Overview

If you run a construction company, you probably need vendors to requalify on a regular cadence — often every year or every two years. Billy lets you set an expiration interval directly on your Vendor Prequalification form, so the requalification cycle runs automatically.

This works just like expiration on COIs and other documents: once a vendor's prequal lapses, they're flagged as non-compliant and prompted to submit a fresh form.

Who This Is For

Compliance admins at construction companies who:

Require vendors to complete a prequalification form before working on projects
Want to enforce a recurring requalification schedule (annually, every two years, etc.)
Don't want to manually chase vendors for updated prequal forms each cycle

How to Enable Prequal Expiration

Step 1: Open Your Requirement Group

Go to Requirement Groups and open the requirement group you want to update — typically your company-level group.

Step 2: Add the Vendor Prequalification Form

Click Add Custom Form, then select Vendor Prequalification.

Step 3: Turn On Expiration

Toggle on This requirement expires.

Step 4: Set the Interval

Set the interval — for example, Every 1 Year (the default).

Step 5: Save

That's it. The interval will apply to every vendor in that requirement group.

What Happens When a Prequal Expires

When a vendor submits their prequalification form, Billy records the submission date and calculates the expiration based on the interval you set.

When the expiration date hits:

The vendor's prequal status automatically flips to Expired
The vendor is flagged as non-compliant, the same way they would be for an expired COI
The standard compliance alert flow kicks in, prompting the vendor to submit a new prequal

Automated Vendor Reminders

You don't have to chase vendors manually. Billy automatically reaches out on your behalf:

30 days before expiration: Billy emails the vendor to let them know their prequalification form is coming up for renewal and asks them to resubmit.
Every 7 days after that: Billy sends follow-up reminders until the vendor submits an updated form.

This means your team can stay hands-off while vendors get timely nudges to stay compliant.

🔜 Coming soon: custom expiration dates. Today, expiration is based on an interval from the vendor's submission date (e.g., 1 year from when they submitted). Soon, you'll be able to set a specific expiration date for a vendor's prequal — useful when you want all your vendors to requalify on the same calendar date (for example, every January 1st), regardless of when they originally submitted. We'll update this article when that option is available.

Tips

Pick an interval that matches your internal policy. Most construction clients requalify vendors annually. If your insurance or GC contracts require annual requalification, stick with the Every 1 Year default.
Apply this at the company level. Putting the prequal expiration on your company-level requirement group means every vendor is covered, rather than configuring it project by project.
Combine with COI expiration tracking for a single view of which vendors are due for renewal across all compliance requirements.

Frequently Asked Questions

What happens if a vendor ignores the reminder emails?

Billy will continue sending reminders every 7 days after the 30-day pre-expiration notice. Once the form expires, the vendor is flagged as non-compliant and the standard compliance alerts apply — giving your team visibility to follow up directly if needed.

Can I change the expiration interval later?

Yes. You can update the interval on the requirement group at any time. New submissions will use the updated interval going forward.

Does this replace the need to collect a new COI?

No — prequalification and COI tracking are separate. A prequal form covers general vendor information and qualifications; COIs cover insurance compliance. Most customers track both, each with their own expiration cadence.