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Add a Company to the Company Directory

Objective

To add a company record to the Company Directory. 

Background

In Procore, a company is a record that is created for subcontractors, suppliers, vendors, and other entities who are doing business with your organization. It contains important address, contact, project, bidding, and insurance information that gives you a snapshot view of that entity and makes it easier to communicate with the people working for the company. It also contains a change history to keep a record of when various changes occur to the company account (e.g., when the company was created, when an address was changed, and so on). Users granted the appropriate permissions to Procore can add companies to either the Company Directory or Project Directory. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the company's Directory tool.
  • If your company has enabled the ERP Integrations tool:
  • Additional Information:
    • If a user adds a new company to the Project level Directory tool, a new record is automatically created in the Company level Directory tool. See Add a Company to the Project Directory.
    • 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 Company Directory by contacting your Procore point of contact or sending an email to support@procore.com

Workflow

Steps

Add a Company

  1. Navigate to the company's Directory tool.
    This reveals the Directory page. 
  2. Click Add Company.
    This reveals the 'Add a Company to [Your Company Name]' window.
  3. 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?).

       

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

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

    • Address. Enter the business address (e.g., address and street name) for the company (e.g., 123 Main Street, 333 South 14th Avenue, and so on). 

    • 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.
    This adds a new record for the vendor/company in the Company Directory.
  5. Continue with Update the Company's Contact Information.

Update the Company's Contact Information

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. 

  1. Complete the steps in Add a Company.
  2. Click the General tab. 


     
  3. In the 'Contact Information' area, complete the data entry:

    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.). 

    • 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). 

    • Entity Type. Select either Australian Business Number (ABN) or Employer Identification Number (EIN). Then type the number in the box provided. 

    • 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. 

  4. Click Save.
    This saves the contact information you just entered to the vendor/company record.
  5. 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

You can add people to a company immediately after creating a new company in your Directory. Note that you can also add people who are already in the company's Directory (see Add a Person to the Company Directory for more information). Once you've saved your company, you can also add users who are not yet in Procore by following the steps below.

  1. Navigate to the company's Directory tool. 
    This reveals the Directory page. 
  2. In the right pane, click Add Person.
    This opens the 'Add a Person' window. 
  3. In the 'Add a Person' window, do the following:
  4. Click Create. (Note: You can view all people who have been added to the company in the People tool for that company.)
  5. If you want to add the company to existing projects, continue with Add the Company to Existing Projects

Add the Company to Existing Projects

After adding a company to the Company Directory, follow these steps to add it to your other existing Procore projects:

  1. Navigate to the company's Directory tool.
  2. Locate the desired company record and click Edit.
  3. Click the Projects subtab. 
    This reveals a list of projects that have been created for your company's account. The page contains two lists:
    • Projects [Vendor Name] Belongs To. Displays the names of the projects that contain this vendor/company record. 

    • Projects [Vendor Name] Does Not Belong To. Lists the names of the projects that do NOT contain this vendor/company record. 

  4. Review the 'Projects [Vendor Name] Does Not Belong To' list. Then click Add next to the desired project(s). 
  5. Click Save.
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Last modified
12:04, 11 Aug 2017

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