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Support Home > Products > Procore > Procore User Guide > Project Level > Directory > Tutorials > Add a Company to the Project Directory

Add a Company to the Project Directory

Objective

To add a company to the project's Directory tool. 

Things to Consider

  • Required User Permissions:
    • To add or edit companies, 'Admin' level permission on the project's Directory tool.
      OR
    • To add or edit companies as a user with 'Standard' or 'Read Only' level permission to the project's Directory tool, the 'Create and Edit Companies' granular permission must be enabled on the permission template associated with your user account on the project. See Grant Granular Permissions in a Permission Template.
    If your company has enabled the ERP Integrations tool:
  • Additional Information:
    • When you add a new company to the Project Directory, that company is also added to the Company level Directory tool. To avoid creating duplicate company entries in the Company Directory, it is recommended that when you enter the Company Name, you wait for the auto-fill feature to display a list of matching entries from the Company Directory. Then select the appropriate match (if one exists).
    • If you want to create company/vendor records in bulk, a user with 'Admin' level permission to the Directory tool can request a vendor import to the Project Directory by contacting your Procore point of contact or sending an email to support@procore.com.  

Steps

  1. Navigate to the project's Directory tool.
    This reveals the Project Directory page. 
  2. In the right pane, click +Add Company.
    This reveals the 'Add a Company to <Your Project Name>' window.
  3. In the 'Add a Company' window, complete the data entry as follows:


     
    • Company Name. Enter the full legal business name for the company (i.e., subcontractor, vendor, or supplier). This is a required field.
      (Notes:

      • If your company has enabled the ERP Integrations tool and configured it for Sage 300 CRE or QuickBooks, this field is subject to character limits. For Sage 300 CRE, there is a maximum limit of 30 characters. For QuickBooks, there is a maximum limit of 41 characters. While Procore permits you to enter longer names, any Procore data that is exported to the ERP system will be limited by this maximum. 
      • Because your organization might work with a wide variety of vendors in diverse locations, the Company Directory does not require companies to have unique names. This is because two (2) vendors might share the same name, but be independently owned and operated in different locations (e.g., a subcontractor named 'AAA Plumbing' in California may be a separate business entity from the 'AAA Plumbing' in Arizona).
      • If you are responsible for adding companies to a Procore project, its important to be aware that when you add company records to a project, it can result in the appearance of 'duplicate' records for a single business entity in the Company Directory. For information, see What happens if I have duplicate records in the Company Directory?).

       

    • Business Phone. Enter the primary telephone number in the NANP format (e.g., (805) 555-0102).

    • Business Fax. Enter the primary facsimile number in the NANP format (e.g., (805) 555-0103).

    • Address. Enter the company's business address in this box. 
    • City. Enter the full city name (e.g., Los Angeles, Santa Barbara, and so on) for the vendor/company address (Note: Always spell out the full city name and do NOT enter abbreviations). 

    • Country. Select the country name associated with the vendor/company address from the drop-down list. 

    • State. Select the state associated with the vendor/company address from the drop-down list. 

    • ZIP. Enter the five (5) digit ZIP code associated with the vendor/company address (Note: If your company prefers to use the complete 9-digit ZIP Code format, you can also enter the ZIP+4 code if desired). 

  4. Click Create.
    A banner appears at the top of the page to confirm that the new company record was created. The system also reveals the General Information subtab for the record. 
  5. Continue with Update the Company's Contact Information.

Update the Company's Contact Information

  1. Complete the steps in Add a Company.
  2. In the 'General' subtab, update the 'Contact Information' as follows:


     
    • Company Name. Enter the full legal business name for the company (i.e., subcontractor, vendor, or supplier). This is a required field.
      (Notes:

      • If your company has enabled the ERP Integrations tool and configured it for Sage 300 CRE or QuickBooks, this field is subject to character limits. For Sage 300 CRE, there is a maximum limit of 30 characters. For QuickBooks, there is a maximum limit of 41 characters. While Procore permits you to enter longer names, any Procore data that is exported to the ERP system will be limited by this maximum. 
      • Because your organization might work with a wide variety of vendors in diverse locations, the Company Directory does not require companies to have unique names. This is because two (2) vendors might share the same name, but be independently owned and operated in different locations (e.g., a subcontractor named 'AAA Plumbing' in California may be a separate business entity from the 'AAA Plumbing' in Arizona).
      • If you are responsible for adding companies to a Procore project, its important to be aware that when you add company records to a project, it can result in the appearance of 'duplicate' records for a single business entity in the Company Directory. For information, see What happens if I have duplicate records in the Company Directory?).

       

    • Abbreviated Name.  If you would like to create a shortened form for the business name, enter that here. In Procore, the abbreviated name will appear in places where the full name cannot be displayed. 
      Note: There is a 10-character limit for this field.

    • Shipping Information. Enter the shipping address for the vendor/company as desired (e.g., Address, City, Country/State, and ZIP).

    • Billing Information. Enter the billing address for the vendor/company (e.g., Address, City, Country/State, and ZIP).

    • Billing Address is the Same as Shipping Address. If the vendor/company uses the same address for both billing and shipping, place a mark in this checkbox. This overwrites the address in the 'Billing Information' fields (e.g., Address, City, Country/State, and ZIP) with the entries in the 'Shipping Information' fields. 

    • Business Phone. Enter the primary telephone number in the NANP format (e.g., (805) 555-0102).

    • Business Fax. Enter the primary facsimile number in the NANP format (e.g., (805) 555-0103).

    • Email Address. Enter the full email address for the company (e.g., info@example.com).

    • Website. Enter the website address in this field (e.g., www.example.com). 

    • Tag/Keywords. Enter any desired tags or keywords in this box. To understand how tags/keywords work in Procore, see How do I use Tags/Keywords in Procore? 

    • Primary Contact. Select the name of the primary contact for the company. For names to appear as selections in this list, you must add them to the Company Directory (see Add a Person to the Company Directory). 

    • License Number. Enter the company's contractor's license (e.g., this is license number that has been issued to the vendor/company by the state's licensing agency or board). 

    • Upload Logo. If you want to add a logo for the company account, click Upload Logo. In the 'Select an Image to Upload' window, click Choose File and select the desired image file. Then click Upload Photo
      Note: Supported file formats are GIF, JPG, and PNG and the required image dimensions are 96 x 96 pixels. If you upload a larger image, you will be prompted to select a crop area. To finish the upload, click Crop & Save Image.  

    • Labor Union. Enter the full name of the labor union associated with the company (e.g., Sheet Metal Workers International Association, International Union of Painters and Allied Trades, etc.). 

    • Accounting Vendor ID. If your company manages vendor accounts in an external accounting system, you can enter that vendor's ID number here. Note: This field is not visible when the ERP Integrations tool is enabled on your company's Procore account. 

    • Attachments. If you want to add any file attachments, click Attach Files and then upload the desired files to Procore or move any files from your computer into the Drag-and-Drop File(s) area.

    • Procore Customer. If the vendor is also a Procore customer, place a mark in this checkbox. 

  3. Click Save.
    This saves the contact information you just entered to the vendor/company record.
  4. If you want to add contact information for people at the vendor/company, continue with Add People to the Company.

Add People to the Company

  1. In the "People" subtab you can view all the people who are working in the current project. You can edit the details for these people by clicking the Edit button next to their name.
    (Note: You will also see a list of the people in the company who are not listed on the current project. You can add those people in to the project by clicking the Add button next to their name.)

    add people to a company.png

Bidder Info

Insurance

Change History

  • The Change History subtab will reflect any edits that have been made to the company, as well as who made the edits and at what time.

    create a company change history.png
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Last modified
07:39, 11 Aug 2017

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