The Procore Directory serves as a centralized hub for storing critical information about every entity that does business with your organization. This powerful tool houses details about subcontractors, vendors, suppliers, architects, and other stakeholders involved in your construction projects. When properly maintained, your directory becomes an invaluable resource that streamlines numerous aspects of project management.
A well-organized directory allows project teams to quickly locate contact information for key personnel, facilitating timely communication with the right individuals. This efficiency becomes particularly important during urgent situations or when tight deadlines loom. The directory also simplifies processes like creating bid packages, coordinating tenders, and distributing project updates to relevant parties.
For organizations utilizing Enterprise Resource Planning (ERP) systems, the Procore Directory offers seamless integration capabilities. This ensures that vendor information remains synchronized between Procore and other business tools, eliminating redundant data entry and reducing the risk of discrepancies. Maintaining accurate records becomes even more crucial in these integrated environments.
Careful management of your directory prevents common issues like duplicate records or conflicting contact information. These seemingly minor problems can cascade into significant errors on contracts, Requests for Information (RFIs), submittals, and various other project documents. Taking the time to properly add and maintain company records pays dividends throughout the project lifecycle.
Before diving into the process of adding companies to your directory, understanding the necessary permissions and prerequisites will save you time and prevent potential headaches. Procore offers two distinct directory tools: the Project Level Directory and the Company Level Directory, each with specific permission requirements.
Most users with Admin-level access to either the Project or Company Directory tool can create and edit company records without restrictions. This administrative privilege ensures that authorized personnel maintain control over directory entries. For users with Standard or Read Only permissions, the ability to add companies depends on whether the "Create and Edit Companies" granular permission has been enabled in their permissions template.
Organizations using ERP integration tools should be aware of additional considerations when adding companies to the directory. When a company is synchronized with an integrated ERP system, a distinctive green ERP banner appears next to the vendor or company name. This visual indicator helps users identify which records have been properly synchronized across systems.
New companies added to the directory are automatically incorporated into the Company Level Directory tool. For businesses with ERP integration, these records must then be sent to the ERP Integrations tool by an accounting approver for acceptance and export. Understanding this workflow prevents confusion and ensures smooth data transfer between systems.
The most common method for adding companies to Procore involves using the Project Level Directory tool. This approach allows project teams to maintain a focused list of companies relevant to their specific project while still contributing to the organization's overall directory.
To begin the process, navigate to your Procore project and locate the Directory tool in the project's toolbox sidebar. Once there, look for the "Add Company" button in the right sidebar and click it to initiate the company addition workflow. The system will prompt you to search for an existing company before creating a new record.
When searching for a company, enter the name in the designated field and allow the auto-fill feature to display matching entries from the Company Level Directory. This critical step helps prevent duplicate records by identifying companies that already exist in your system. If a match appears, simply select it to add the company to your project without creating a redundant entry.
After searching, you'll have two options based on the results. You can either add an existing company from the Procore Construction Network by clicking "Add to Project," which imports the company as a "connected company" with its associated details, or create a new company record if no match exists by clicking "Create New Company."
When creating a new company record, you'll need to complete several important fields:
After filling in all required information, click "Create" to generate the company record. A confirmation banner will appear at the top of the page, and you'll be redirected to the "General Information" tab where you can further enhance the company profile.
Once you've added a new company to your directory, updating its contact information ensures that project teams can easily reach the right people. Taking the time to complete this step thoroughly will pay dividends throughout your project's lifecycle.
Begin by accessing the newly created company record and navigating to the "General" tab. This section contains all the fundamental contact information fields that need to be completed or verified. Make sure to review existing information for accuracy, especially if you imported the company from another source.
The contact information section includes numerous fields that help create a comprehensive company profile. Verify the full legal name and abbreviated name, then add the Doing Business As (DBA) name if applicable. Ensure the address information is complete and accurate, using the full city name rather than abbreviations to maintain consistency across records.
Add an active email address and the company's website to facilitate digital communication. Include the complete ZIP code, preferably in ZIP+4 format if available in your region. If you've already added directory users from this company, select the primary point of contact from the dropdown list. Finally, assign relevant project roles and tags to help categorize the company, and add any license numbers or entity identification numbers required in your jurisdiction.
While the project-level approach works well for most situations, sometimes you'll need to add companies directly to the Company Level Directory. This method is particularly useful for organizations that want to maintain a comprehensive vendor database independent of specific projects.
To access this functionality, log in to your Procore account and navigate to the Company Directory tool from the main navigation area. Look for the "Add Company" button, which opens the company creation interface. Just as with the project-level process, you'll first search for existing companies to avoid creating duplicates.
The search function checks if the company already exists in the Procore Construction Network. Based on the results, you can either add an existing company by clicking "Add" or create a new entry by selecting "Add Company Manually." This verification step is crucial for maintaining a clean, duplicate-free directory.
When manually adding a company, you'll complete a form similar to the project-level process. Enter the full legal company name, address, phone number, and other contact details. You can also assign a primary contact at this stage, though additional users can be added later as needed. Once all information is entered, click "Create" to store the record in the Company Level Directory, making it available across all projects.
Construction professionals often need to add companies while in the field, away from their computers. The Procore mobile app for iOS devices offers a streamlined process for managing directory entries on the go, even in offline mode.
To add a company using the mobile app, start by launching Procore on your iOS device and selecting the relevant project. From the tools screen, tap the "+" icon or the Directory icon, then select "Add Company" from the options. The app provides two convenient methods for adding companies, catering to different scenarios you might encounter in the field.
The first option allows you to import a company directly from your mobile device's contacts. Simply tap "Import from Contacts," select the desired contact, and edit any details as needed before tapping "Create." This approach saves time when adding companies you've already stored in your phone.
Alternatively, you can manually add a new company by tapping "Create a New Company" and filling in the required information. The mobile version simplifies the process by making only the company name mandatory, though adding complete information is still recommended for directory integrity. After entering the details, tap "Create" to add the company to your directory.
The mobile process is designed with field work in mind, allowing you to add companies even without an internet connection. Any changes made offline will automatically synchronize once your device reconnects to a network, ensuring your directory remains up to date regardless of your location.
Maintaining an organized and accurate Procore Directory requires more than just knowing how to add companies. Implementing best practices ensures your directory remains a valuable resource rather than becoming cluttered with duplicate or outdated information.
Always utilize the auto-fill feature when entering company names to prevent creating duplicate records. This simple habit significantly reduces directory clutter and confusion. When the system suggests matching entries from the Company Level Directory, select an existing record rather than creating a new one whenever possible.
Maintain complete and accurate information in all required fields, especially when records will be exported to integrated systems. Fields like the full legal name, contact number, email, and address should be thoroughly completed and regularly verified. This attention to detail prevents communication breakdowns and ensures smooth integration with other business tools.
Carefully manage permissions for adding and editing companies within your organization. By limiting these capabilities to specific, trained users, you reduce the risk of duplicate entries and inconsistent data. Consider implementing a formal process for requesting new company additions to maintain control over directory growth.
Schedule regular directory audits to identify and resolve issues like duplicate entries or outdated information. These periodic reviews help maintain directory integrity and can prevent problems before they impact project operations. During these audits, merge duplicate records and update critical company information to ensure your directory remains a reliable resource.
For organizations that use ERP systems alongside Procore, understanding how these platforms interact is crucial for maintaining accurate company records. The integration between these systems offers powerful benefits but requires additional considerations during the company addition process.
When ERP integrations are enabled, companies added to either the Project or Company Level Directory are automatically added to the ERP system through the data synchronization process. This automation eliminates duplicate data entry but makes accuracy even more important since information will propagate across multiple systems.
Companies that have been successfully synchronized with the ERP system display a green ERP banner next to their name in the directory. This visual indicator helps users quickly identify which companies are fully integrated and which may require additional attention. After adding a new company, you may need to send the record for accounting acceptance to complete the integration process.
Pay special attention to character limits and formatting requirements when adding companies that will be exported to integrated ERP systems. Different ERP platforms (such as Viewpoint, QuickBooks, or Sage) may have specific maximum character limits for fields like "Company Name." Adhering to these limitations prevents data rejection or errors during the synchronization process.
Even with careful attention to process, users occasionally encounter issues when adding or managing companies in the Procore Directory. Understanding how to address these common problems helps maintain directory integrity and keeps projects running smoothly.
Duplicate company records typically occur when users bypass the auto-fill prompt during the addition process. If you discover duplicates in your directory, a Company Level Admin can merge these entries to consolidate all associated users and projects under the correct primary company record. This cleanup process preserves important relationships while eliminating redundant information.
Email conflicts sometimes arise when adding users from companies that already exist in another project or the Company Directory. If you encounter an error stating that an email address is already registered, you may need to mark the previous account as inactive before re-adding the user with the desired email address. Always consider your organization's guidelines on email usage across different company directories when resolving these conflicts.
Missing required fields can prevent company records from being created or synchronized properly. While Procore enforces the "Company Name" as a mandatory field, other critical information may be optional but still important for effective communication. Double-check all fields before finalizing a new company record, paying special attention to contact details that will be used for project communications.
After adding a company, you can update its information at any time by navigating to the company record and clicking "Edit" in the relevant section. This flexibility allows you to maintain accurate records as company details change over time. Remember to save your changes to ensure all updates are properly recorded in the system.
Beyond basic company management, Procore offers several advanced features that enhance the functionality of your directory. These tools help you leverage your company data more effectively across various aspects of project management.
Distribution groups allow you to create predefined sets of contacts for email communications, eliminating the need to manually enter each recipient for routine updates. Once contacts are added to the directory, you can assign them to distribution groups that can be used across multiple project tools including RFIs, Submittals, and Contracts. This feature saves time and reduces the risk of accidentally omitting important stakeholders from critical communications.
For larger organizations with extensive vendor networks, manually adding each company can be prohibitively time-consuming. The Procore Imports App offers an efficient solution for performing bulk imports of company records. When using this feature, carefully map each data column to the appropriate Procore field and review the preview before finalizing the import to avoid propagating errors throughout your directory.
The Tendering tool provides an alternative method for adding companies and contacts to your directory. This approach is particularly useful when setting up bid packages and inviting potential bidders to participate in your project. Keep in mind that companies added through the Tendering tool update only the Company Level Directory and must be manually added to the Project Level Directory if needed there as well.
Procore maintains a detailed Change History log for every company record, tracking who made each edit and when the changes occurred. This audit trail provides valuable accountability and helps troubleshoot if incorrect data is discovered. Reviewing the Change History can help identify patterns of errors or unauthorized modifications to company records.
Creating an efficient process for adding and maintaining companies in your Procore Directory pays dividends throughout your projects' lifecycles. These practical tips will help you establish a smooth setup process that minimizes errors and maximizes productivity.
Review your permissions templates regularly to ensure that only trusted users have administrative or edit capabilities for the directory. This periodic assessment helps prevent unauthorized changes while ensuring that legitimate users have the access they need. Consider creating role-specific permission templates that grant appropriate directory access based on job responsibilities.
Invest time in training your team on proper directory management procedures. These training sessions can take place during staff meetings or through online modules that team members complete at their own pace. Covering topics like searching for existing companies, completing all required fields, and understanding ERP integration implications helps establish consistent practices across your organization.
Document your standard operating procedures for adding and maintaining company records in a centralized location accessible to all relevant team members. This documentation serves as a reference guide for both new and experienced users, promoting consistency and reducing the learning curve for new staff. Update these procedures whenever significant changes occur in your processes or in Procore's functionality.
The practices you implement for your Procore Directory will significantly impact your project management efficiency:
Adding companies to your Procore Directory represents more than just a administrative task—it's a foundational element of effective project management. A well-maintained directory facilitates communication, streamlines processes, and ensures that critical information flows smoothly between team members and external partners.
The steps outlined in this guide provide a comprehensive framework for adding and managing companies in Procore. From understanding permissions and prerequisites to leveraging advanced features like distribution groups and bulk imports, these practices help you build a robust directory that serves your organization's needs. Remember that directory management is an ongoing process that requires regular attention and maintenance.
Take time to establish clear procedures for your team, emphasizing the importance of searching for existing records before creating new ones. Train users on proper data entry techniques and the significance of complete, accurate information. Regularly audit your directory to identify and resolve issues before they impact your projects. By implementing these best practices, you'll create a valuable resource that enhances communication and coordination across your construction projects.
Your Procore Directory serves as the backbone of project communication—invest in its accuracy and completeness today to reap the benefits of streamlined operations tomorrow. Start by reviewing your current directory for duplicates or incomplete records, then establish a regular maintenance schedule to keep information current. With a well-managed directory, you'll position your team for success throughout the project lifecycle, from initial bidding through final completion.