Construction Technology
Streamlining Project Communication for Knight Solutions: ClickUp to Procore Sync
We helped Knight Solutions automate project communication by syncing task data from ClickUp to Procore, enabling efficiency and better customer experiences.
01
The challenge
Knight Solutions, Australia's leading Procore consultancy, uses ClickUp as their internal task management system. However, they need to interact with Procore—operating inside their clients' Procore environments—to provide a seamless client experience. Working across multiple clients in Procore was cumbersome for Knight Solutions as Procore doesn't cater well to consultancy needs, leading to inefficiencies and delayed updates.
02
The solution
We developed a custom synchronization tool using AWS Lambda and Step Functions that bridges ClickUp and Procore. The key features of the solution include:
- Automatic synchronization of tasks, assignees, due dates, and durations from ClickUp to Procore.
- A one-way sync (ClickUp → Procore) to ensure clients get real-time updates on their projects without interfering with Knight's internal workflow.
- A toggle feature within ClickUp allowing users to decide whether tasks should sync to Procore, preserving private/internal tasks.
The system is designed to adapt to the fast-evolving ClickUp API, with specific engineering workarounds to address unimplemented features.
03
The results
- Significant reduction in manual work and administrative tasks for Knight Solutions.
- Improved client satisfaction as project schedules and tasks in Procore remain consistently up to date.
- Seamless workflow for Knight Solutions, who can continue operating efficiently in ClickUp while delivering the best customer experience in Procore. The solution ensures real-time synchronization, eliminates error-prone manual updates, and fosters better communication with clients.
The delivery journey
How the transformation took shape
01
The journey
As a technology-focused Procore consultancy, Knight Solutions came to us with a clear vision of what they needed. They had already identified the pain points in their workflow between ClickUp and Procore, and had a strong understanding of both platforms' capabilities. Our role was to turn their vision into reality by implementing the right technical solution.
Leveraging their deep knowledge of Procore and our expertise in custom integrations, we designed and implemented a robust state machine-based synchronization workflow using AWS Lambda and Step Functions. The collaboration was highly technical, focused on delivering exactly what Knight Solutions had envisioned.
02
Implementation strategy
Working with Knight Solutions' clear requirements, we focused on technical execution:
Technical Planning:
- Selected AWS Lambda and Step Functions as the ideal architecture
- Mapped out the specific API endpoints and data flows
- Designed the state machine workflow
Development:
- Built the core synchronization engine
- Implemented the ClickUp to Procore data mapping
- Created the toggle mechanism for selective sync
Testing and Iteration:
- Developed workarounds for API limitations
- Refined the sync logic based on real-world usage patterns
- Optimized performance and reliability
Deployment and Refinement:
- Rolled out the system with minimal disruption
- Fine-tuned based on initial usage feedback
- Implemented additional optimizations as needed
03
Long-term impact
The ClickUp-to-Procore sync has given Knight Solutions ongoing benefits:
- They can focus on delivering Procore consultancy expertise without worrying about manual updates.
- Procore clients always have real-time visibility into project schedules, fostering trust and transparency.
- As Knight Solutions scales their projects and client-base, the automation scales with them, ensuring consistency in client experiences.