Overview
A company record contains all of the information related to a particular organization in your Directory. This includes company details, office information, contacts, certificates, document requirements, and internal notes.
Accessing a Company Record
To open a company record, go to the Directory, then click the company you want to view.
Action Clip
Company Record - Sections
A company record is split into several organized sections - understanding what each section contains makes it easier to manage company information and keep records accurate across your Workspace.
Company Information
The Company Information section contains the organization's primary details and identifiers.
Field | Description | Example |
Company Name | The legal or preferred name of the organization. | PrimeFlow Plumbing |
Company Code | A unique identifier used to distinguish the company. Best practice is to match the code from your company’s accounting software. | PFP |
Company Type | Classifies the company's relationship to your organization, making it easier to organize, filter, and group companies by their role.
| Subcontractor |
Labour Type (optional) | Identifies the type of labour or services the company typically provides.
| Non-Union |
Website (optional) | The company's public website. | |
Do Not Use | If you aren’t planning on using a company any longer but its helpful to keep them in the Directory to complete outstanding work, you can mark them as “Do Not Use”. | N/A - radio button ON/OFF |
Preferred Company | Use this to mark a company as preferred. If you have multiple companies in a single trade, it's helpful to mark certain ones as preferred to easily highlight the ones you work with the most. | N/A - radio button ON/OFF |
Office Information
The Office Information section stores information about the company's offices and service locations. This may include:
Office address
Contact email address
Contact phone number
Contact fax number
Trades and services
These are the disciplines or services they perform, which pull from the Disciplines list in the Data Settings area. Identifying these for each company becomes helpful for bidding when you want to pull up a list of “what contractor performs this work” as you send the bid packages out.
Areas served
You can identify specific areas the company works in
Organizations with multiple offices can maintain information for each location separately.
Contacts
The Contacts section contains the people or users associated with the company.
Contacts can include that company’s employees, project representatives, office admin contacts, or other individuals who work for the organization. These contacts can be simply for information, or they can be provided login access to Buildend and assigned to relevant projects to collaborate.
Keeping contacts within the company record makes it easier to communicate with project participants and associate them with projects when needed.
Certificates
The Certificates section stores documents that help demonstrate a company's compliance with project or organizational requirements.
This section may include:
Insurance certificates
Safety certifications
Licences
Other compliance documentation
📝 Note: Certificates are managed by each company's own administrators. Once added, they are available across every project where that company works in Buildend. Other organizations cannot add or manage certificates for an external company.
Document Requirements
The Document Requirements section identifies the required documentation a company is expected to maintain.
For example, if you require each company to have a Lien Waiver attached to their record, a Document Requirement is the perfect way to ensure this gets added to their file, and this area provides an easy way to access a copy of that documentation.
Notes
The Notes section provides a place to record additional information about the company that may be useful for your organization.
Notes can be used to capture internal reminders, relationship information, or other details that don't belong in the structured company fields.
Why Company Records Matter
A complete company record provides a single source of truth for information about the organizations your team works with.
Maintaining accurate company records helps your team:
Keep company information up to date.
Track company certifications and required documentation.
Manage contacts and office locations.
Reduce duplicate or outdated records.