Billy is a compliance tracking platform used by general contractors, property managers, and other organizations to verify that their vendors and subcontractors carry the correct insurance coverage. When your client uses Billy, you'll receive email notifications asking you to upload your Certificates of Insurance (COIs) and related documents.
This guide covers the most common questions we receive from vendors and insurance brokers, including why documents get flagged as non-compliant and how to fix them.
How to Upload Your Documents
Getting Started
When your client requests insurance documents through Billy, you'll receive an email with a unique link to your vendor portal. Here's how to upload:
Click the link in the email from Billy. This takes you directly to your compliance dashboard.
Review the requirements listed for your project. Each one shows the coverage type needed and minimum limits.
Click Upload next to each requirement and select the corresponding file from your computer.
Wait for review. Billy will automatically review your documents and notify you of the results.
💡 Supported File Types
Billy accepts PDF files for COIs and endorsements. Make sure your files are clear, legible, and not password-protected. If scanning a paper document, use at least 300 DPI resolution.
Upload Troubleshooting
If you're having trouble uploading documents, try these steps:
Clear your browser cache and cookies, then try again. Billy works best on Chrome, Edge, or Firefox.
Check your file size. Files must be under 25 MB. Try compressing the PDF or splitting it into smaller files if needed.
Disable pop-up blockers for billyforinsurance.com. Some browser extensions can interfere with the upload process.
Make sure you're using the correct link. Each project has its own upload portal.
If you see "This content is blocked," try a different browser or device. If the issue persists, contact Billy support via the chat widget on the portal.
Why Are My Documents Non-Compliant?
This is the most common question we receive. When Billy flags a document as non-compliant, it means one or more of your uploaded certificates or endorsements don't meet the requirements set by your client. Here are the most common reasons and how to fix each one.
Reason 1: Missing or Incorrect Waiver of Subrogation
A waiver of subrogation is an endorsement that prevents your insurance carrier from seeking reimbursement from the party that required the waiver (your client) after paying a claim. Many general contractors require this on both General Liability and Workers' Compensation policies.
Why it gets flagged: Billy checks for an endorsement that specifically names your client (or uses blanket language) as the party in whose favor subrogation is waived. If the endorsement is missing, expired, or doesn't reference the correct entity, it will be flagged.
How to fix it: Contact your insurance agent and request a Waiver of Subrogation endorsement that names the requesting company. Upload both the updated COI and the endorsement page showing the waiver language. If your policy includes a blanket waiver, upload the endorsement page that contains the blanket language.
Reason 2: Missing Additional Insured Endorsement
An additional insured endorsement extends your liability coverage to include your client as a protected party. This is one of the most commonly required endorsements in construction.
Why it gets flagged: Simply checking the "Additional Insured" box on the ACORD certificate is not sufficient. Billy requires the actual endorsement page from your insurance policy that names the requesting company (or provides blanket additional insured coverage).
How to fix it: Ask your insurance agent to provide the Additional Insured endorsement. Upload this as a separate document or as additional pages attached to your COI. The endorsement should clearly show the form number (e.g., CG 20 10, CG 20 37, or similar).
💡 Understanding Blanket Endorsements
Many insurance policies include "blanket" additional insured and waiver of subrogation endorsements. These cover all parties your contracts require you to name, without listing each one individually. Billy does accept blanket endorsements in most cases. Upload the endorsement page showing the blanket language along with your COI.
Reason 3: Policy Limits Don't Meet Requirements
Your client sets minimum coverage limits for each type of insurance. If your policy limits fall below the required minimums, Billy will flag the deficiency.
Common example: Your client requires a $2,000,000 General Aggregate, but your COI shows $1,000,000. Even if you have an Umbrella or Excess Liability policy that bridges the gap, Billy may not automatically recognize this unless the umbrella certificate is also uploaded.
How to fix it: Upload your Umbrella or Excess Liability certificate alongside your primary COI. If your combined coverage meets the requirement, notify your client or use the chat widget to let the Billy team know so the documents can be reviewed together.
Reason 4: Expired Coverage Dates
If any policy listed on your COI has an expiration date that has passed, Billy will automatically flag it. You'll also receive reminder emails before your coverage expires.
How to fix it: Renew your policy with your insurance carrier and upload the new COI once your renewal is processed. If your renewal date is coming up and your carrier hasn't yet issued the new certificate, you can let the requesting company know by responding to the Billy notification email.
Reason 5: Workers' Compensation Not Provided
Most states require businesses with employees to carry Workers' Compensation insurance. If your client requires WC documentation and you haven't uploaded it, you will be flagged.
If you're a sole proprietor with no employees: Many states allow sole proprietors to be exempt from Workers' Compensation requirements. Contact your client through the Billy chat or email to request a waiver of this requirement. Depending on your state, you may need to provide a signed exemption form or affidavit.
Reason 6: Certificate Holder Information Is Incorrect
The Certificate Holder section of your COI must list the correct company name and address as specified by your client. Misspellings, outdated addresses, or listing the wrong entity will result in a rejection.
How to fix it: Check your project requirements in the Billy portal for the exact Certificate Holder name and address. Provide this to your insurance agent so they can reissue the COI with the correct details.
Quick Reference: Common Rejections
Rejection Reason | What It Means | What to Do |
Waiver of Subrogation missing | No endorsement waiving your carrier's right to recover from your client | Upload the waiver endorsement page from your policy |
Additional Insured missing | Your client is not named on a liability endorsement | Upload the AI endorsement; blanket endorsements are typically accepted |
Limits below minimum | Policy limits are lower than the contract requires | Upload your Umbrella/Excess certificate alongside your COI |
Coverage expired | One or more policy dates have passed | Upload your renewed COI after your carrier processes the renewal |
Workers' Comp missing | No WC certificate provided | Upload your WC COI, or request an exemption if you're a sole proprietor |
Certificate Holder incorrect | Name or address on the COI doesn't match | Have your agent reissue the COI with the correct Certificate Holder details |
ACORD boxes not checked | Required boxes (e.g., AI, WOS) not marked | Have your agent check the appropriate boxes AND upload the endorsement pages |
Managing Your Notifications
Billy sends automated emails to help you stay on top of your compliance status. These include requests for new documents, reminders before coverage expires, and alerts when a document is rejected.
If you're receiving reminders for a project you're no longer working on: Contact the general contractor or project owner directly and ask them to remove you from the project in Billy. Vendors cannot self-remove from projects. Your client's compliance manager can deactivate you from specific projects or from their account entirely.
If you've already uploaded updated documents but are still getting reminders:
Allow up to one business day for reviews to process. If the reminders continue after that, reach out through the Billy chat widget to confirm your documents were received and are under review.
Frequently Asked Questions
Do I need to pay for Billy?
No. Billy is free for vendors and subcontractors. Your client pays for the platform. You will never be asked for payment to upload your insurance documents.
Can my insurance broker upload documents on my behalf?
Yes. You can forward the Billy notification email to your broker, and they can use the same link to upload documents on your behalf. Many vendors find this to be the easiest approach.
What if I disagree with a rejection?
If you believe your documents are compliant but Billy has flagged them, use the chat widget on your vendor portal to reach the Billy review team. Provide details about which requirement you believe is met and reference the specific endorsement or policy page. The team will re-review your submission.
How long does a review take?
Most documents are reviewed within one business day. If your project has an urgent deadline, you can request an expedited review through the chat widget or by contacting your client's compliance manager.
My company changed its name. How do I update it?
Log into your Billy portal and navigate to Settings to update your company name. You may also need to upload a new COI reflecting your updated business name.
I'm a sole proprietor with no employees. Do I still need Workers' Comp?
This depends on your state's requirements and your client's contract terms. Many clients will waive the WC requirement for sole proprietors. Use the chat widget to request a waiver, and be prepared to provide a signed exemption form if required by your state.
Getting Help
If you need assistance at any point, here are the best ways to reach the Billy support team:
Chat widget: Available on your vendor portal page. This is the fastest way to get help with a specific project or document.
Email: Reply directly to any Billy notification email. Your message will be routed to the support team.
When reaching out, include your company name, the project name, and a brief description of the issue. If a document was rejected, mention which coverage type was flagged so the team can locate it quickly.