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Procore

Add a Company to the Project Directory

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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:
    • If your company has enabled the ERP Integrations tool and you have synced data with your integrated ERP system, a green ERP banner appears next to the vendor/company names that are synced with your system.
    • After adding the company to the Project Directory, the system also adds that company to the Company level Directory tool. You will need to send the record in the Company level Directory to the ERP Integrations tool for acceptance for export to your integrated ERP system by an accounting approver. See Send a Procore Company to ERP Integrations for Accounting Acceptance.
  • 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 import data into the Directory tool, see Request Company and People Imports.

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 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 100 Contractor, Sage 300 CRE, Spectrum, QuickBooks, or the Viewpoint® Vista™ Integration by Ryvit). 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?.
    • 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.

    • Business Fax. Enter the user's primary facsimile number using the NANP number 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). 

    • 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 tab, update the 'Contact Information' as follows:

    dba-field.png
     
    • 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 100 Contractor, Sage 300 CRE, Spectrum, QuickBooks, or the Viewpoint® Vista™ Integration by Ryvit). 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.

    • 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., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.

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

    • 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). 

    • 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? 

    • 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:

    • Project Roles. Select a project role from this list. The selections in this list are created by your company's Procore Administrator. To learn how to create project roles to meet the needs of your organization, see Add a Custom Project Role.

    • 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 users with 'Admin' level permission 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.

  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 tab 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

See Also

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