Overview
Billy's Custom Forms feature lets you build fully customizable data collection forms for any compliance or operational need. Common use cases include:
Vendor Prequalification Forms — collect insurance, safety, and business information before onboarding a new vendor.
Toolbox Safety Talks — document daily or weekly safety briefings with your team or contractors.
Site Orientation Forms — ensure workers have reviewed and acknowledged site-specific safety requirements before starting work.
Each form is made up of one or more sections, and each section contains questions of various types. Sections can be conditionally enabled based on answers to previous questions, allowing you to build intelligent, dynamic forms.
Custom Forms can also be added to Requirement Groups, making it easy to bundle a form alongside other compliance requirements (such as certificates of insurance) that vendors must complete.
Navigating to Custom Forms
To access Custom Forms:
Click Settings in the left-hand navigation menu.
Scroll down to the Team Settings section in the left sidebar.
Click Custom Forms.
You will land on the Custom Forms management page, which displays all forms your team has created.
Managing Your Custom Forms
The Custom Forms list page shows all forms for your team, along with their status, number of sections, and creation date.
Form Statuses
Each form can be in one of two states:
Published: Active and visible for use — respondents can access and submit it.
Draft: Saved but not yet visible to respondents — ideal for building and reviewing before launch.
Actions
From the Custom Forms list, you can perform the following actions on any form:
Edit: Modify the form title, description, status, sections, and questions.
Duplicate: Create an identical copy of the form to use as a starting point for a new one.
Archive: Remove the form from active use. Archived forms are no longer accessible but are preserved for recordkeeping.
Creating a New Custom Form
To create a new form:
Go to Settings > Custom Forms.
Click the + Create Custom Forms button in the top-right corner.
Enter a Form Title (required).
Optionally add a Description to give respondents context about the form's purpose.
Set the Status to Draft (to work on it) or Published (to make it live).
Add one or more Form Sections (see below).
Click Save Changes when finished.
💡 Tip: You can preview the form at any time by clicking the Preview button in the Edit Form toolbar. |
Form Sections
Sections organize your questions into logical groups. Every form must have at least one section. The first section is always enabled by default. Additional sections can be conditionally enabled using "Rules for Enabling."
Adding a Section
Within the Edit Form view, scroll to Form Sections and add a new section. Each section requires:
A section name to identify the group of questions.
One or more questions within the section.
Rules for Enabling
For sections after the first, you can define conditional logic that determines when the section appears. For example, you can show an additional section only if a respondent answers a prior question in a specific way.
💡 Tip The first section is always enabled and cannot have Rules for Enabling applied to it. |
Using Custom Forms in Requirement Groups
Custom Forms can be added to Requirement Groups alongside other compliance requirements. This allows you to bundle a form — such as a Vendor Prequalification Form or Site Orientation Form — with certificate of insurance requirements, so vendors or contractors complete everything in one place.
To add a Custom Form to a Requirement Group, navigate to Settings > Requirement Groups, open the desired group, and add the form as a requirement.
💡 Tip Only Published forms will be available to add to Requirement Groups. Make sure your form is set to Published before assigning it. |
Question Types
When adding questions to a form section, you can choose from the following question types:
Question Type | Description |
Text | Short single-line text response |
Long Text | Multi-line text for detailed answers or notes |
Number (integer) | Whole number input (e.g., headcount, incident count) |
Float (decimal) | Decimal number input (e.g., percentages, measurements) |
Radio | Single-choice selection from a list of options |
Checkbox | Single toggle — checked or unchecked |
Multi-Select | Multiple selections from a list of options |
File Upload | Allows respondent to attach a document or image |
Phone Number | Formatted phone number field |
Email address field with format validation | |
Date | Date picker (month/day/year) |
Year | Year-only picker |
US State (One) | Single U.S. state selection dropdown |
US State (Multiple) | Multiple U.S. state selections |
Money | Currency/dollar amount field |
Address | Full mailing address fields |
Contact | Contact information fields (name, phone, email) |
Required Questions
Any question can be marked as Required, which prevents the respondent from submitting the survey without answering it. Look for the Required checkbox when configuring a question.
Vendor Field Population
Some question types support mapping the answer directly to a vendor field in Billy. Use the field picker dropdown (labeled 'Pick a vendor field to populate') to connect a survey answer to a specific data field in the vendor's profile.
Best Practices
Use Draft status while building and reviewing a form to avoid exposing incomplete forms to respondents.
Use Duplicate to create variations of an existing form — for example, site-specific versions of a Site Orientation Form — rather than building from scratch each time.
Use descriptive section names (e.g., 'Business Information', 'Safety History', 'Insurance Details') to keep complex forms organized.
Apply Rules for Enabling to reduce respondent fatigue — only show sections that are relevant based on prior answers.
Map answers to vendor fields wherever possible to automatically keep vendor records up to date.
Add Published forms to Requirement Groups to bundle them with certificate of insurance requirements for a complete vendor compliance package.
Need Help?
If you have questions about setting up surveys or need assistance with advanced configurations, please contact the Billy support team or visit our Help Center for additional resources.