How to Add Companies to Procore

Why Company Records Matter in Procore

Procore is a leading construction management software that relies on accurate company records to manage communication, documents, project roles, and invoicing. By adding companies into Procore, you can capture critical details like legal names, addresses, contact information, and even Enterprise Resource Planning (ERP) integration data. Many users mistakenly assume this is only for internal use, but maintaining a robust Company Directory ensures consistent communication, proper integration with external systems, up-to-date records for accurate tender invitations, and simplified onboarding of new users.

The accuracy of your company records directly impacts your project's efficiency and communication flow. When records are incomplete or outdated, you risk miscommunication, payment delays, and compliance issues that can derail project timelines. Taking the time to properly add and maintain company information creates a foundation for successful project execution.

Proper company management in Procore also supports regulatory compliance by ensuring you have accurate records of all parties involved in your projects. This becomes particularly valuable during audits or when addressing legal requirements related to subcontractor management and vendor relationships.

Required User Permissions Explained

Before diving into adding companies, understanding the permission structure in Procore is crucial for a smooth process. Different permission levels determine who can create, edit, or view company records within the system.

Admin-level permissions provide the most straightforward access, allowing unrestricted ability to create and manage company records across the platform. For users with Standard or Read Only permissions, the "Create and Edit Companies" granular permission must be specifically enabled on their permissions template to perform these actions. Without this permission, users will encounter error messages when attempting to add new companies.

For organizations using ERP integrations, additional considerations apply. When a company record is properly synced with your ERP system, a green ERP banner appears next to the company name, indicating the data is synchronized. In these integrated environments, adding a company creates a corresponding record in the Company Directory, which must then be approved by an accounting team member before being exported to the ERP system.

Understanding these permission requirements helps prevent frustration and ensures that the right team members can efficiently manage company information. It's worth checking your permission settings before attempting to add companies, especially if you're new to the platform or working across multiple projects with different permission templates.

Strategic Timing for Adding Companies

Adding new company records typically occurs at specific points in your project workflow. Recognizing these moments helps you maintain an organized and efficient directory.

The most common time to add companies is during project setup, when you're establishing relationships with vendors, subcontractors, and suppliers who will contribute to the project. Adding companies at this stage ensures all stakeholders are properly documented from the beginning. Another strategic time is during regular maintenance of your Company Directory, when you're reviewing and updating records to prevent duplicates and ensure information remains current.

For larger projects or organizations, bulk importing through the Procore Imports app offers an efficient alternative to manual entry. This approach is particularly valuable when onboarding multiple companies simultaneously. The Tendering tool also provides an opportunity to add companies directly during the bid invitation process, streamlining the workflow when new potential partners are identified.

Timing your company additions strategically reduces administrative burden and helps maintain data integrity throughout the project lifecycle. Being proactive about adding companies before they're needed for critical processes like bidding, document sharing, or invoicing prevents last-minute scrambling and potential delays.

Adding Companies to Project Directory

The Project Directory serves as your project-specific company database, allowing you to manage the organizations directly involved in your current project. Here's how to add companies at this level.

To begin, log into your Procore account and navigate to your project's page. Locate the Directory tool in the right sidebar and click the "Add Company" button to initiate the process. This workflow is currently available for projects in the United States and Canada, with regional variations possible in other locations.

When adding a company, Procore automatically searches your existing Company Directory as you type the name. This auto-fill feature helps prevent duplicate entries by showing you if the company already exists in your system. If you find the company, simply click "Add to Project" to include them in your current project. For companies not in your directory but potentially in the broader Procore Construction Network, use the "Search Procore Construction Network" option to expand your search before creating a new record.

If the company doesn't exist in either location, select "Create New Company" and complete the required fields. The company name field requires the full legal business name, while address fields should include complete information without abbreviations. For organizations using ERP integrations, be mindful of character length restrictions that may apply to company names based on your specific ERP vendor requirements.

Finalizing Company Creation

After entering the basic company information, click "Create" to establish the record. A confirmation banner will appear, and you'll be redirected to the company's "General Information" tab for additional details.

This is where you'll add supplementary information that enhances the company profile. Include the abbreviated name (limited to 10 characters), any "Doing Business As" (DBA) names, website URLs, and primary contact details. These elements create a comprehensive record that supports clear communication and proper documentation throughout the project.

For companies requiring insurance tracking, navigate to the Insurance tab to add policy information and upload certificates. This centralized storage of insurance documentation simplifies compliance verification and risk management. The system allows you to track expiration dates and coverage levels, providing alerts when renewals are needed.

Once the company record is complete, you can add individual users associated with the organization through the "Users" tab. This step connects specific contacts to the company, enabling direct communication and appropriate access to project information. For existing users already in your system, you can edit their information to ensure it remains current and accurate.

Managing the Company Directory

The Company Directory functions as your master company database, maintaining records that can be used across multiple projects. This centralized approach offers additional fields and features for comprehensive data management.

To access the Company Directory, log into your Procore account and navigate to the Company Directory tool from the main dashboard. Click the "Add Company" button to begin the process, which follows a similar pattern to the Project Directory but with enhanced options for enterprise-wide management.

When searching for companies, Procore initiates an auto-fill search as you type. If the company appears in the results, simply click "Add" to include it in your directory. For companies not found through this search, select "Add Company Manually" to create a new record with detailed information.

The manual entry form includes fields for comprehensive company documentation. Beyond the basic name and address, you'll need to provide phone and fax numbers formatted according to the North American Numbering Plan (NANP) for consistency. Additional identifiers like abbreviated names, DBA names, website URLs, license numbers, and business registration information (such as Australian Business Numbers or Employer Identification Numbers) create a complete profile for each organization.

Enhancing Company Profiles

After creating the basic company record, you'll be directed to the "General Information" tab where you can further enhance the profile with additional details.

Select a primary contact from existing users or add new contacts to establish clear communication channels. Assign project roles that align with your organization's predefined categories to clarify responsibilities and permissions. Adding tags or keywords improves searchability within your directory, making it easier to locate specific companies based on services, locations, or specialties.

The attachment feature allows you to upload key documents such as contracts, licenses, or qualification certificates directly to the company record. This creates a centralized repository of important documentation that can be accessed whenever needed. For companies with ERP integration, verify that the record displays the ERP banner and follow your organization's protocol for validation by the accounting team.

Once the company profile is complete, use the "Add Users" function to include contacts representing the vendor's team. These users can then be assigned appropriate permissions and roles within your projects. The Projects tab within the company record displays two lists: projects the company belongs to and projects where they are not yet included, allowing you to easily add the company to additional projects as needed.

Bulk Import Strategies for Efficiency

For organizations working with numerous vendors or subcontractors, manually adding companies can become time-consuming. Procore offers tools to streamline bulk imports and maintain consistency across projects.

The Procore Imports App serves as a powerful solution for adding multiple companies and users simultaneously. This tool reduces manual entry errors and saves significant time compared to individual additions. The structured import process guides you through formatting requirements and validation steps to ensure clean data migration into your directory.

For organizations requiring assistance with large-scale imports, Procore offers support services through your designated point of contact. You can request company and people imports directly by contacting your Procore representative or submitting an email request. This official import service ensures proper data formatting and integration with your existing records.

Bulk importing creates consistency across projects by establishing standardized company information that can be accessed by all team members. This approach is particularly valuable when launching multiple projects with overlapping vendors or when transitioning from another management system to Procore.

The efficiency gained through bulk imports allows your team to focus on project execution rather than administrative data entry. By investing time in a properly structured import process, you create a solid foundation for all subsequent project management activities.

Preventing Duplicate Company Records

Duplicate records create confusion, complicate reporting, and fragment communication channels. Implementing strategies to prevent and manage duplicates keeps your directory clean and functional.

The auto-fill feature serves as your first line of defense against duplicates. When adding a company, always pause to review the suggestions that appear as you type the name. This brief moment of verification can prevent the creation of unnecessary duplicate records. If multiple similar results appear, take time to investigate whether they represent different branches of the same organization or true duplicates.

While the Company Directory doesn't require unique company names (since different branches may share the same name but operate independently), establishing consistent naming conventions helps differentiate similar companies. Consider adding location identifiers where applicable, such as "AAA Plumbing – California" versus "AAA Plumbing – Arizona," to clearly distinguish between related entities.

Regular audits of your Company Directory help identify and resolve duplicates that may have been created despite preventive measures. The Change History tab reveals when and how duplicates were created, providing insight into process improvements that might prevent future occurrences. Collaborative standards among team members who have permission to add companies ensure everyone follows the same protocols, minimizing user error and inconsistent entries.

Managing Company Contacts Effectively

Company records form only part of the equation—managing individual contacts within those companies completes the communication framework. Proper contact management ensures messages reach the right people and supports efficient project collaboration.

The Tendering tool offers a streamlined approach to adding contacts during the bidding process. When inviting vendors or subcontractors to bid, select the desired bid package, navigate to the "Tenderers" tab, and click "Add Bidders." From here, you can choose "Add Company" to quickly enter company information, then select "Create and Add Contact" to establish the default tender contact. This integrated approach saves time and ensures that bid invitations reach the appropriate decision-makers.

For existing company records, regular updates maintain accurate contact information as personnel changes occur. Navigate to the company record's "General" or "Contact Information" tab to modify fields including the primary contact email, phone numbers, and assigned project roles. These updates ensure that communications reach current team members rather than outdated contacts who may have left the organization or changed responsibilities.

The following contact management features help maintain accurate records:

• Primary Contact Designation – Identifies the main point of contact for the company
• Role-Based Assignments – Categorizes contacts by their function within projects
• Contact History Tracking – Records changes to contact information for audit purposes
• Multi-Project Visibility – Shows which projects each contact is associated with

Proper contact management reduces communication delays and ensures that project information reaches the appropriate decision-makers. This attention to detail supports smooth collaboration throughout the project lifecycle.

Resolving Email Conflicts

Email conflicts occur when you attempt to add a user whose email address is already registered with another Procore account. Understanding how to navigate these situations prevents frustration and maintains data integrity.

When adding a new user such as an architect or vendor contact, you might encounter an error stating, "This email address entered is already registered with a Procore account." This happens because Procore prevents duplicate email addresses to avoid login conflicts and security issues. The existing account might be associated with a different company or project, creating a conflict when you attempt to add the same email to your current project.

To resolve these conflicts, first check your Company Directory to confirm if the user already exists under a different company or project. If necessary, you can mark the existing user's account as inactive by selecting their name and choosing "Inactivate" from the bulk actions dropdown. Once the current account is inactive, you can add the user to your company or project with the desired email address.

For organizations with complex user management needs, Procore's support articles provide detailed guidance on changing user email addresses and handling duplicate entries. These resources offer step-by-step instructions for specific scenarios that might not be covered by standard procedures.

Streamlining ERP Integration

For companies using ERP integrations, additional considerations ensure smooth data synchronization between Procore and your accounting system. Proper integration reduces double entry and maintains financial accuracy.

When a company is added to the Project Directory with ERP integration enabled, it automatically appears in the Company Directory with a pending status. An accounting approver must then review and approve the company record before it can be exported to the integrated ERP system. This approval process ensures that only validated company information enters your financial systems, preventing errors in accounting records.

The green ERP banner that appears next to synchronized company names serves as a visual indicator of successful integration. This banner confirms that the record has been approved and exported to your ERP system, creating a reliable connection between project management and financial tracking.

For smooth ERP integration, consider these critical factors:

• Character Limitations – ERP systems often have specific character limits for company names and other fields
• Required Fields – Certain data points may be mandatory for successful ERP synchronization
• Approval Workflows – Understanding who must approve new companies before ERP export
• Synchronization Timing – Knowing how often data updates between systems

Regular monitoring of synchronization status helps identify and resolve any integration issues before they impact financial processes. Consult Procore's ERP integration documentation for specific guidance related to your accounting system, as requirements vary between different ERP providers.

Best Practices for Company Management

Implementing consistent best practices ensures your company records remain accurate, accessible, and valuable for project management. These approaches minimize errors and maximize the utility of your Procore directory.

Double-checking information before submission prevents errors that can lead to confusion later. Verify that spelling, addresses, and other data are entered correctly, as small mistakes can create duplicate records or communication problems. The few extra moments spent on verification save significant time that would otherwise be needed for corrections.

Utilizing Procore's auto-fill and search functionality helps you locate existing records before creating new ones. This simple habit dramatically reduces duplicate entries and maintains a clean directory. Similarly, adhering to consistent naming conventions across your organization ensures that companies are documented uniformly regardless of which team member creates the record.

Regular updates keep your directory current as company information changes. Use the Change History tab to track modifications and identify records that may need attention. This proactive approach prevents outdated information from causing project delays or communication failures.

Training your team on proper company management procedures creates consistency across your organization. Ensure that all users with permission to add or edit companies understand your standard operating procedures and best practices. This shared knowledge base supports efficient directory management and reduces the need for corrections.

Troubleshooting Common Challenges

Even with clear procedures, users sometimes encounter challenges when adding companies to Procore. Understanding common issues and their solutions helps you navigate these situations efficiently.

Duplicate records often occur when team members add companies separately on different projects without checking the existing directory. To address this issue, always use the auto-fill suggestions and review old records regularly. When duplicates are identified, merge them or mark one as inactive to maintain a clean directory. Some organizations designate a directory administrator who periodically reviews records to identify and resolve duplications.

Permission errors prevent users from adding companies when they lack the necessary "Create and Edit Companies" granular permission. Before attempting to add new companies, coordinate with your Procore administrator to ensure your account has the correct configuration. This proactive step prevents frustration and workflow interruptions that occur when permission errors arise unexpectedly.

Email conflicts arise when attempting to add a user whose email address already exists in the system. Check your Company Directory for existing accounts with the same email address. If necessary, inactivate the old record before adding the user to your current project. This process maintains the integrity of user accounts while allowing appropriate project access.

ERP integration problems typically stem from mismatches in data formats or missing required fields. Consult your ERP integration documentation to understand specific requirements before submitting company records for export. Ensuring all fields meet the standards of your integrated system prevents synchronization failures that could impact financial processes.

Maximizing Procore Directory Value

A well-maintained company directory delivers value beyond basic contact information, supporting numerous aspects of project management and organizational efficiency.

Your Procore directory serves as a centralized knowledge base about your business relationships. Beyond contact details, it captures historical interactions, document exchanges, and project collaborations that inform future business decisions. This institutional memory becomes particularly valuable when evaluating potential partners for new projects or when transitioning responsibilities between team members.

The directory also supports compliance efforts by maintaining accurate records of all parties involved in your projects. This documentation proves invaluable during audits, legal reviews, or when addressing regulatory requirements related to subcontractor management. Having comprehensive company records readily available reduces the stress and time investment typically associated with compliance activities.

For organizations managing multiple projects, the directory creates consistency in how vendors and partners are engaged across different sites. This standardization improves communication efficiency and reduces the administrative burden of managing company information separately for each project. Team members can quickly locate the right contacts regardless of which project they're working on.

The strategic value of your directory grows over time as it accumulates data about your business network. This evolving resource supports informed decision-making about partner selection, risk management, and relationship development across your organization.

Start Optimizing Your Procore Directory Today

Adding companies to Procore doesn't have to be complicated. With the right approach and understanding of the system's capabilities, you can build a robust directory that supports your project management goals and enhances collaboration.

Remember that your company directory serves as the foundation for communication, documentation, and financial processes throughout your projects. Taking the time to properly add and maintain company records pays dividends through improved efficiency and reduced errors. The structured approach outlined in this guide helps you navigate the process confidently, whether you're adding a single vendor or managing hundreds of company relationships.

The most successful Procore users develop consistent habits around directory management, including regular audits, standardized naming conventions, and thorough documentation of company details. These practices ensure that your directory remains a valuable resource rather than becoming outdated or cluttered with duplicate entries. By implementing these strategies, you create a reliable system that supports your team's daily operations and long-term project success.

We encourage you to review your current directory management practices and identify opportunities for improvement based on the guidance provided here. Small adjustments to your approach can yield significant benefits in terms of data accuracy, communication efficiency, and overall project management effectiveness. Your well-maintained Procore directory becomes an asset that continues to deliver value throughout your project lifecycle and beyond.