How to use ProcureCore

ProcureCore keeps your studio's projects, products, suppliers and orders in one place, on iPhone, iPad and Mac. This guide covers the essentials.

1. Getting started

1. Create an account. Sign up with your email and a password, or use Sign in with Apple.
2. Choose how to work. Tap Continue as a solo designer to start your own workspace, or enter an invite code from a colleague to join their studio.
3. Follow the checklist. The Dashboard shows a short Getting Started list: create a project, import a product, place it in a room and export a client-ready PDF.

Finding your way around. On Mac and iPad, use the sidebar. On iPhone, the tabs at the bottom show Dashboard, Projects, Board and Products. Suppliers, Search, Data Transfer, Recently Deleted and Settings are under More.

2. How your work is organised

3. Projects

• Create a project: go to Projects and tap Add Project. Add the client, address, budget, dates and at least one style.
• Add areas: open the project and tap Edit Areas.
• Track phases: add phases (for example "Concept Design") with dates and a status.
• Templates: to reuse a project's setup, choose Save as Template. Start the next project with New Project from Template.
• Duplicate: choose Duplicate… and pick what to copy across. Order, payment and delivery statuses always reset on the copy.
• Archive: use the filter at the top of Projects to switch between Active, Archived and Templates.

4. Adding products

You can add a product in three ways:

• From a link (fastest): tap Add Product from Link and paste the product page's web address. ProcureCore reads the page and fills in the name, price, dimensions, images and supplier. Check the details, then tap Save Product Only or Save & Place. Some websites block automatic reading. In that case, use Open in Browser & Capture, wait for the page to load (complete any "verify you are human" step), then tap Capture Page.
• Manually: tap Add Product and fill in the fields. Auto-fill from text can pull details out of a pasted description.
• From another project: in a project, choose Select Existing Product to use something already in your library.

If you add a product that is already in your library, ProcureCore asks whether to merge, replace or keep both. To refresh a product's price and details from its website later, open it and use Update from Source.

5. Placing products and tracking orders

• Place a product: open the product or project and tap Add Placement. Choose the project, style and area, then set the quantity and pricing. A Missing info flag shows which details still need filling in.
• Procurement Board: shows every placement across all projects. Group and sort it, then use Mark Approved, Mark Ordered, Mark Paid and Mark Delivered as each item moves along.
• Request quotes: select placements on the Board and tap Request Quote. ProcureCore drafts one email per supplier for you to review and send.
• Reprice: if a product's price changes, use Reprice… to update its placements. Locked placements (already ordered or signed off) are left alone.
• Client sign-off: use Record Client Sign-off to log the client's approval of selected items, with an optional drawn signature.
• Attachments and comments: add spec sheets, quotes or notes to products, projects and placements.

6. Budgets and currency

• Each project shows Estimated and Committed spend against its budget, broken down by style and area.
• Set your studio's currency and measurement units in Settings.
• If a product is priced in a different currency, it is flagged. Open it and use Convert to [your currency] to record a converted price. ProcureCore never converts prices automatically, and the original supplier price is always kept.

7. Exporting

Open a project or style and tap Export:

• PDF (client-ready): a presentation with your studio name and logo. Choose which styles to include.
• Excel (.xlsx): each style on its own tab.
• CSV: a single sheet for older tools.

Add your studio name and logo in Settings so they appear on PDF covers.

8. Working as a team

Invite someone: go to Settings → Manage Team → Invite a teammate, choose a role, and share the code. Each code works for one person and expires after 14 days. The new teammate enters the code when they sign in (or under Settings → Join another studio if they already have an account).

Roles:

Owners, Admins and Members are editors and count towards your plan's editor limit. Viewers are unlimited. An unused Admin or Member invite holds an editor place until it is used, cancelled or expires.

Everyone in the studio sees the same projects, and changes sync to all devices automatically.

9. Plans

Current prices are shown in the app. Plans are available monthly or annually, and Studio Pro includes a 7-day free trial with 10 AI messages.

• Upgrade: tap any upgrade prompt, or open Settings. Only the studio owner can subscribe, and the subscription covers the whole team.
• Switch between monthly and annual, or cancel: use Manage Subscriptions in the app, or your Apple Account's subscription settings. Changes take effect at your next renewal.
• Restore: if you reinstall or change device, use Restore Purchases.
• If you downgrade: when you have more editors than the new plan allows, the most recently joined editors become viewers. Nothing is deleted.
• If a subscription ends: the studio returns to Free and everyone except the owner becomes a viewer. Your data stays, and editing returns when you resubscribe.

10. The AI assistant (Studio Pro)

Tap Ask AI and ask questions about your studio in plain English, for example "Which projects are over budget?" or "What's overdue for delivery?"

• Scope: ask about your whole studio, or pick a single project from the scope menu. If your studio is very large, you'll be asked to choose a project. Nothing is sent and no message is used when that happens.
• Allowance: 100 answered messages per subscription month (10 during the trial). Unused messages don't roll over. Studios with a lot of data may reach the monthly usage limit sooner.
• Privacy: client names, notes and tracking numbers are left out unless you turn on Include client & notes. Your chat history is stored only on your device. Clear Chat removes it.
• The assistant answers questions. It does not change your data.

11. Sharing data and backups

Data Transfer lets you send projects, products or suppliers to another ProcureCore user as a .procurecore file.

• Share Everything, or Choose What to Share…. Picking a project automatically includes its styles, areas, placements and the products and suppliers it uses.
• To receive data, choose Open a .procurecore File…, review what's inside and choose how to handle duplicates.
• These files are not encrypted and can include client details, so only share them with people who should see that information.

12. Deleting and restoring

Deleted projects, styles, products and suppliers go to Recently Deleted, where you can Restore them. Only owners and admins can permanently delete projects.

13. Sync and offline use

• ProcureCore works offline. Your changes are saved on your device and sync when you reconnect.
• To sync straight away, use Sync now.
• If the same item is changed on two devices at once, a sync conflict appears on the Dashboard. Open it and choose Keep Mine or Keep Theirs.

14. Troubleshooting

My subscription isn't showing. Open the upgrade screen and tap Check Subscription Status or Restore Purchases. Make sure you're signed in to the same Apple Account you subscribed with.

It says this Apple Account already has a subscription. The subscription may belong to another ProcureCore studio. Tap Refresh App Store Status. Use Restore Purchases to This Studio only if you want to move paid access here. Doing so removes it from the other studio.

My changes aren't syncing. Check your internet connection and tap Sync now. If a "Sync problem" message appears, tap Try Again. As a last resort, Reset Local Data & Re-pull downloads a fresh copy from the server. Export a backup first if you have changes that never synced.

I see duplicate products. Go to Settings → Data Cleanup → Consolidate Duplicates. It keeps the newest copy and merges everything onto it. Nothing is lost.

A website won't import. Use Open in Browser & Capture instead of pasting the link, or add the product manually.

I can't edit anything. You may be a Viewer, your studio may have run out of editor places, or its subscription may have ended. Ask your studio owner.

I forgot my password. On the sign-in screen, tap Forgot password?

15. Your account

• Display name: set it in Settings. Teammates see it instead of your email address.
• Sign out: in Settings or the More menu. Your data stays in your studio.
• Delete your account: go to Settings → Delete Account…. The app walks you through transferring or deleting any studios you own. Deleting your account is permanent. It does not cancel an App Store subscription, so cancel that separately in your Apple Account settings.

Need more help?

Use Give Feedback on the Dashboard, read ProcureCore Support, or email info@curateddesign.studio.