Overview
If you're running Viewpoint Vista as your ERP and managing subcontractor compliance separately — in spreadsheets, email, or another system — this guide is for you.
Billy integrates directly with Viewpoint Vista through Trimble's App Xchange platform. Once connected, Billy handles the full COI tracking and document management layer — collecting certificates, reviewing coverage, chasing renewals — and syncs compliance status back into Vista automatically. Your AP team sees live subcontractor compliance status without ever leaving their workflow.
📌 Already a Billy customer? Jump to the Existing Customer Quick-Start section below to connect your Vista environment. |
How Billy + Viewpoint Vista COI Tracking Works
The integration is built on a clear division of responsibility — Vista handles AP enforcement, Billy handles the document layer:
Vista does this | Billy does this |
Enforces payment holds via the AP Verify flag | Collects and reviews COIs and compliance documents |
Manages subcontract records (SL numbers) | Tracks coverage details, limits, and expiration dates |
Displays compliance status per subcontract | Chases renewals automatically before they expire |
Routes non-compliant vendors out of the AP queue | Syncs compliant/non-compliant status back into Vista via the BILLY compliance code |
The result: AP holds become rare rather than routine, because compliance is managed before it reaches the payment queue — not reactively at payment time.
What You'll Need Before Getting Started
Before your Billy rep can initiate the connection, confirm the following:
Access to Trimble App Xchange (you will receive an invite link from your Billy implementation team)
A Vista service account with membership in Security Groups 1001 and 1002, and read access to the SLHD and SLIT tables
Your Vista database credentials (server name, database name, username, and password) to configure the connector
Your list of Subcontract Letter (SL) numbers — these will be imported into Billy to match contracts across both systems
💡 Tip: Your IT or database admin can confirm the service account permissions. Security Groups 1001 and 1002 are standard Vista groups. If they're unsure, reference the Trimble Vista Connector setup guide. |
New Customer Setup: Step-by-Step
Your Billy implementation team handles the internal steps. Here's what you'll need to do on your end:
Step 1: Accept Your App Xchange Invite
Your Billy rep will create a new deployment in Trimble App Xchange and send you an invite. Check your email, accept the invite, and log in to App Xchange to confirm access.
Step 2: Install the App Xchange Agent
Follow Trimble's guide to install the App Xchange Agent on your server and connect it to your Vista database:
During this step, make sure your Vista service account has:
Security Groups 1001 and 1002
Read access to the SLHD and SLIT tables
Step 3: Configure the Vista Connector
Enter your Vista database credentials into the App Xchange connector settings. This authorizes the data sync between Vista and Billy. Your Billy rep will configure the Billy-side HTTP connector in parallel.
Step 4: Set Up the BILLY Compliance Code in Vista
This is the most important Vista-side configuration step. In Vista, create a new compliance code named exactly:
|
This compliance code is how Billy writes compliance status back into Vista. When a subcontractor's COI is current and compliant in Billy, the BILLY code in Vista is updated accordingly — feeding the AP Verify flag and keeping your payment queue clean.
⚠️ Important: The compliance code must be named |
Step 5: Confirm Your Sync Schedule
Let your Billy rep know how frequently you'd like compliance status to sync from Billy into Vista. Common cadences are:
Hourly — Best for high-volume teams processing many invoices daily
Twice daily — Sufficient for most customers and slightly reduces system load
Step 6: Go Live
Your Billy rep will run a one-time backfill to push existing compliance data from Billy into Vista, so your records are current from day one. After that, the integration runs automatically on your chosen cadence.
That's it — your subcontractor COI tracking is now connected end-to-end across both platforms.
Existing Billy Customer? Here's Your Quick-Start
If you're already using Billy to track COIs and want to connect your Viewpoint Vista environment, the process is shorter — your vendor data and compliance history are already in Billy.
Here's what you need to do:
Your Action | Details |
✅ Accept your App Xchange invite | Contact Billy support to initiate — we'll send your invite |
✅ Install the App Xchange Agent | Trimble's guide here — your IT team handles this |
✅ Configure the Vista connector | Enter your Vista database credentials in App Xchange |
✅ Create the BILLY compliance code in Vista | Name it exactly |
✅ Confirm your sync cadence | Hourly or twice-daily — let your Billy rep know |
Once those steps are done, your Billy rep handles the rest: importing your SL numbers, configuring the API connector, running the backfill, and enabling live sync. Most existing customers are fully connected within a few business days.
💬 Ready to connect? Reach out to your Billy rep directly or use the chat bubble below and we'll kick off the process. |
What Syncs Between Billy and Vista
Here's a clear breakdown of what data flows between the two systems once connected:
Data | Direction | Details |
Subcontract (SL) numbers | Vista → Billy | Used to match vendor contracts across both systems |
Compliance status (Compliant / Non-Compliant) | Billy → Vista | Written to the BILLY compliance code; feeds the Vista AP Verify flag |
COI documents and coverage details | Stored in Billy | Accessible from Billy — not stored in Vista |
Renewal tracking and vendor outreach | Managed in Billy | Automated reminders sent to subs before expiration |
Frequently Asked Questions
Does Billy replace Vista's compliance tracking?
No — and it's not designed to. Vista's compliance codes, groups, and AP Verify flag are valuable infrastructure worth keeping. Billy adds the operational layer that Vista doesn't have: collecting documents, reviewing them, chasing renewals, and onboarding vendors with the right paperwork from day one. The two systems work together, not against each other.
Do my subcontractors need a Vista login or Billy account to submit COIs?
No. Subcontractors submit documents through Billy's vendor portal, which requires no account creation. They receive a link, upload their certificate, and Billy handles the rest.
How long does the setup take?
For most customers, the full integration — from invitation to live sync — takes 3–5 business days. The primary variables are IT availability to install the App Xchange Agent and configure the service account permissions.
What if my Vista service account doesn't have the right permissions?
The integration requires the Vista service account to be in Security Groups 1001 and 1002 with read access to the SLHD and SLIT tables. If permissions are missing, the connector will not be able to read subcontract data. Your Vista admin or IT team can update these settings — reference the Trimble connector documentation linked in Step 2 above.
Can I choose how often compliance status syncs into Vista?
Yes. The sync cadence is configurable — most customers choose either hourly or twice daily. Your Billy rep will set this up in App Xchange during onboarding.
I'm an existing Billy customer but I don't see Vista sync options in my account. What do I do?
The Vista integration is configured by your Billy implementation team — it's not self-serve from within the Billy app. Use the chat bubble below or reach out to your Billy rep to get started. We'll send your App Xchange invite and walk you through the remaining steps.
📌 Need help or ready to get started? Contact the Billy team via the chat bubble below or visit https://billyforinsurance.com/viewpoint-vista/ to learn more about the integration.