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Closeout Log Templates

Extracts Pro Support
Updated

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

  1. Go to the Extracts Pro homepage

  2. 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.

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