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Procore

Add a Company to the Company Directory

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

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

    add-a-company.gif

    Image content may not accurately reflect the current state of the system, and/or it may be out of date.

     
    • Company 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., Sage 300 CRE, Spectrum, QuickBooks, or Viewpoint Vista). 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 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 the new company record in the Company Directory.
  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. 

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    Image content may not accurately reflect the current state of the system, and/or it may be out of date.

  3. In the 'Contact Information' area, complete the data entry:
    • Company 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., Sage 300 CRE, Spectrum, QuickBooks, or Viewpoint Vista). 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) 555-0102).

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

    • 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, he or she must be added to the Company Directory. See Add a Person to the Company Directory.

      Notes:

    • Contract Signer. If your company or project is configured to use the Procore + DocuSign integration,  select the name of the person 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 name(s) of the invoice contact(s) for the company. For a user's name to appear as a selection in this list, he or she must be listed on a company record in the Company Directory (see Add a Company in the Company Directory).
      Notes:

    • 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. Select either Australian Business Number (ABN) or Employer Identification Number (EIN). Then type the identifying number in the box provided. 
      Note: For ABN numbers only, you can click the Verify ABN button. This checks your number entry against the Australian Government's ABN Lookup system, to ensure that the vendor's ABN number as entered is Active. 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.

    • Click Save.
      This saves the contact information you just entered to the vendor/company record.
    • 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.
    You can now view all people who have been added to the company in the People tab 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.

See Also

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