Overview
When a subcontractor or vendor submits a prequalification form in Billy, you can have specific team members automatically notified by email. This is useful for teams who want to stay on top of new vendor submissions — for example, so your estimating or project management team knows immediately when a new sub is in the system and ready to be added to bid lists.
There are two ways notifications work in Billy:
Admin-level notifications — An admin adds specific users to the prequal notification list in Settings. Anyone listed there gets an email every time a vendor submits.
User-level preferences — Each user can control their own notification settings and opt in or out at any time from their personal notification center.
Part 1: Adding Team Members to Prequal Notifications (Admin)
To set up email notifications for prequal submissions, an admin needs to add users in the Prequalification Settings page.
Step 1: Go to Settings → Prequalification
From your Billy dashboard, click Settings in the left navigation, then select Prequalification from the settings menu.
Step 2: Find the Email Notifications Section
Scroll down to the Email Notifications section. You'll see:
A list of users currently subscribed to prequal submission notifications
A "Subscribe a new user to email notifications" dropdown to add more team members
Step 3: Add the Users You Want Notified
Click the Select a user dropdown and choose the team member you'd like to notify whenever a vendor submits a prequal form. Repeat for each person you want to add.
💡 Tip: This is a great way to loop in your estimating team, project coordinators, or business development contacts — anyone who needs to know about new vendors coming into the system so they can start including them in bid invites right away. |
Anyone added here will receive an email notification each time a vendor completes and submits the prequalification form. The notification includes a summary of the submission so your team can act on it without needing to log into Billy first.
Removing a User from Notifications
To remove someone from the prequal notification list, click the ✕ next to their email address in the Email Notifications section. They will no longer receive emails for new submissions.
Part 2: Managing Your Own Notification Preferences
Every Billy user can control their own email notification settings independently — without needing an admin to make changes for them.
How to Access Your Notification Settings
Click Settings in the left navigation
Select your name or profile from the top right, then navigate to your personal notification preferences
You'll see toggle switches for each notification type
What You Can Toggle On or Off
Notification Type | What It Does |
Prequalification Submissions | Get emailed when a vendor submits a prequal form |
Wallet Uploads | Get emailed when a broker uploads documents to the Insurance Wallet |
Directory Uploads | Get emailed when documents are uploaded to the vendor directory |
Project Subscriptions | Get emailed when a vendor uploads documents to a specific project — toggle on a per-project basis |
📋 Unsubscribe from all: If you want to turn off all upload notifications at once, scroll to the bottom of your notification settings and click Unsubscribe From All Upload Notifications. This will opt you out of all upload-related emails and prevent you from being auto-subscribed to new projects. |
Frequently Asked Questions
Can I add someone who isn't a Billy user to the prequal notification list?
The notification dropdown in Settings → Prequalification shows your existing Billy team members. To add someone who isn't yet a user, you'll need to invite them to Billy first. Reach out to your Billy rep or use the chat bubble below for help adding new users to your account.
Will the notification email include a copy of what the subcontractor filled out?
Yes — the notification email includes a summary of the vendor's prequal submission, so your team has context on the new company immediately, without needing to log into Billy to find the record.
A team member says they're not receiving prequal notification emails. What should I check?
There are two things to verify:
Confirm they're listed in Settings → Prequalification → Email Notifications
Ask them to check their personal notification settings and make sure the Prequalification Submissions toggle is turned on
If both are set correctly and they're still not receiving emails, have them check their spam folder or reach out to Billy support.
Can I get notified for only certain projects, not all prequal submissions?
Prequal submission notifications apply at the account level — you'll be notified for all submissions. For project-specific document upload notifications, use the Project Subscriptions toggle in your personal notification settings, where you can subscribe or unsubscribe per project.
I turned off notifications but I'm still getting emails. What do I do?
Make sure you've toggled off the correct notification type in your personal settings. If you want to stop all upload-related emails at once, use the Unsubscribe From All Upload Notifications button at the bottom of your notification settings page. If the issue persists, contact Billy support via the chat bubble below.
📌 Need help? Contact the Billy support team via the chat bubble below or visit billyforinsurance.com.