Auto-Create Procore Tasks, RFIs, and Submittals from Meeting Notes with AI

The Problem Every Construction PM Knows

You just wrapped a 45-minute coordination meeting. The subcontractor flagged two schedule conflicts, your superintendent raised an issue with the door hardware spec, and someone mentioned that the mechanical submittal is three weeks overdue.

You recorded the meeting on Fireflies. The transcript is sitting in your inbox. Now what?

You open Procore. You start typing tasks. You cross-reference the transcript to make sure you didn't miss anything. You create an RFI for the hardware question. You update the submittal log. You copy the key decisions into your weekly report spreadsheet.

And the worst part? You'll do it all again next week.

What If Your Meeting Notes Could Update Procore Themselves?

That's what BuilderBot does.

BuilderBot is an AI assistant that sits between your meeting recordings and your project management tools. You connect your Fireflies account (where your meetings are recorded) and your Procore account (where your project lives), and BuilderBot handles the translation.

You chat with it in plain English. It reads the transcript, pulls out the action items, decisions, RFIs, and submittals — and creates them in Procore with the right assignments, dates, and context.

This Is Not a Sync Tool

Let's be clear about what BuilderBot is — and what it isn't.

If you've used integration tools like Zapier, Make, or Procore's built-in connectors, those are excellent at moving data from point A to point B. They run on rules: "When X happens, do Y."

• A sync tool moves data. BuilderBot understands context.
• A sync tool runs on triggers. BuilderBot responds to your questions.
• A sync tool is fire-and-forget. BuilderBot explains what it's doing and waits for your OK.

Think of it this way:

• Sync tools = conveyor belt (moves items from one place to another automatically)
• BuilderBot = project coordinator (reads the room, identifies what matters, and puts it where it belongs)

Both have their place. If you need automatic, rule-based data transfer, use a connector. If you need an assistant that can read a messy meeting transcript and turn it into organized project work — that's BuilderBot.

See It in Action

Here's what a typical session looks like. A project manager just finished a weekly OAC meeting recorded on Fireflies and wants to get the action items into Procore without spending the next two hours on data entry.

How It Works

Step 1: Connect Your Accounts

Link your Fireflies and Procore accounts with a couple of clicks. BuilderBot uses secure OAuth connections — no passwords stored, no data shared outside your session.

You can also connect Google Sheets (for reporting), QuickBooks (for financial tracking), and other tools your team uses.

Step 2: Have a Conversation

After your meeting, open BuilderBot and tell it what you need. You can say things like:

• "Pull my latest Fireflies recording and find the action items."
• "Create Procore tasks from this week's meeting."
• "Draft RFIs for the unresolved questions."
• "Push a meeting summary to our project tracking sheet."

You don't need to learn a query language or set up automations. You just talk to it like you'd talk to a project coordinator.

Step 3: Review and Approve

BuilderBot shows you what it found and what it plans to do before it does it. You review, approve, adjust — and it executes. Tasks get created with the right owners and dates. RFIs get drafted with the right context. Sheets get updated.

Why Construction Teams Use BuilderBot

Reclaim Your Post-Meeting Hours

The average PM spends 1–3 hours after each meeting on follow-up admin: typing up tasks, creating RFIs, updating logs. BuilderBot compresses that to a few minutes of conversation.

Nothing Falls Through the Cracks

When you're manually processing a 47-minute transcript, it's easy to miss the action item that was mentioned at minute 38. BuilderBot reads the entire transcript and flags everything — even items that were mentioned in passing.

RFIs Come with Context

When BuilderBot drafts an RFI, it includes the relevant context from the meeting discussion — who raised the question, what was said, and a timestamp reference. Your architect gets a complete picture, not a vague one-liner.

Your Existing Tools Stay in Place

BuilderBot doesn't replace Procore, Fireflies, or Google Sheets. It connects them. Your team keeps using the tools they already know. BuilderBot just removes the manual work of moving information between them.

It Gets Better Over Time

Every time you use BuilderBot, it learns the patterns of your projects — your typical task categories, your team's naming conventions, your reporting format. It gets faster and more accurate with each session.

Frequently Asked Questions

Is this the same as Procore's built-in integrations?

No. Procore's native connectors sync data based on preset rules — great for structured workflows. BuilderBot is conversational. It reads unstructured meeting transcripts, understands the context, and turns that into structured Procore entries. They complement each other.

Do I need Fireflies specifically?

Fireflies is the primary meeting recording tool BuilderBot connects to today. If your team records meetings on Zoom, Teams, or Google Meet, Fireflies works with all of them. We're expanding to additional transcript sources based on demand.

Can BuilderBot make changes to my Procore project without my approval?

No. BuilderBot always shows you what it plans to create before it does anything. You approve, adjust, or decline. It creates tasks and RFIs in Draft status so you can review before your team sees them.

What about my existing project data?

BuilderBot can read your Procore project structure — tasks, RFIs, submittals — to make sure it doesn't create duplicates and assigns items to the right people. It works with what you already have.

Is my data secure?

Yes. BuilderBot connects through secure OAuth (the same way you connect apps through "Sign in with Google"). Your meeting transcripts and project data are processed in an isolated session and are not stored or shared.

What does it cost?

BuilderBot is free to try. You can connect your accounts and run your first session at no cost. For teams that want saved workflows, scheduled runs, and advanced reporting, we offer paid plans.

Get Started

Connect your Fireflies and Procore accounts. Have your first post-meeting session in under 5 minutes.