Tap the T&M Tickets tool and tap the create  icon.
3. Tap into the following fields to enter the appropriate information:
   Note: An asterisk (*) indicates that the field is required.
   • Description*: Enter a short description of the work for the T&M Ticket.
   • Status: The status of your ticket will update automatically when certain conditions have occurred.
     • In Progress: This is the default status when a ticket is created and has not been signed by the Company or Customer Signee.
     • Ready for Review: The ticket will update to this status when the assigned Company Signee has verified the ticket's labor, equipment, and material to indicate that it is ready for customer review.
     • Field Verified: The ticket will update to this status when the Customer Signee has verified and signed it.
     • Closed: Tickets can be set to 'Closed' status on the desktop app to indicate that the ticket is closed or has been sent to the client and should not be edited.
       Note: Tickets can only be moved to the 'Closed' status on the desktop app and cannot be edited on the mobile app. To edit a closed ticket, you will need to reopen it from the desktop app. For instructions on how to close or reopen a ticket, see Close or Reopen a T&M Ticket.
   • Performed On*: This field defaults to the current day.
   • Location: Tap to select the location where the work is being performed.
   • Ordered by: Select the users who ordered the ticket.
     Note: A user must be recorded in the Project level Directory tool to be selected from this list. To add someone to the project directory, see Add a Person to the Project Level Directory (Android).
   • Reference #: Enter the Change Order number that will be associated with the T&M ticket.
4. Tap the Camera  icon to take a picture.
   OR
   Tap the Photos  icon to upload a photo from Procore or your device.
   OR
   Tap the Files  icon to upload a photo or video.
5. In the 'Labor' section, under 'Employees', tap on the following fields to enter information as needed:
   • Employee*: Select the employee from the Workers list.
     Note: To add a worker to the list, see Add a Worker (Android).
   • Classification: Select the employee’s classification
     Link to existing classification article
   • Hours*: Enter the number of working hours the employee performed.
   • Time Type: Select the time type for the work.
6. Tap Apply.
7. In the 'Materials' section, under 'Quantities', tap on the following fields to enter information as needed:
   • Material*: Enter the type of material used. 
   • Material Description: Enter a description of the material.
   • Unit*: Select a unit of measurement from the list.
   • Quantity*: Enter the quantity of materials needed.
8. Tap Apply.
9. In the 'Equipment' section, under 'Quantities', tap on the following fields to enter information as needed:
   • Equipment Name*: Select the equipment used from the list.
   • Equipment Description: Type any relevant information about the equipment item.
   • Hours*
10. Tap Apply.
11. In the 'Approvals' section, under 'Company Signee', select the user from the list.
12. Under 'Customer Signee', select the customer name from the list.
13. Optional: In the 'Notes' section, under 'More Information', type in any additional information as needed.
14. Tap Save.

1. Open the Procore app on an iOS mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select Timesheet.
   OR
   Tap the Timesheets tool and tap the create  icon.
3. Tap Crews, Employees, or Equipment.
4. Tap the crews, employees, or equipment that you want to create a timesheet for. See Add Employees to a Timesheet (iOS).

    Note

   • To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>' box on their profile.
   • Users under the 'Assigned to Project' sub header have corresponding assignments in the Resource Planning tool. Their start and stop times are automatically filled in based on their assignment in Resource Planning.
   • For more information on how to check for this setting in a user's profile, see Edit a User Account in the Project Directory.
   • Employees who are only entered in the Company Directory can be selected if the 'Can Company Employees be Tracked on all Projects?' setting is enabled. See Configure Advanced Settings: Company Level Timesheets.
   • With the setting 'Employees Can Be Tracked On All Projects' enabled, you must have at least 'Read Only' permissions on the Company Directory tool to see all employees and workers.
   • To select a crew, a crew must first be created in the Crews tool. See Create a Crew.
5. Tap Done.
6. Tap the Date field and choose the date that you want to create a timesheet for.
7. Tap Done. 
8. Tap Add Line next to the crew member or employee name to enter the desired information into the timesheet.
9. Tap any of the following fields to add or modify the information for each crew member or employee:
   • Classification: Select from the drop-down menu the employee classification associated with the time entry. See Enable Classifications on a Project. 
   • Sub Job: Select from the drop-down menu the sub job associated with the time entry.
   • Cost Code: Tap to select the cost code associated with the time entry.
     Note: If you are an admin on the Company Admin tool, you can limit the cost code selections that appear in this list. To learn more, see Configure Advanced Settings: Company Level Timesheets.
   • Location: Select from the drop-down menu the location where the work was performed by that user.
   • Time Entry. Enter the hours worked and lunch breaks taken.
     Notes:
     • The format for time entry is configured in Advanced Settings: Project Level Timesheets.
     • Lunch time entered is deducted from the total time.
   • Time Type.

     • Beta  Auto-Apply Time Type Rules. Move the toggle  to the ON to automatically apply Overtime Rules. See Configure Overtime Rules for Timesheets.
       
       OR

     • Time Type: Select the type of time being entered.
   • Billable: Tap the toggle to indicate whether or not the entry is billable. 
   • Description: Tap the field to enter additional comments that will show in the timecard entry.
   • Add Line: Tap to create extra line items on a time entry. 
     Note: If using the Start and Stop 'Time Entry' method, the new line's Start Time will account for time already entered, and the new line's Stop Time will reflect the default Stop Time in your settings. Any time entered after the default Stop Time will be added in one hour increments.
10. Tap Apply. 
11. Review the summary for the timesheet's hours, and the daily and weekly hours across all projects.
12. Tap Submit.
    OR
    Tap Submit and Add Quantities. See Add Quantities to a Timesheet (iOS).

1. Open the Procore app on an Android mobile device and select a project.
   Note: This loads the Tools screen for the project.
2. Tap the quick create  icon and select Timesheet.
   OR
   Tap the Timesheets tool and tap the create  icon.
3. Tap New Daily Timesheet.
4. Tap Crew, Employees, or Equipment.
5. Tap the crew names, employee names, or equipment that you want to add to the timesheet.
6. Tap Done. 
7. Next to each person's name, tap Add Line.
8. Tap the fields to add the following information:
   • Classification: Tap to select the employee's job classification from the drop-down menu associated with the time entry. See Enable Classifications on a Project. 
   • Sub Job: Select from the drop-down menu the sub job associated with the time entry.
   • *Cost Code: Tap to select the cost code associated with the time entry.
     Note: If you are an admin on the Company Admin tool, you can limit the cost code selections that appear in this list. To learn more, see Configure Advanced Settings: Company Level Timesheets. 
   • Location: Tap to select the location where the person performed the work. 
   • Time Entry: Enter the hours worked and lunch breaks taken.
     Notes:
     • The format for time entry is configured in Advanced Settings: Project Level Timesheets.
     • Lunch time entered is deducted from the total time.
   • Type: Select the type of pay being entered.

     • Beta  Auto-Apply Time Type Rules. Move the toggle  to the ON to automatically apply Overtime Rules. See Configure Overtime Rules for Timesheets.
       
       OR

     • Type: Tap to select the type of time being entered.

   • Billable: Tap the toggle to indicate that the work is billable. 
   • Description: Tap to type an additional description that will appear in the timecard.
   • Add Line: Tap to create extra line items on a time entry. 
     Note: If using the Start and Stop 'Time Entry' method, the new line's Start Time will account for time already entered, and the new line's Stop Time will reflect the default Stop Time in your settings. Any time entered after the default Stop Time will be added in one hour increments.
9. Tap Save.
10. Review the summary for the timesheet's hours, and the daily and weekly hours across all projects.
11. Tap Submit.

To see equipment hours in your budget, you must create a budget view with the 'Equipment Timecard Hours' column. We recommend using the Labor Productivity Cost view as it contains the most relevant columns, and adding Equipment Timecard Hours to that view.

• Required User Permission:
  • To add or edit a budget view, 'Admin' on the Company Admin tool.
    Note:  Your company's Procore account must be using Procore's Project Financials and Resource Tracking tools. 

1. Navigate to the Company Admin tool. 
2. Under Tool Settings, click Budget. 
3. Click Set Up New Budget View. 
   
4. Under Standard Views, highlight Procore Labor Productivity Cost.
   
5. Click Create.
6. Name your view as follows:
   • View Name. Enter a name for your new view. In this example, we named it: Labor Productivity Cost
   • View Description. Enter a description for your view. In this example, we entered: Recommended view for labor cost productivity report
7. Click Configure Columns. This opens the Configure Columns window pictured below. From this point, continue with the next step to Add the Equipment Time Column.
   
   

After closing the Configure Columns window, the system returns you to the new budget view's window. Under Column Configuration, you can get an idea of how your budget view will look in Procore by selecting a project from the Preview with Project drop-down list. 

After previewing your budget view and determining that it suits your business needs, you can assign it one or more Procore projects. 

1. Click the Assign to Projects drop-down list.
   
   
    
2. Place a checkmark in the box next to one or more of the following options:
   1. All Projects Selected. This assigns the new budget view all of your Procore projects. 
   2. All Projects Using ERP Direct Costs. This assigns the new budget view to projects using the ERP Direct Costs budget view. 
   3. All Projects Using Procore Direct Costs. This assigns the new budget view to projects using the project level Direct Costs tool. 
   4. [Individual Projects]. This assigns the new budget view to only the project(s) that you select. 
3. Click Done.

1. Navigate to the project's Budget tool.
2. Select a budget view from the View list. For a view to appear in this list, your Procore Administrator must complete the steps to Assign a Budget View to a Project.
   
   

    Notes

   • Procore provides company accounts with a number of standard views that can be used.
   • Your company's Procore Administrator can also create new views and customize existing ones using the Company Admin tool. For instructions, see Set up a New Budget View. 

• Print a Single QR Code
• Bulk Print QR Codes

1. Navigate to the project's Equipment tool.
2. Click the Equipment ID to view the equipment details.

1. Navigate to the Equipment tool using the Procore app on an iOS mobile device.
2. Tap the QR code  icon.
3. Point your camera toward the QR code.
   The QR code will be scanned and show the equipment details.
4. Optional: Continue your workflow by taking the following actions:
   • Check in Equipment
   • Create an Equipment Inspection
   • Remove Equipment from Project

1. Navigate to the Equipment tool using the Procore app on an iOS mobile device.
2. Tap the equipment record to view details.

1. Navigate to the Equipment tool using the Procore app on an Android mobile device.
2. Tap the QR code  icon.
3. Point your camera toward the QR code.
   The QR code will be scanned and show the equipment details.
4. Optional: Continue your workflow by taking the following actions:
   • Check in Equipment
   • Create an Equipment Inspection
   • Remove Equipment from Project

1. Navigate to the Equipment tool using the Procore app on an Android mobile device.
2. Tap the equipment record to view details.