What's the difference between Closeout Log and Instant Extracts?

What’s the difference and when should I use each?

Both Instant Extracts and Closeout Log inside Extracts Pro help you organize and package project documentation from Procore — but they solve two very different problems.

A simple way to think about it:

• Instant Extracts = sieve/filter what already exists

• Closeout Log = plan, track, and drive what should exist

If you’re unsure which to use, this guide breaks it down.

🔹 Instant Extracts

What it is

Instant Extracts pulls existing data from Procore and packages it exactly how you want.

You choose:

• Which tools (RFIs, Submittals, Inspections, Action Plans, etc.)

• Which filters (status, dates, types, fields)

• How to group the files into folders

• How PDFs are formatted and configured

Think of it like a smart bulk export engine.

Best for

• Weekly or recurring reports

• Bulk exports

• Audits or backups

• Simple projects

• Teams already using Procore Submittals to manage all closeout docs

• “Just give me everything that matches these filters”

Key strengths

• Fast

• Very flexible filtering

• Deep PDF customization

• No setup or planning required

• Pulls only what already exists

Limitations

• Cannot plan or enforce required documents

• Cannot request missing docs from trades

• Cannot create custom grouping fields (only what exists in Procore)

• Not designed for managing closeout workflows

🔹 Closeout Log

What it is

Closeout Log helps you plan and manage your entire closeout process, not just extract files.

Instead of asking:

“What exists in Procore?”

You ask:

“What documents should exist on this [or every] project — and how do we collect them?”

It lets you:

• Define required documents upfront

• Track missing items

• Request files directly from trade partners (even outside Procore)

• Review and approve submissions

• Push approved docs into Procore

• Group by both Procore fields and custom parameters (asset, phase, location, etc.)

• Report progress with dashboards

• Build templates that can be re-used on many projects. 

Think of it like a closeout operating system.
 

Best for

• Standardized closeout processes

• Multi-project or program scale

• Large/EPC/civil projects

• Asset-based turnover

• Trade partner collaboration

• Teams that want visibility into what’s missing

Key strengths

• Plans required documents

• Drives accountability

• Collaborates with subcontractors

• Custom grouping (asset/phase/location/etc.)

• Dashboards and reporting

• Scales across portfolios

Limitations

• Requires upfront setup

• More structured (not just a quick export)

📊 Comparison Matrix

How to choose

Use Instant Extracts if:

• You just need files that already exist

• You want fast exports or reports

• Closeout tracking happens elsewhere

• Your process is simple

Use Closeout Log if:

• You want a repeatable closeout template

• You need to know what’s missing

• You work with many trade partners

• You want standardized turnover packages

• You need grouping by asset/location/phase

• You want leadership/client visibility

Can I use both?

Yes — and many teams do.

A common approach:

• Closeout Log → manage and collect documents

• Instant Extracts → generate reports or specialty exports ad-hoc, anytime

They complement each other.

Where do the documents live?

Regardless of which workflow you use:

👉 100% of final documents live in Procore.

Extracts Pro helps you organize, collect, and package — but Procore remains your system of record.