What Are Closeout Log Templates?
Closeout Log Templates are designed to speed up the creation of Closeout Logs. Instead of rebuilding the same document types, trades, and custom fields every time, templates let you standardize them once and reuse them forever.
They’re ideal for:
Teams with repeat clients
Teams that do the same scopes of work over and over
Organizations that know exactly what documents they need on every project
Even if you usually build Closeout Logs from scratch, templates save time by eliminating repetitive setup like re-creating document types such as warranties, as-builts, O&Ms, etc.
Who Can Use Templates?
Only Admins can access and manage Closeout Log Templates. If you don’t see the Template Logs option, you likely don’t have admin permissions.
How to Access Closeout Log Templates
Go to the Extracts Pro homepage
-
Click Template Logs
This button is only visible to Admin users
From here, you’ll see all existing templates. You can:
Edit an existing template (pen icon)
Duplicate or delete an existing template (three dots icon)
Create a brand-new template from scratch (top right > New Template)
Creating a New Template
When you create a new template, start by clicking into the Settings Wheel. This is where you define the structure of your Closeout Log.
1. Create Document Types
Document Types are the core items you’re collecting, such as:
Warranties
As-Built Drawings
O&M Manuals
Training Documents
Test Reports
You can add these one-by-one, or upload them as a single-column CSV if you have a long list.
Here's a CSV of types that you can upload to get started quickly.
This step replaces having to recreate “Warranties,” “As-Builts,” etc. on every new project.
2. Create Trades (optional but powerful)
Trades act as placeholders before a subcontractor is assigned on a real project.
Examples:
HVAC
Electrical
Plumbing
Fire Protection
Trades are useful because they act as built-in reminders of who is responsible for what.
For example:
Every HVAC contractor must provide documents X, Y, and Z.
If you'd like these ordered in a certain way, you can even include the division number (Like "03 - Concrete") to help stay organized in the future.
Later, when you apply this template to a project, you simply map the real subcontractors on a project to these trade placeholders.
Here's a CSV of trades that you can upload to get started quickly.
3. Create Custom Fields
Custom Fields let you group or tag files in a way that matches your client’s expectations.
They’re especially useful if:
A client requires documents grouped a specific way
You do repeat work for the same owner or GC
You need consistent labeling across projects
Examples:
System Type
Building Area
Phase
Asset Group
These fields become part of how documents are organized and exported.
4. Set Export Standards
Templates also control how your final closeout is exported.
You can define:
How files are grouped in folders
How naming conventions work
-
How submittals are exported from Procore, including:
Which attachments are included
What data is pulled
How files are packaged
This ensures every export follows the same rules—no more one-off setups.
5. Renaming Templates
It's recommended that each template have a specific name - for a client, type of project, or even just "default".
To rename a template, open the template, then click the Settings Wheel (gear icon) > then "Log Name" in the details tab.
6. Build Your Requirements
You're now ready to begin adding items to your template. Adding rows/requirements to your log can be done in bulk.
First, select Add in the top right-hand corner.
You can now add items in bulk. For example, selecting a Type "Warranty" and 3 Responsible trades would create 3 warranties required, each assigned to each of the selected subcontractors below.
And added to the log:
Using a Template
Once your template is built:
It can be selected when creating a new Closeout Log
All document types, trades, custom fields, and export rules are instantly applied
You skip repetitive setup and go straight to collecting documents
Why Templates Matter
Closeout Log Templates:
Save setup time on every project
Reduce mistakes and missing document types
Enforce standards across teams
Make repeat clients easier to serve
Scale cleanly as your organization grows
If you find yourself building the same Closeout Log structure more than once—use a template.