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Procore

Add a Company to the Company Directory

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Objective

To add a company record to the Company Directory tool. 

Background

In Procore, a company record should be created for all of the subcontractors, suppliers, vendors, and other entities who do business with your organization. This record holds all of the mission-critical address, contact, project, bidding, and insurance information. Creating a record in Procore also makes it easier to communicate with the employees who work for the company. In addition, each company record in Procore also includes a Change History tab, so you can keep a record of when various changes that occur (e.g., when the company was created, when its address was changed, and so on). Only users granted the appropriate level of permission can add company records to the Company Directory tool associated with your company's Procore account.

Things to Consider

Steps

Add a Company

  1. Navigate to the Company level Directory tool.
  2. Click Add Company.
    This reveals the 'Add a Company to [Your Company Name]' window.
  3. Complete the data entry as follows: 

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

      • If you plan to export vendor records to an integrated ERP system, the 'Company Name' field has specific maximum character length limits that have been specified by each system's vendor (e.g., Integration by Procore: Viewpoint® Spectrum®, Integration by Ryvit: Viewpoint® Vista™, QuickBooks®, Sage 100 Contractor®, Sage 300 CRE®, etc.). For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      • Because your organization might work with a wide variety of vendors in diverse locations, the Company Directory does not require a unique 'Company Name' value. 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 in the NANP format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.
    • Fax. Enter the primary facsimile number using the NANP number format (e.g., 805-555-0100). How you enter the fax number here determines how it will appear in Procore.

    • 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.
  5. Continue with Update the Company's Contact Information.

Update the Company's Contact Information

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

    directory-add-company-to-company-directory.png
     

    Image content may not accurately reflect the current state of the system, and/or it may be out of date.

  3. Under Contact Information, complete the data entry:

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

      • If you plan to export vendor records to an integrated ERP system, the 'Company Name' field has specific maximum character length limits that have been specified by each system's vendor (e.g., Integration by Procore: Viewpoint® Spectrum®, Integration by Ryvit: Viewpoint® Vista™, QuickBooks®, Sage 100 Contractor®, Sage 300 CRE®, etc.). For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      • Because your organization might work with a wide variety of vendors in diverse locations, the Company Directory does not require a unique 'Company Name' value. 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.

    • DBA. Enter the Doing Business As name for the company. See Doing Business As.

    • Business Phone. Enter the primary telephone number in the NANP format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.

    • 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). 

    • Business Fax. Enter the user's primary facsimile number using the NANP number format (e.g., 805-555-0100). How you enter the fax number here determines how it will appear in Procore.

    • 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). 

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

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

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

    • 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). 

    • Primary Contact. Select the name of the primary contact for the company. For a name to appear as a selection in this list, the contact's user account must be added to the Company Directory. See Add a User Account to the Company Directory. In addition:

    • Contract Signer. If your company or project is configured to use the Procore + DocuSign integration, select the name of the user who will be responsible for signing contracts from this list. This person's email address will be added to DocuSign as a signature recipient for contracts in the Project level Commitments and Prime Contract tool, as well as for project change orders (i.e., Commitment Change Order, Prime Contract Change Order, and Prime Contract Potential Change Order).

    • Invoice Contacts. Select the user account for the person you want to designate as the company's invoice contact for purchase orders and subcontracts. To appear as a selection in this list, the user account must be added to the 'Users' tab of the company's record in the Company Directory. See Add a User Account to the Company Directory. Important!  For important information about invoice contacts, see What is an invoice contact?

    • Tags/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? 

    • Logo. Click Upload Logo to add the vendor's logo to the company record. In the Select an Image to Upload window, click Choose File. Then select the desired and click Upload Photo. 

    • 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. Depending on your country, select either Australian Business Number (ABN) or Employer Identification Number (EIN). Then type the identifying number in the box provided. 

      flag-australia.png  The ABN option was designed for use by Procore customers in Australia. After a company and its ABN has been added to the Directory, the Verify ABN button is available to check the status of the ABN using the Australian Government's ABN Lookup system. For details, see How do I verify an Australian Business Number (ABN)?

    • 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.). 

    • 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.

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

Add Users to the Company

Users with the appropriate permissions can add other users to a company's record immediately after creating the record.

  1. After saving the company's record, click +Add User. See Add a User Account to the Company Directory for more information.
  2. 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 tab. 
    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.