Conduit Data
Conduit Data · Intake prep

Reports your office can run in Procore, Viewpoint, ServiceTitan, Sage and other systems to count your records without handing anyone a login.

Questions while you work? value@conduitdata.ai

Whoever runs your systems day to day should do this.

Office manager, controller, project coordinator or your outside IT provider. Plan 15 to 30 minutes per system.

We need a few numbers for each system.

Four things per system: the first year of records, the last year, how much (GB, projects, files or jobs), and whether that number came from a report or is your best estimate.

You don't need to share passwords or files.

No exports, and no screenshots with people's names. If a report shows names, write down the totals and close it.

Fill in this worksheet as you go.

SystemFirst yearLast yearHow muchUnitReport or estimateWho has admin
Email and filesGB
Project managementProjects
EstimatingEstimates
Accounting and job costJobs
DrawingsFiles
Service, bidding, phones

Here's where to find each number.

Menu names change between versions. If a step doesn't match your screen, skip to the vendor email on the last page; their support team can answer in one reply.

Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)

  1. Sign in to the Microsoft 365 admin center with an admin account.
  2. Go to Reports, then Usage.
  3. Open the mailbox, OneDrive and SharePoint usage reports and note total storage for each.
  4. For the first year, note when your company started using Microsoft email, or ask your IT provider.

Google Workspace (Gmail, Drive)

  1. Sign in to the Google Admin console with an admin account.
  2. Open the Storage page. It shows totals for Gmail, Drive and shared drives.
  3. Note the total and the year your company started on Google.

Office file server or shared drive

  1. Find the main folder where project files live (often "Projects" or "Jobs").
  2. Right-click it and choose Properties. Wait for the count to finish.
  3. Note the size, number of files and number of folders.
  4. Sort the project folders by name or date to find the oldest job.
  5. Repeat for the estimating folder if it's separate.

Procore

  1. Open the company-level project list. Include inactive and closed projects.
  2. Note the total number of projects and the oldest start date.
  3. Open one typical project and note how many RFIs and change orders it has. We'll use it to estimate the rest.
  4. Ask your Procore admin or account manager whether your plan lets you export full project history.

Autodesk Construction Cloud or BIM 360

  1. Open Account Admin, then Projects.
  2. Show all projects, including archived ones. Note the total and the oldest start date.
  3. Open one typical project and note its RFI and issue counts.

Estimating software (Accubid, McCormick, ConEst, Trimble, QuoteSoft)

  1. Ask your lead estimator where saved estimates live: a database or a folder.
  2. If it's a folder, right-click and choose Properties for the file count.
  3. If it's a database, use the vendor email below. Ask for the number of estimates and the oldest one.
  4. Note roughly what share were bids you lost. Buyers value those too.

Accounting and job cost (Viewpoint, Sage, Foundation, QuickBooks)

  1. Ask your controller to run a job list for all jobs, all statuses, all dates.
  2. Note the total number of jobs and the earliest job date.
  3. Ask whether job cost history (estimate against actual) goes back as far as the job list.

Service software (ServiceTitan, BuildOps)

  1. Run a jobs report by year and note the totals.
  2. In ServiceTitan, find the AI data preferences in settings and note whether data sharing is on. It's on by default.

Drawings (Bluebeam, AutoCAD, Revit)

  1. In File Explorer, search your projects folder for *.pdf, *.dwg or *.rvt.
  2. Note the count shown at the bottom of the window and the total size.

Phones and bidding (RingCentral, 8x8, BuildingConnected)

  1. In your phone admin portal, check whether call recording is on and how long recordings are kept.
  2. On your bid board, show all dates and note the number of invitations and the oldest.

Send this email to your software vendor.

Subject: Account records inventory Hi, We're doing an internal inventory of our records. For our account ([company name]), could you tell us: 1. The total number of [projects / estimates / jobs] on the account 2. The date of the oldest one 3. The total storage the account uses 4. Whether our plan lets us export our full history, and how Thanks, [Name, title]

Send this email to your IT provider.

Subject: Storage and records totals Hi, Could you send us, as totals only: 1. Storage used by email, OneDrive or Drive, and SharePoint or shared drives 2. Size and file count of our main project and estimating folders on the server 3. The earliest year of email and files we still have 4. Any systems we used to run that still hold old records We don't need files or names, just the numbers. Thanks, [Name, title]
Done? Enter the numbers in your intake form, or bring this sheet to your intake call. Anything you couldn't find, we'll work out together. Back to the intake form