For project managers, maintaining accurate subcontractor records is essential for project success. Having all subcontractors organized in Procore simplifies communications and integrates seamlessly with other important systems such as Enterprise Resource Planning (ERP) integrations. This integration ensures that all necessary contact information, bidding details, and insurance documentation remain accessible whenever needed.
Subcontractors in Procore are typically added as companies to the project directory, which then automatically updates the company directory across your entire account. This synchronization prevents information silos and keeps everyone on the same page. When properly implemented, this system creates a single source of truth for all subcontractor-related data.
The benefits extend beyond mere organization—proper subcontractor management in Procore streamlines workflows, reduces administrative overhead, and minimizes the risk of miscommunication. With everything centralized, you'll spend less time hunting down contact information and more time focusing on what matters: completing your projects successfully and on schedule.
Procore utilizes two main directories that work together to organize your project partners effectively:
The Project Directory serves as your project-specific tool for adding companies directly to individual projects. When you add a subcontractor here, Procore automatically creates a corresponding record in the Company Directory, ensuring consistency across your entire system. This directory is typically your starting point when bringing new subcontractors into your project ecosystem.
The Company Directory functions as your comprehensive database for all companies doing business with your organization. This includes subcontractors, vendors, suppliers, and other partners. The directory stores detailed information such as business addresses, contact details, licensing information, and insurance documentation.
Understanding the relationship between these two directories helps you maintain clean, consistent records. When you update information in one location, Procore ensures those changes propagate appropriately, preventing contradictory or outdated information from causing confusion down the line.
Before attempting to add a subcontractor, you must verify you have the necessary permissions within the Procore system. Without proper access rights, you'll find yourself unable to complete the process.
You'll need either 'Admin' level permission on the Project Directory or 'Standard'/'Read Only' level permission with the granular permission "Create and Edit Companies" enabled on your permissions template. These permission levels ensure that only authorized personnel can modify the company database, maintaining data integrity throughout your organization.
For organizations using ERP integrations, additional considerations apply. When your company syncs data with an integrated ERP system, you'll notice an ERP banner appearing next to vendor or company names. After adding a subcontractor, ensure the company record is sent for acceptance from the ERP Integrations tool if required by your organization's workflows.
Adding a subcontractor to Procore follows a logical sequence that helps maintain data integrity while ensuring all necessary information is captured. The process begins with navigating to the right location and ends with a fully configured subcontractor record ready for use in your projects.
The most straightforward approach uses the Project Directory tool, which allows you to search for existing records or create new ones as needed. This method ensures that subcontractors are properly associated with specific projects while maintaining consistency across your entire Procore environment.
Following a systematic approach reduces errors and prevents duplicate records, which can cause confusion and communication problems later. The steps below walk you through the entire process from start to finish, highlighting important considerations along the way.
Begin by logging into your Procore account and selecting the specific project where you need to add the subcontractor. This project-specific approach ensures the subcontractor is properly associated with the relevant work.
In the project navigation sidebar, locate and click on the Directory tool. This opens the project's directory page where you can view existing companies and add new ones as needed. The interface is intuitive, with most functions accessible through clearly labeled buttons.
Once in the Directory tool, look for the "Add Company" button in the right sidebar and click it to initiate the process. Note that this typical workflow is primarily available for projects in the United States and Canada, with slight variations possible in other regions.
Before creating a new record, use Procore's auto-fill feature to check if the subcontractor already exists in your system. Enter the company name in the provided field and wait for matching entries to appear from the Company Directory. This simple step prevents duplicate records and maintains data consistency.
If the subcontractor appears in the results, simply select the appropriate match and click "Add to Project" to associate them with your current project. This leverages existing information without requiring redundant data entry. If no matching record appears, click "Create New Company" to begin entering the subcontractor's information from scratch.
In the "Add a Company to [Project Name]" window, complete the essential fields with accurate information. These include the full legal business name (e.g., "XYZ Electric Contractors, LLC"), complete business address with street number and name, city name (fully spelled out), state (selected from the drop-down), and ZIP code (preferably including the ZIP+4 if your organization requires it).
Once you've created the basic company record, it's time to fill in the comprehensive details that make the subcontractor record truly useful. This information serves multiple purposes within your project management workflow and ensures everyone has access to accurate contact information.
Thorough data entry at this stage prevents headaches later, especially when you need to quickly reach out to subcontractors or verify their qualifications. Taking the time to enter complete information now creates a valuable resource that your entire team can rely on throughout the project lifecycle.
Remember that this information may be used for bidding, contracts, and ERP exports, so accuracy is paramount. Double-check all entries before saving to ensure you're working with reliable data from the start.
When entering company information, always use the full legal name to ensure clarity and consistency across all documentation. This practice prevents confusion and helps maintain accurate records, especially when dealing with similarly named companies.
Consider adding an abbreviated name if your organization frequently uses shortened forms in communications. This optional field has a 10-character limit and appears in areas where space is limited, such as certain reports or compact views. Similarly, include any "Doing Business As" (DBA) names the subcontractor might use, as these alternative identities can be important for recognition.
For contact information, enter a current email address that will be used for primary communications, along with the company website for additional reference. Designate a primary contact person who will receive automated notifications related to insurance expirations or contract renewals. Include phone and fax numbers in North American Numbering Plan (NANP) format for consistency and clarity.
For subcontractors who may participate in bidding processes, the Bidder Info tab allows you to select multiple trades from a custom drop-down list. This feature helps track the different types of work the subcontractor might handle on your projects:
Enter the contractor's license number as provided by the state licensing authority to ensure compliance with local regulations. This information may be required for permits and inspections, making it a critical piece of data to maintain.
Select the appropriate entity type identifier based on your country. For example, use the Australian Business Number (ABN) for Australian companies or the Employer Identification Number (EIN) for United States-based businesses. If the subcontractor is associated with a labor union, enter the full name of the union for reference during labor relations matters.
Once a subcontractor is added to Procore, keeping their contact details current becomes an ongoing responsibility. Outdated information can lead to missed communications, delayed responses, and ultimately, project setbacks.
When a subcontractor relocates or updates their contact information, immediately update their Procore record to reflect these changes. This simple maintenance task ensures that project managers and team members can always reach the right person at the right time. Regular verification of contact details, perhaps quarterly, can help catch changes that weren't proactively reported.
The process for updating information is straightforward and takes just a few minutes. Navigate to the company record under the General Information tab, locate the contact information section, and update the relevant fields such as address, email, or phone numbers. Remember to save your changes to update the record across integrated ERP systems if applicable.
After creating the company record, the next logical step is adding individual users who will interact with your team. These individuals might include project managers, site supervisors, or billing contacts who need direct access to project information.
Adding users creates clear communication channels and ensures the right people receive important notifications. It also allows subcontractor personnel to access appropriate Procore tools based on their assigned roles and permissions. This targeted access improves collaboration while maintaining proper security boundaries.
The process begins by accessing the Users tab within the subcontractor's company record. Here you can add new user accounts by clicking the "+Add User" button or assign existing users from your Company Directory to the current project. For each user, assign appropriate roles such as "Primary Contact" for communications, "Invoice Contact" for payment applications, or specific project roles predefined by your organization's Procore Administrator.
For companies utilizing ERP integrations, understanding the relationship between Procore and your accounting system is essential. This integration creates a seamless flow of information that benefits both project management and financial tracking.
When a subcontractor record syncs with an ERP system, a green ERP banner appears next to the company name, indicating the record is integrated. This visual cue helps users understand that changes to this record may affect financial systems. After adding a subcontractor to the Project Directory and Company Directory, the record must be sent to the ERP Integrations tool for accounting acceptance by an authorized approver.
Be aware that certain fields have character limits set by various ERP system vendors. For example, the "Company Name" field might be limited to a specific number of characters depending on your ERP system. Always verify these limits in advance if you plan to export subcontractor records to avoid truncation or synchronization issues.
Duplicate records create confusion, waste time, and can lead to serious communication errors. Following these best practices will help maintain a clean, efficient directory:
Always use the auto-fill search function when entering a subcontractor's name. Wait for the results to populate before deciding to create a new record.
Establish consistent data entry standards across your organization. For example, always spell out city names rather than using abbreviations and use the same format for phone numbers.
Conduct regular directory audits to identify and resolve duplicate records. When duplicates are found, follow your company's guidelines for merging or updating existing records.
Train all users who add subcontractors on proper search techniques and the importance of preventing duplicates. A brief training session can prevent countless hours of cleanup work later.
Creating a culture of data cleanliness helps maintain your Procore environment as a reliable source of information. When everyone follows the same procedures, the entire system becomes more valuable and trustworthy for all users.
Procore offers several sophisticated tools that enhance your ability to manage subcontractor relationships effectively. These features go beyond basic record-keeping to facilitate complex project management tasks.
The Bidder Info tab allows you to assign multiple trade categories to each subcontractor, creating a detailed profile of their capabilities. For example, a subcontractor might provide both carpentry and drywall services, and this tab lets you document both specialties. This information becomes invaluable during the bidding process, helping you quickly identify qualified subcontractors for specific work packages.
For financial management, Procore's Commitments tool helps track subcontractor agreements, progress claims, and variations. After awarding a subcontract or creating purchase orders, this tool becomes central to managing your project's budget and timeline. The Subcontractor Schedule of Values (SSOV) tab provides even more granularity, allowing line-by-line budget breakdowns for detailed progress tracking.
Even with a well-defined process, you may encounter challenges when adding subcontractors to Procore. Understanding common issues and their solutions helps you navigate these obstacles efficiently.
When duplicate records appear despite your best efforts, consult your project's central directory guidelines to determine whether to merge or delete unnecessary entries. This decision often depends on which record contains the most complete and accurate information, as well as any existing associations with active projects. Taking the time to resolve duplicates properly prevents confusion and communication problems down the line.
Permission-related issues can block your ability to add or edit subcontractor records. If you receive an error message indicating insufficient permissions, contact your Procore Administrator to review and update your access level as appropriate. Remember that permission structures are designed to protect data integrity, so follow your organization's protocols for requesting additional access.
For organizations using ERP integrations, synchronization delays or errors can occur when adding new subcontractors. If a record isn't syncing properly, verify that all required fields match the ERP system's guidelines and check for character limit issues. Contact your accounting approver to ensure they've accepted the record in the ERP system, as this is often a necessary step in the integration process.
Effective communication with subcontractors directly impacts project outcomes. Procore provides several features to streamline these interactions and ensure everyone stays informed.
Distribution lists allow you to group subcontractors for targeted communications. While Procore doesn't yet automatically add subcontractors to these lists when contracts are uploaded, you can create a routine of manually updating your "Subcontractors" distribution list whenever you add a new subcontractor. This small investment of time pays dividends when you need to send important announcements or updates to all project subcontractors.
The Document Management tool serves as a central repository for sharing plans, specifications, and other critical information with your subcontractors. By maintaining current documents here, you ensure that subcontractors always have access to the latest information. This reduces errors caused by outdated documentation and creates a clear record of what information was available at different project stages.
Procore's RFI (Request for Information) and Submittal tools facilitate structured communication about technical questions and material approvals. These tools create trackable records of all exchanges, preventing important information from getting lost in email threads or verbal conversations. Encouraging subcontractors to use these channels helps maintain comprehensive project documentation while ensuring timely responses.
Adding subcontractors to Procore is more than a simple administrative task—it's a foundational element of successful project management. By following the detailed steps and best practices outlined in this guide, you'll create a robust system for managing subcontractor relationships throughout the project lifecycle.
The process begins with understanding Procore's directory structure and ensuring you have the necessary permissions. From there, careful data entry and regular maintenance create reliable records that serve multiple purposes across your organization. Advanced features like bidding tools, ERP integration, and specialized communication channels further enhance the value of your subcontractor database.
Remember that consistency is key to maintaining clean, useful records. Establish clear protocols for adding and updating subcontractor information, and ensure that everyone on your team follows these guidelines. Regular audits help catch and correct issues before they cause problems, while ongoing training keeps everyone up to date on best practices. With these elements in place, you'll transform subcontractor management from a potential headache into a strategic advantage for your construction projects.
Take the next step by reviewing your current subcontractor records and identifying opportunities for improvement. Whether you're adding your first subcontractor or refining an established process, the principles in this guide will help you build a more efficient, effective project management system. Your future self—and your project teams—will thank you for the time and attention invested in getting this crucial process right.