With the ability to track various types of documents in addition to certificates of insurance, sometimes compliance managers require documents to be signed or filled out, such as w9s, safety agreements, and master subcontractor agreements. Combining Docusign's signing experience with Billy's tracking functionality makes it easy for vendors to fill out required documents.
Data Field Mapping
Once the integration is set up in Billy, next is mapping data fields. Information that lives in Billy can be programmatically mapped to documents so vendors don't have to fill out those fields. Examples include vendor company name, project name/number, and if you are integrated with Procore, we can even map the contract number.
To map data fields from Billy to the Docusign template, edit the template in Docusign, and click next to bypass the template information setup. You should arrive at the "Add Fields" section of the template setup. This is where we will map fields on the document to fields in Billy.
Drag and drop the appropriate field type on the document (see table below), and then find the "Data Label" dropdown on the right.
Find the corresponding data type that exists in Billy from the table below, and enter the "Data Lable Name" from the table into the Data Label text field on the Docusign template.
For example, if you want to map the project address in Billy, use the Text Docusign Field Type and enter "Billy_project_address."
Here are the fields Billy can map programmatically:
Data Label Name | Docusign Field Type | Description |
billy_contract_number | Text | The Contract Number imported from Procore if present |
billy_project_name | Text | The Project Name |
billy_project_number | Text | The Project Number |
billy_legal_entity | Text | The name of the Legal Entity set on the project (Defaults to Billy Team Name) |
billy_project_address | Text | The address of the Project |
billy_vendor_name | Text | The compay name of the Billy Vendor |
billy_vendor_phone | Text | The phone number of the Billy Vendor |
billy_vendor_address | Text | The address of the Billy Vendor concatenated into a single line |
billy_vendor_address_street | Text | The street component of the address of the Billy Vendor |
billy_vendor_address_city | Text | The city component of the address of the Billy Vendor |
billy_vendor_address_state | Text | The state component of the address of the Billy Vendor |
billy_vendor_address_zip | Text | The zip component of the address of the Billy Vendor |
billy_vendor_is_dbe | Checkbox | Selected if the Billy Vendor holds a Disadvantaged Business Enterprises (DBE) certification |
billy_vendor_is_8a | Checkbox | Selected if the Billy Vendor holds a 8(a) Business Development Program Participant certification |
billy_vendor_is_hubzone | Checkbox | Selected if the Billy Vendor holds a Historically Underutilized Business Zone (HUBZone) Enterprises certification |
billy_vendor_is_lgbtbe | Checkbox | Selected if the Billy Vendor holds a LGBT Business Enterprises (LGBTBE) certification |
billy_vendor_is_mwbe | Checkbox | Selected if the Billy Vendor holds a Minority and Women-Owned Business Enterprises (MWBE) certification |
billy_vendor_is_mbe | Checkbox | Selected if the Billy Vendor holds a Minority-Owned Business Enterprises (MBE) certification |
billy_vendor_is_pwd_owned | Checkbox | Selected if the Billy Vendor holds a Persons with Disabilities-Owned Businesses (PWD-Owned) certification |
billy_vendor_is_sdvosb | Checkbox | Selected if the Billy Vendor holds a Service-Disabled Veteran-Owned Small Businesses (SDVOSB) certification |
billy_vendor_is_sdb | Checkbox | Selected if the Billy Vendor holds a Small Disadvantaged Businesses (SDB) certification |
billy_vendor_is_tribally_owned | Checkbox | Selected if the Billy Vendor holds a Tribally-Owned Enterprises certification |
billy_vendor_is_vbe | Checkbox | Selected if the Billy Vendor holds a Veteran-Owned Business Enterprises (VBE) certification |
billy_vendor_is_wbe | Checkbox | Selected if the Billy Vendor holds a Women-Owned Business Enterprises (WBE) certification |
Adding Docusign Templates to Required Documents
Once your DocuSign account has been connected to Billy and , existing DocuSign templates can be assigned to required documents in any requirement group.
Edit existing required documents...
...select Require Docusign E-signature, then choose the Docusign Template you want to assign.
The Docusign logo appears to confirm the e-signature requirement.
Requesting and Reviewing Documents
After a DocuSign template has been assigned to a requirement, requests are sent as usual, and the vendor upload portal shows that the requirement requires a signature.
The vendor is taken through the normal Docusign experience, where they are prompted to sign or fill in the document as required. After completing the signing experience, the vendor upload portal confirms that the document was signed and on what date.
When reviewing Docusign documents, the Docusign Envelope ID is surface at the top right of the document and the review process remains the same. Any rejections for a non-compliant submission sends a new Docusign envelope.
After reviewing a Docusign document, a Docusign logo appears next to the requirement on the coverages tab.
Rejecting DocuSign Documents
When documents submitted through the Docusign workflow in Billy are rejected, a new DocuSign envelope is created and sent to the vendor. Billy is unable to void Docusigns envelopes.
Then the vendor is sent an email with rejection notes and prompted to sign the document again in the vendor upload portal.