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Procore

Add a Company to the Project Directory

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Objective

To add a company to the Project level Directory tool. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the Project level Directory tool.
      OR
    • 'Standard' or 'Read Only' level permission on the Project level Directory tool with the 'Create and Edit Companies' granular permission enabled on your permissions template.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • 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 request to have data imported into the Directory tool, see Request Company and People Imports.
    • If you want to expedite the process and perform your own data import, use the Procore Imports app. See Import Users & Vendors into your Project Level Directory Tool (Procore Imports).

Steps

  1. Navigate to the Project level Directory tool.
  2. In the right sidebar, click Add Company.
  3.  In Beta

    This workflow is currently only available in certain regions in the United States. Learn more about the beta.

    Enter the 'Company Name' and click Search to first search for the company in your Company level Directory. You can search by DBA, Abbreviated Name, ABN/EIN, Zip Code, Email Address, or Phone Number. From the search results, take one of the following actions:
    • Click Add to Project next to the company you want to add to your directory.
    • Click Search Procore Construction Network to add existing companies listed on the Procore Construction Network. After you find the company, click Add to Project.
      Note: The company is added as a connected company and the company's name, address, website, and phone number are added to your directory. You can update the company's information in your directory.
    • Click Create New Company to create a new company in your Directory.
  4. In the 'Add a company to [Project Name]' window, 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?.
    • 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. 

    • Province. Select the province associated with the vendor/company address from the drop-down list. 

    • Postal Code. Enter the alphanumeric postal code associated with the vendor/company address.

  5. 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.
  6. 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:

    directory-add-company-to-project-directory.png
     
    • 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). 

    • Postal Code. Enter the alphanumeric postal code associated with the vendor/company address.

    • 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:

    • 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.

    • 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? 

    • Licence Number. Enter the company's contractor's licence (e.g., this is the licence number that has been issued to the vendor/company by the province'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)?

    • Labour Union. Enter the full name of the labour 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 users at the vendor/company, continue with Add Users to the Company.

Add Users to the Company

  1. 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.

    directory-project-edit-company-people.png

Tenderer Info

Insurance

Change History

  • The Change History tab shows any edits that have been made to the company record, as well as who made the edits and at what time.