Overview
If you run Trimble ProjectSight as your construction project management platform and you still track subcontractor insurance somewhere else, in spreadsheets, in email, or in a shared drive, this guide is for you.
Billy integrates directly with Trimble ProjectSight. You connect the two systems yourself from inside Billy in a few minutes, no implementation project required. Once connected, Billy handles the entire COI tracking and document management layer, collecting certificates of insurance, reviewing coverage against your requirements, and chasing renewals, while your projects and vendors flow in from ProjectSight automatically.
📌 Already a Billy customer? Jump to the Existing Customer Quick Start section below. |
How Billy and ProjectSight COI Tracking Works
The integration is built on a clear division of responsibility. ProjectSight stays the source of truth for projects and contracts. Billy owns the insurance document layer.
ProjectSight does this | Billy does this |
Holds your portfolio, projects, and project directory | Requests and collects COIs, W9s, and other compliance documents |
Manages contracts, subcontracts, and purchase orders | Reads coverage limits, endorsements, and expiration dates off each certificate |
Tracks the schedule of values and change management | Compares every certificate side by side against your insurance requirements |
Shows compliance status on the vendor record | Automates reminders and expiration follow up so nothing lapses unnoticed |
The result is that compliance gaps get caught while the contract is still being set up, not at the moment someone needs a payment released.
What You Will Need Before Getting Started
Setup takes a few minutes. Before you start, confirm the following:
A ProjectSight admin user, or a user with admin permissions on the projects you want to sync. This person has to be the one who authorizes the connection, because they are granting Billy access on behalf of your company.
The Trimble ID credentials for that admin user.
Admin access in Billy, so you can reach Settings and Connected Apps.
Your insurance requirements already set up in Billy as requirement groups. Every imported project needs a default group assigned during import.
IMPORTANT:
A ProjectSight admin user, or a user with admin permissions on the projects being synced, must authenticate the ProjectSight integration. A standard project user will not be able to complete the authorization.
ProjectSight Integration Setup, Step by Step
Step 1: Open Connected Apps in Billy
Log in to Billy as a ProjectSight admin user and navigate to the Settings page. Click Connected Apps, then click the blue Setup button under ProjectSight.
Step 2: Log In to ProjectSight and Authorize Billy
When the ProjectSight module opens, click Login to ProjectSight. Sign in with your Trimble ID, then click Allow on the Authorize Application page to grant Billy access.
Step 3: Choose Your ProjectSight Company
You will be taken back into Billy. Choose the ProjectSight company you want to connect to this team, then click Save Selection.
Your integration connection will show as successful with a green checkmark on the Connected Apps page.
Step 4: Import Your Projects
Click Import Projects. When the import module opens, first assign a default requirement group, which tells Billy what coverage to enforce against vendors on those projects.
Then select the projects you want to sync and click the blue Import Selection button. You can multi select and import as many projects as you like. Projects already in Billy are removed from the list, so nothing gets duplicated.
💡 Tip: You do not have to import everything at once. Many teams start with one or two active projects to see how the flow works, then come back and click Import Projects again for the rest. |
Step 5: Review Your Projects and Go Active
Your projects will sync and appear on the Projects page in Draft status, and all associated vendors will import automatically. You will see a green ProjectSight sync banner next to each project name as confirmation. Clicking that banner opens the project in ProjectSight in a new tab.
Use the Draft window to add any project specific additional insureds, upload sample documents, and assign vendor level requirements. When the project is ready, switch the status from Draft to Active and click Save.
Trigger your document requests and Billy's automation takes over. Your setup is complete.
IMPORTANT:
Do not add vendors to a Billy project manually before the first sync completes. Adding them ahead of the sync will cause the vendors to duplicate.
Existing Billy Customer? Here Is Your Quick Start
If you already use Billy for COI tracking, connecting ProjectSight is the same five steps above, and your existing requirement groups, vendor records, and compliance history carry straight over. A few things to keep in mind:
Your Action | Details |
✅ Have your ProjectSight admin run the setup | If your Billy admin is not a ProjectSight admin, loop in whoever is |
✅ Reuse your existing requirement groups | No need to rebuild them, just pick one as the default at import |
✅ Watch for projects you already track manually | If a project already exists in Billy, importing it again from ProjectSight can create a second record. Contact support and we will merge them |
✅ Start with one project | Validate vendor matching on a single job before importing your full portfolio |
💬 Questions before you connect? Use the chat bubble below or reach out to your Billy rep and we will walk through it with you. |
What Syncs Between Billy and ProjectSight
Here is what moves between the two systems once you are connected.
Data | Direction | Details |
Projects | ProjectSight to Billy | Imported on demand from the Import Projects module, created in Draft status |
Companies and vendor contacts | ProjectSight to Billy | Pulled from the project directory automatically, so you never retype a vendor |
Contracts, subcontracts, and purchase orders | ProjectSight to Billy | Each contract becomes a tracked vendor record in Billy |
COI documents and coverage details | Stored in Billy | Full document history, limits, endorsements, and expiration dates live in Billy |
Renewal reminders and vendor outreach | Managed in Billy | Automated emails go out to vendors before coverage lapses |
IMPORTANT:
New vendors added to your ProjectSight project sync to Billy automatically as long as the contract has a company assigned, a valid contact email on file, and an executed or approved status. Contracts missing a contact will not sync until one is added.
Troubleshooting
What you are seeing | What to check |
The authorization fails or no company appears at Save Selection | The Trimble ID used is most likely not a ProjectSight admin. Have an admin user complete the setup instead |
A project is missing from the import list | Either it is already imported into Billy, or the authorizing user does not have permissions on it in ProjectSight |
A vendor is in ProjectSight but not in Billy | Confirm the contract has a company assigned, a contact email, and an executed or approved status |
Duplicate vendors on a project | Usually caused by adding a vendor manually in Billy before the first sync. Contact support and we will merge the records |
No ProjectSight option under Connected Apps | Check that you are logged in as a Billy admin. If it is still missing, contact support to confirm it is enabled on your plan |
Frequently Asked Questions
How long does the ProjectSight integration take to set up?
A few minutes. The connection is self serve from Settings, Connected Apps in Billy, and there is nothing to install. The only real prerequisite is having a ProjectSight admin available to authorize it.
Who needs to authorize the connection?
A ProjectSight admin user, or a user with admin permissions on the projects being synced. That person logs in to Billy, runs the setup, and signs in with their Trimble ID. Once connected, other Billy users can work with the imported projects normally.
Does Billy replace compliance tracking in ProjectSight?
No, and it is not designed to. ProjectSight stays the system of record for your projects, contracts, and schedule of values. Billy adds the layer ProjectSight does not have: requesting documents from vendors, reading and verifying certificates against your requirements, and chasing renewals before coverage lapses. The two systems work together.
Do my subcontractors need a ProjectSight or Billy login to submit their COI?
No. Vendors submit through Billy's vendor portal, which requires no account creation. They receive a link, upload their certificate, and Billy handles verification from there. This is one of the biggest reasons collection rates improve after teams switch.
Which ProjectSight records does Billy read?
Billy reads your ProjectSight company, projects, companies in the project directory, and contract records including subcontracts and purchase orders. Billy does not read RFIs, submittals, drawings, or budget detail.
Can I add more projects after the initial import?
Yes. Go back to Connected Apps and click Import Projects any time. Projects already synced to Billy are filtered out of the list automatically, so you can safely run it as often as you like.
Can I connect ProjectSight alongside another system like Procore or Viewpoint Vista?
Yes. Billy supports multiple connected systems on one account, which is common for teams running a project management platform and an ERP side by side. See our Procore, Autodesk, and Viewpoint Vista guides for those connections.
What happens to a vendor when their insurance expires?
Billy sends automated renewal reminders ahead of the expiration date. If the vendor does not provide current coverage, their status flips in Billy and your project team sees the gap immediately, without having to chase anyone for an answer.
What happens if I disconnect the integration?
Your projects, vendors, documents, and compliance history stay in Billy. Disconnecting only stops new data flowing in from ProjectSight. If you reconnect later, you can import projects again from the same module.
📌 Need help or ready to get started? Contact the Billy team via the chat bubble below or visit https://billyforinsurance.com/integrations/ to learn more about our construction compliance integrations.
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