Overview
Custom form requirements in Billy (such as Vendor Prequalification forms or other custom forms with expiration intervals) now follow the same automated email cadence as COIs and other expiring documents. Vendors are automatically reminded before their form lapses — and notified the day it expires — so your team doesn't have to chase renewals manually.
This brings custom form requirements in line with how Billy already handles insurance policy expirations, giving you a consistent, predictable workflow across every expiring requirement type.
Who This Is For
Compliance admins and partner success teams who:
Use custom form requirements (like Vendor Prequalification) with expiration intervals enabled
Want vendors automatically reminded ahead of expiration without manual outreach
Expect the same email behavior across COIs and custom forms
The Automated Email Cadence
Once a vendor submits a custom form requirement that has an expiration interval, Billy automatically sends the following emails as the expiration date approaches:
When | Email Sent | Purpose |
30 days before expiration | Expiring Soon reminder | Early heads-up that the form is coming up for renewal |
15 days before expiration | Expiring Soon reminder | Second nudge as the deadline gets closer |
Day of expiration | Expired notification | Confirms the form has lapsed and a new submission is required |
All three emails are sent automatically to the vendor contact on file. No setup is required — if a custom form requirement has an expiration interval, the cadence is on by default.
What the Emails Say
Expiring Soon Emails (30-day and 15-day)
Sent to the vendor at 30 days and again at 15 days before expiration.
Subject: Your [Form Name] for [Your Company Name] is expiring soon |
Hi [Vendor Name],
Your [Form Name] submission for [Your Company Name] is set to expire on [Expiration Date]. To stay compliant, please submit an updated form before that date.
[Submit Updated Form button]
If you have any questions, reply to this email or contact support@billyforinsurance.com.
|
Expired Email (Day Of)
Sent on the day the form requirement expires.
Subject: Your [Form Name] for [Your Company Name] has expired |
Hi [Vendor Name],
Your [Form Name] submission for [Your Company Name] has expired as of [Expiration Date]. Please submit a new form to restore compliance.
[Submit Updated Form button]
If you've already submitted a new form, you can disregard this email.
|
What Happens After Expiration
When the form requirement expires:
The vendor's status for that requirement automatically flips to Expired
The vendor is flagged as non-compliant in Billy
The standard post-expiration reminder cadence kicks in (follow-up reminders every 7 days) until the vendor submits an updated form
Once the vendor submits a new form, all reminders stop automatically
PRO TIP
This is the same cadence Billy already uses for expiring COIs — so if your team is familiar with how insurance policy expiration emails behave, custom form expiration will work exactly the same way.
When Emails Stop
The automated expiration emails stop as soon as any of the following happens:
The vendor submits an updated form before or after expiration
The vendor is marked inactive in Billy
The form requirement is removed from the requirement group
Do I Need to Turn This On?
No — automated expiration emails are on by default for any custom form requirement that has an expiration interval enabled. To make sure they fire correctly:
Go to Requirement Groups and open the relevant group.
Confirm the custom form is added as a requirement.
Make sure This requirement expires is toggled on, with an interval set (e.g., Every 1 Year).
For a full walkthrough on enabling expiration on custom forms, see Automatically Requalify Vendors with Expiring Prequalification Forms.
Frequently Asked Questions
Does this apply to all custom forms or just Vendor Prequalification?
It applies to any custom form requirement that has an expiration interval enabled. Vendor Prequalification is the most common example, but the same cadence runs on any other custom form configured with expiration.
Can I customize the timing of the 30-day and 15-day reminders?
Not at this time. The 30-day, 15-day, and day-of cadence is standardized to match Billy's existing COI expiration behavior, which keeps the workflow consistent across requirement types.
What happens if the vendor's email on file is wrong?
The emails will be sent to whatever contact is currently on file. If the vendor isn't responding, confirm the email is correct in the vendor's contact record. See Edit or Change an Email Contact for instructions.
Will my team be notified when a custom form expires?
The automated emails described in this article go to the vendor. Your team's notifications about submissions and reviews are managed separately under Settings > Email Notifications. See How to Get Email Notifications When a Vendor Submits a Prequalification Form.
What if the vendor doesn't respond to any of the expiration emails?
After the day-of expired email, Billy continues sending reminder emails every 7 days. If the vendor still doesn't respond after the standard reminder cycle, they'll appear on the Non-Responsive filter — see Non-Responsive Vendors for how to follow up.
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📌 Need help? Contact the Billy support team via the chat bubble below or visit billyforinsurance.com.