Procore vs PMWeb (Who Reigns Supreme in 2025?)
Authored by Konstantine Tonas, Partner & Regional Director (Americas)
With over 25 years of experience in project controls and capital program management, I’ve worked with more than 200 organizations—from public agencies to global enterprises—helping them select, implement, and get the most out of their project management systems. I’ve seen the strengths and limitations of nearly every platform on the market. While I’m proud to be an implementing partner of PMWeb (so yes, I’ll admit I have a bias), this comparison aims to be as balanced and practical as possible. My goal is to cut through the marketing noise and give owners and project teams a clear, real-world look at how Procore and PMWeb stack up in 2025—so you can make the right decision for your organization.
🧠Which Platform Is Actually Built for Owners?
Procore has become a household name in construction tech — and credit where it’s due: their marketing is excellent. But in many owner-led capital programs, teams quickly find themselves wishing they had chosen something built for owners from the start.
That’s where PMWeb stands out.
This guide breaks down the differences between PMWeb and Procore and explains why many owners who start with Procore end up evaluating PMWeb later — often with some regret about the time (and budget) already spent.
🔍 Why Procore Is a Great GC Tool — But Not an Owner Platform
Procore is an excellent platform — for general contractors. It shines on the jobsite, with tools built for field communication, subcontractor management, RFIs, drawings, and punch lists. But it wasn’t designed for capital planning, funding oversight, comprehensive budget and cost controls, or owner-side program management.
👇 What’s Happening in the Market:
Many owners are evaluating Procore simply because it’s everywhere. Procore’s marketing has done such a good job that some owners are being sold a field-first tool that isn’t built for their needs. It’s not that Procore is bad — it’s just not the right tool for owner-side project controls.
🔁 We often hear:
“We bought Procore thinking it would solve everything, but it doesn’t handle our planning, budgeting, contracts, or funding the way we need.”
🧾 PMWeb Overview: Built for Capital Program Owners
PMWeb is a fully integrated program management platform designed specifically for owners, agencies, developers, CMs, and capital PMOs. It gives you control over every phase of the project lifecycle — from planning and funding to execution and closeout — in one seamless system.
✅ Key Strengths:
Owner-focused budgeting, forecasting, and funding tools
Deep cost control: contracts, commitments, master commitments, change orders, pay apps
Built-in workflow engine (no coding required)
Native modules for procurement, planning, and closeout
Real-time portfolio/program dashboards and audit-ready records
No code form builder to add new business processes (something all owners need)
PMWeb doesn’t just track projects — it gives you portfolio-level visibility and process-level control.
⚖️ PMWeb vs. Procore — Feature Comparison
| Feature | PMWeb | Procore |
|---|---|---|
| Designed For | Owners / PMOs / Public Agencies | Contractors / Subs |
| Budget & Funding Control | ✅ Built-in and deep | ⚠️ Basic budget tracking |
| Contracts & Commitments | ✅ Multi-level, flexible | ⚠️ Limited contract logic |
| Change Order Management | ✅ Owner-side approval flow | ✅ GC/sub-focused |
| Workflow Customization | ✅ No-code, powerful | ⚠️ Limited, rigid |
| Capital Planning Tools | ✅ Yes | ❌ Not included |
| Portfolio-Level Dashboards | ✅ Yes | ⚠️ Project-by-project only |
| Subcontractor Tools | ⚠️ Light, not focus | ✅ Core strength |
| Field Communication & Mobile | ✅ Yes | ✅ Core strength |
| Document Management | ✅ Built-in DMS with approvals | ✅ Strong drawing control |
| Integration & BI | ✅ Power BI + open integration | ✅ Wide ecosystem |
🧠 Bottom Line: Procore Is a GC-focused Tool. PMWeb Is an Owner-focused Tool.
🔷 Use Procore if:
You’re a GC, CM at risk, or trade contractor who needs:
RFIs, submittals, drawings, punch lists, mobile forms
Jobsite communication with field crews
Coordination with multiple subcontractors
Light Cost Management
🔶 Use PMWeb if:
You’re an owner, PMO, CM, large GC, or capital project team that needs:
Budget and funding tracking across programs and projects
Contract and change management with formal approval process
Audit-ready workflows and financial controls
Program-level dashboards and planning tools
No code ability to add new business processes
Need to tailor the solution to match your business processes
❗ Don’t Get Sold on Flash Over Fit
Procore’s visibility in the industry has led many owners to buy it without realizing what they’re missing. It’s not until they try to manage funding, detailed budget/cost management, programs, or executive dashboards that the limitations become clear.
That’s why agencies, universities, healthcare systems, and other capital teams are switching to PMWeb — a platform designed for their world, not the GC world.
🏗️ Procore’s Pricing Model: What You Should Know
Procore charges based on a percentage of your total construction project value.
While this may seem simple, it can lead to unexpected cost increases—especially as your portfolio grows.
🚨 Why This Can Be Risky especially for Owners / Developers / PMOs
Costs scale with project volume, not actual usage.
Early contract commitments can lock you into pricing that doesn’t reflect future growth.
Rapid expansion may lead to software costs that outpace your actual needs.
The total value of a project doesn’t determine profitability.
A larger project doesn’t always mean more users or complexity.
You may pay more for software without a proportional increase in benefit.
To be fair, Procore does offer unlimited users and data for this pricing model, which makes some feel comfortable for future growth. However, who would ever really need “unlimited” users? That’s a steep price and risk to pay for that peace of mind.
👋 Let’s Talk
At HKA-Tech, we’ve helped dozens of owners evaluate PMWeb, Procore, and other systems side-by-side. If you’re shopping for a better solution — or second-guessing a recent choice — we can help you make the right decision the first time.
Disclaimer: This article is for informational purposes only. Product information is based on publicly available sources as of July, 2025. We recommend visiting each provider’s official website for the most up-to-date details.
