Add a Company to the Project Directory

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Current Lesson - 6/27

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Navigate to the Project level Directory tool.
In the right sidebar, click +Add Company.
In the 'Add a company to [Project Name]' 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:
  - 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).
  - 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).
- 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 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).
Click Create.
A banner appears at the top of the page to confirm that the new company record was created and you are redirected to the company record's 'General Information' tab.
Continue with Update the Company's Contact Information.

Update the Company's Contact Information

Complete the steps in Add a Company.
In the General tab, 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 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®, or Sage 300 CRE®). 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.
- 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.
- 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 User Account to the Company Directory.
  
  Notes:
  - The Primary Contact will also receive an automated email notification within two (2) weeks of an insurance policy's expiration date, if the Send Expiration Notification? check box is selected. See Add Insurance for a Vendor in the Company Directory.
  - The Primary Contact will NOT be listed in the Company level Admin tool's Insurance Notification Emails list.
- 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 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 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:
  - Invoice Contacts will also receive an automated email notification within two (2) weeks of an insurance policy's expiration date, if the Send Expiration Notification? check box is selected. See Add Insurance for a Vendor in the Company Directory.
  - Invoice Contacts will NOT be listed in the Company level Admin tool's Insurance Notification Emails list.
  - Invoice Contacts specified here will be automatically added to the Invoice Contacts drop-down list in a new commitment (see Create a Commitment), if the user has been added to Project Directory (see Add a User Account to the Company Directory) prior to creating the commitment.
  - Invoice Contacts can also be created in the Project level Commitments tool. See Create Invoice Contacts.
- 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.
Click Save.
This saves the contact information you just entered to the vendor/company record.
If you want to add contact information for users at the vendor/company, continue with Add Users to the Company.

Add Users to the Company

In the Users tab you can view all the company's users who are working in the current project. You can edit the details for these users by clicking the Edit button next to their name.
Note: You will also see a list of the users in the company who are not added to the current project. You can add those users to the project by clicking the Add button next to their name.

Bidder Info

The Bidder Info subtab displays all bidding information for that company.

Insurance

Enter in the insurance information for that company. See Add an Insurance Certificate and Manager to your Project or Company.

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.