How to Add a Contract Company in Procore

Why Contract Company Records Matter

In the modern construction environment, managing multiple businesses and vendors is a necessity. Whether you are a general contractor, specialty contractor, or project owner, maintaining accurate vendor and contract company records drives transparency and ensures that critical documents and contacts are always at your fingertips. Procore centralizes this information through its Company Directory tools, allowing you to search for existing businesses or add new ones.

A robust contract company record in Procore saves time by guaranteeing that every contract and commitment reflects the correct legal entity, detailed contact information, and compliance data. By streamlining the onboarding process via the Procore interface, companies can reduce errors that normally occur with manual entries and paper-based systems. In today's digital age, automating such administrative tasks means that you can concentrate on project execution, risk management, and ultimately, growing your business.

The digital transformation of contract management has become increasingly important as construction projects grow more complex. Having accurate, accessible company information helps prevent communication breakdowns and ensures all stakeholders are properly connected. This foundation of organized data supports everything from bidding processes to final payment workflows.

Understanding Required Permissions

Before diving into adding a new contract company in Procore, you need to be aware of your account's permissions. The ability to add or edit company records in the Project or Company Directory is restricted to users with specific roles and permission sets.

You must have one of these permission types to add contract companies:

• Admin-level permissions - Provides full access to the Procore project's Directory tool
• Standard-level permissions - Must have the "Create and Edit Companies" granular permission enabled

For companies that use the ERP (Enterprise Resource Planning) Integrations tool, it is important to note that companies synced with the ERP system display a distinct banner next to the name. When a new company is added to the Project Directory, it automatically appears in the Company Directory as well. Your organization may need to send the company record for acceptance before exporting to your ERP system.

Additionally, ensure that you have the correct file types, logos, and supplementary documentation needed for the record. This ensures that all details, from the legal business name to the address and phone number, are captured correctly. Having these materials prepared beforehand will streamline the process and prevent delays in setting up your contract companies.

Permission management is a crucial aspect of maintaining data integrity within your Procore environment. Regular audits of who can create and modify company records helps prevent unauthorized changes and ensures accountability throughout your organization.

Navigating to the Directory Tool

The first step in adding a contract company is accessing the right location within Procore. Understanding the navigation path will save you time and prevent confusion when managing company records.

Start by opening the Procore web interface and signing in with your credentials. Once logged in, you'll need to decide whether to access the Project level Directory tool or the Company level Directory tool. In many instances, companies are added at the project level first and then automatically appear in the Company Directory. Make sure you are in the correct project context as needed.

The Directory tool serves as the central repository for all company information within your Procore environment. It allows for easy searching, filtering, and management of all businesses connected to your projects. Becoming familiar with this tool's location and functionality will benefit you beyond just adding new companies.

Remember that your organization may have customized the Procore interface, so the exact location might vary slightly. If you have trouble finding the Directory tool, check with your Procore administrator for guidance specific to your company's setup.

Starting the Company Addition Process

Once you've navigated to the Directory tool, you're ready to begin adding a new contract company. This process involves searching for existing entries to avoid duplication and then entering the necessary company details.

On the right sidebar of the Directory tool, locate and click the "Add Company" button to start entering the company details. Before creating a new entry, use the auto-fill search functionality by entering the Company Name. Procore will display any matching records from the Company Directory. If you see the company already exists in the directory, select it to avoid creating duplicate entries. If there is no match, proceed to create a new company record.

The search functionality is an important safeguard against creating duplicate records. Take your time with this step, as companies might be listed under slight variations of their name. Try different search terms if you're unsure whether a company already exists in your system.

Being thorough during this initial search phase can save significant time later. Duplicate company records create confusion, complicate reporting, and may lead to communication errors when team members aren't sure which record contains the most current information.

Entering Basic Company Information

The foundation of a good company record is accurate basic information. This data will be used across your Procore environment and potentially synchronized with other systems.

In the "Add a Company" window, you will need to provide several essential details about the contract company. The required information includes:

1. Enter the full legal business name, such as "ABC Subcontracting, Inc."
2. Input the company's physical address including street, city, state, and ZIP code.
3. Enter the primary contact number in the required format.
4. Select the country, state, and other geographical details from the drop-down menus provided.

Accuracy matters tremendously when entering this information. The company name should match exactly what appears on legal documents and contracts. Address information should be complete and formatted consistently with other records in your system. Phone numbers should include area codes and any necessary country codes for international businesses.

Remember that this information will appear on various documents and communications. Taking the time to enter it correctly now prevents confusion and administrative headaches later. Many organizations also use this data for reporting and analytics, making accuracy even more important.

Configuring Additional Company Details

After establishing the basic information, you'll need to add more context and compliance data to create a comprehensive company record. These additional details enhance searchability and provide important reference points for your team.

The email address field should contain the company's official email address (e.g., info@abcsubcontracting.com). Include the company's website URL if available. Choose the primary contact from the list of users who are already added to the Company Directory, or plan to add the contact later via User Management.

The following specialized information enhances your company record:

• Tags/Keywords - Add relevant descriptors like "subcontractor," "vendor," or "specialty contractor"
• License Number - Enter the company's contractor license number for compliance tracking
• Business Identifiers - Specify entity types like ABN (Australian Business Number) or EIN (Employer Identification Number)
• Attachments - Upload company logos, certifications, or other relevant documents

These additional details transform a basic contact entry into a valuable business resource. Tags make companies easily searchable when you need to find specific types of contractors. License information helps ensure compliance with regulatory requirements. Attachments provide quick access to important documentation that might otherwise be scattered across email inboxes or network folders.

Consider which details are most important for your specific workflows and business needs. While some fields are optional, completing them creates a more robust company record that serves multiple purposes across your organization.

Saving and Reviewing the New Record

Once you've entered all the necessary information, it's time to save the record and ensure everything appears correctly. This final verification step helps catch any errors before the record becomes active in your system.

After verifying the details and completing the required fields, click "Save." A banner or confirmation message will display at the top of the page, indicating that the new company record has been created. You will be redirected to the Company Directory where you can view shared information in the "General Information" tab.

Take a moment to review the saved record to confirm all information appears as expected. Check that phone numbers, email addresses, and physical addresses display correctly. Verify that any uploaded attachments are accessible and that tags appear as intended.

This review process serves as a quality control check before the record becomes widely used. If you notice any issues, you can make immediate corrections by editing the record. Catching errors at this stage prevents them from propagating through your system and affecting other processes that rely on accurate company data.

Managing Contact Information Updates

Company information changes over time, and keeping records current ensures effective communication. Knowing how to update contact details is an essential skill for maintaining your Procore directory.

To update a company's contact information, go to the 'General' tab and edit the company record by accessing the General Information section. Confirm names, addresses, and contact numbers are current. Update the primary contact if there has been any change or if multiple contacts need to be designated. Review fields such as DBA (Doing Business As) or any shortened names that can help in contexts where the full name cannot be displayed.

For organizations using ERP integrations, verify that all information meets system requirements. Check any character length limits or formatting rules specified for vendor names in your ERP system. Ensure that ERP-specific fields reflect the exact information needed for export to maintain consistency across platforms.

Regular audits of company contact information help maintain data quality. Consider implementing a quarterly or semi-annual review process where someone checks that major vendors and subcontractors have current information. This proactive approach prevents communication failures that occur when contact details become outdated.

Adding Users to Company Records

A complete company record includes not just business information but also the individuals associated with that company. Adding users creates a network of contacts that facilitates communication throughout project lifecycles.

Within the company record, navigate to the "Users" tab to view the list of current users associated with the company. If there are users that have yet to be added (for example, additional project managers, finance contacts, or contracting personnel), click the "+ Add User" button. Fill out the user's details, ensuring their email address fits the company record. This allows them to receive important notifications about contract changes or upcoming deadlines.

When adding users, consider their roles and required access levels:

• Project Managers - Need comprehensive access to project information
• Finance Personnel - Require access to billing and payment details
• Field Supervisors - Need mobile access to plans and specifications
• Administrative Staff - May need limited access to specific tools

Proper user setup ensures that the right people receive the right information at the right time. It creates accountability by clearly identifying who represents each company on your projects. Well-maintained user records also simplify communication by providing up-to-date contact information for key personnel.

Remember that users can be associated with multiple companies if necessary. This flexibility accommodates consultants or individuals who represent more than one business entity in your project ecosystem.

Streamlining ERP System Integration

Many organizations using Procore also leverage integrated ERP systems to further streamline their operations. Understanding how these systems interact ensures smooth data flow between platforms.

When a company is added to the Project Directory, Procore often automatically creates the record in the overall Company Directory. If your organization utilizes an ERP Integration tool, a special banner (such as a green ERP banner) might appear, indicating that the company is synced. After adding the contract company, check that the record is sent to the ERP Integration tool for review and acceptance. Ensure that all required fields, especially those affecting billing and invoicing, are completed for proper data transfer.

The integration between Procore and ERP systems eliminates redundant data entry and reduces errors. Information entered once propagates to both systems, maintaining consistency across platforms. This synchronization is particularly valuable for financial data, where accuracy is paramount.

Each time you update the Company Directory record (for example, changes in phone numbers, addresses, or contacts), ensure that these updates are reflected in the ERP. Work with both your Procore administrator and the ERP support team to set up notifications for record updates. This collaborative approach helps maintain data integrity across your entire technology ecosystem.

Preventing Duplicate Company Records

Duplicate company records create confusion and undermine data integrity. Implementing practices to prevent duplicates saves time and improves reporting accuracy.

The most effective way to prevent duplicates begins with thorough searching. Always wait for the Procore auto-fill feature to display suggestions as you type the company name. This helps ensure that you do not inadvertently create duplicate entries for the same business entity. Before finalizing the entry, double-check existing records in the Company Directory. Even a slight difference in spelling or punctuation could create a duplicate record, so consistency is key.

Consider these strategies to minimize duplicate records:

• Standardized Naming - Establish conventions for how company names are entered
• Regular Audits - Periodically review the directory to identify and merge duplicates
• User Training - Ensure all team members understand the importance of checking for existing records
• Clear Ownership - Assign responsibility for directory maintenance to specific individuals

When duplicates are discovered, they should be merged rather than simply deleted. Merging preserves any associated history, documents, or relationships that might be lost if one record were simply removed. Your Procore administrator can assist with this process if needed.

Remember that Procore does not enforce uniqueness on company names, so two businesses with the same name can be entered if they are distinct legal entities in different locations. In these cases, use additional identifiers like location or specialty to differentiate between similarly named companies.

Ensuring Data Accuracy and Consistency

Maintaining high-quality data requires attention to detail and standardized practices. Consistent information improves searchability and reporting while reducing errors.

Ensure that company names are entered exactly as they appear in legal documents. Procore does not enforce a uniqueness requirement, so two vendors may sometimes have the same name if they are distinct entities. Clarify details such as location or trade specialization in the tags/keywords fields. Utilize the same format for addresses across records (e.g., always using the full city name). Consistency improves document searches and reduces errors that might arise during data imports.

Data accuracy directly impacts business operations in several ways:

1. Accurate company records ensure that contracts and purchase orders contain correct legal entity names.
2. Standardized address formats improve deliverability of physical documents and materials.
3. Consistent phone number formatting makes contact information more accessible and usable.
4. Properly categorized companies with appropriate tags enhance searchability and reporting capabilities.

Consider developing a style guide for data entry that specifies how different types of information should be formatted. This resource helps ensure consistency even when multiple team members are responsible for adding and updating company records.

Implementing Effective User Training

Even the best-designed systems require knowledgeable users. Training ensures that everyone follows best practices when adding and managing company records.

Provide training sessions or reference guides for your team to ensure that everyone understands how to add and update company records correctly. A well-trained team minimizes data entry errors and ensures uniformity in how records are managed. Regularly audit user permissions within Procore. Only designated users should have the capability to add, edit, or delete company records. This prevents accidental changes and maintains data integrity.

Training should cover not just the mechanics of adding companies but also the importance of data quality. Help users understand how company information flows through your organization and impacts various processes. This context makes them more likely to take care with data entry and maintenance.

Consider creating quick reference guides that outline the steps for adding companies and highlight common pitfalls to avoid. These resources serve as helpful reminders even for experienced users and provide guidance for those who perform these tasks infrequently.

Customizing Company Records for Your Needs

Procore allows for customization to match your specific business requirements. Tailoring company records to your needs enhances their value and utility.

Customize the company record to include fields that are specific to your organization's needs. This might include contract expiration dates, specific insurance requirements, or compliance indicators. If you commonly work with a particular type of contract or require certain legal documents, attach them directly to the company record for easy access. This streamlines both internal reviews and communication with the vendor.

Custom fields transform standard company records into powerful business tools:

• Risk Indicators - Track insurance compliance or safety performance
• Financial Data - Monitor payment terms or credit limits
• Relationship Information - Note key contacts or relationship history
• Qualification Details - Record specialized certifications or capabilities

The most effective customizations address specific business challenges or information needs. Work with your team to identify what additional data would be most valuable to capture and maintain. Focus on information that supports decision-making or simplifies processes rather than collecting data simply because you can.

Remember that any customizations should be documented and communicated to users. Clear guidelines about what information should be entered in custom fields ensures consistent usage and more reliable data.

Leveraging Collaborative Features

Procore's collaborative capabilities extend to company management. Utilizing these features improves communication and coordination around vendor relationships.

Utilize Procore's collaboration features to send notifications or comments within a company record. This can be especially useful when multiple departments (e.g., finance, legal, and project management) need to review the same company record. Encourage feedback from your team regarding the process of adding and updating company records. Adjust your internal workflow based on recurring issues or suggestions from users who interact with the system daily.

Collaboration around company records creates several benefits:

1. Changes to contact information can be communicated to all stakeholders simultaneously.
2. Questions about vendor qualifications or capabilities can be addressed in a central location.
3. Issues with vendor performance can be documented for future reference.
4. Institutional knowledge about vendor relationships becomes accessible to the entire team.

Consider establishing regular review cycles where key stakeholders evaluate the completeness and accuracy of important vendor records. This collaborative approach distributes the workload while ensuring that records remain current and valuable.

The collaborative features also support knowledge transfer when team members change roles or leave the organization. By documenting important vendor information and interactions within Procore, you create a persistent record that preserves institutional knowledge.

Troubleshooting Common Challenges

Even experienced users occasionally encounter issues when adding or managing company records. Understanding common problems and their solutions helps maintain smooth operations.

Creating duplicate company records is a frequent challenge. Always use the auto-fill search function and verify with the existing record list to ensure the company does not already exist. If updates made in Procore are not reflected in the ERP system, review and ensure that all required fields match the formatting rules for your ERP system. Work with your ERP integration team to confirm proper synchronization.

Some users may encounter permission issues when trying to add companies:

• No "Add Company" Button - Check that you have the appropriate permissions
• Cannot Edit Records - Verify you have "Create and Edit Companies" permission
• Unable to Delete Records - This may require administrator-level access
• Cannot See All Companies - Your permissions may be limited to specific projects

If you notice incorrect contact information being saved, review the input fields carefully before saving and verify the information with the company's official documentation. This careful verification prevents communication failures and ensures your records remain reliable sources of information.

For organizations implementing bulk imports of company data, work closely with your Procore administrator to ensure proper formatting of import files. Following the required templates and data structures will prevent errors during the import process.

Maximizing Your Procore Investment

Adding contract companies effectively is just one aspect of getting full value from your Procore implementation. Integrating company management with other Procore features creates a more powerful platform.

By centralizing data, reducing duplicate entry errors, and facilitating seamless ERP integration, you protect your business from costly mistakes due to miscommunication or inaccurate records. Take advantage of Procore's robust features to enforce data consistency, improve project timelines, and keep your operations running smoothly in today's competitive construction landscape.

Well-maintained company records enhance the functionality of other Procore modules:

• Project Financials - Accurate vendor information improves budget tracking and payment processing
• Document Management - Proper company associations ensure documents reach the right recipients
• Quality & Safety - Correct company records help track compliance and performance metrics
• Field Productivity - Reliable contact information facilitates communication with trade partners

Consider conducting periodic reviews of how your company records support these other functions. Identify opportunities to enhance integration or streamline workflows by improving the quality or completeness of your company data.

Remember that your Procore implementation is an evolving system. As your business needs change, you may need to adjust how you manage company records to support new processes or requirements.

Transform Your Contract Management Today

Understanding how to add and manage contract companies in Procore provides a solid foundation for efficient project administration. The skills and practices outlined in this guide will help you build a reliable company directory that supports your entire operation.

A well-maintained company directory does more than just store contact information. It becomes a central resource that connects people, projects, and processes throughout your organization. The time invested in creating accurate, complete company records pays dividends through improved communication, reduced administrative effort, and more reliable reporting.

The construction industry continues to embrace digital transformation, with company data playing an increasingly central role. By mastering these fundamental skills now, you position your organization to take advantage of future innovations in construction technology. Your carefully maintained company records will support whatever new tools and processes emerge in the years ahead.

Ready to take your Procore implementation to the next level? Start by auditing your existing company records for completeness and accuracy. Identify opportunities to enhance your data quality and establish processes that maintain high standards going forward. Share this guide with your team to ensure everyone understands best practices for managing contract companies. With consistent application of these principles, you'll build a company directory that truly serves as a valuable business asset.