Overview
Once your ProjectSight integration is connected, Billy keeps your contracts and vendors current on its own. Every hour, Billy checks your connected ProjectSight projects for new contracts, brings them into Billy as tracked vendor records, and starts the certificate of insurance tracking process automatically.
⚡ Short answer: Billy syncs new ProjectSight contracts once an hour. New contracts are created in Billy, and if the vendor on an existing contract changes in ProjectSight, Billy updates that vendor to match. You do not have to run anything manually. |
What the ProjectSight Contract Sync Does
ProjectSight is where your team awards work. Billy is where subcontractor insurance compliance is enforced. The contract sync is the bridge between the two, so a subcontractor never gets onto a job without their certificate of insurance being requested and reviewed.
Each hour, for every team with a ProjectSight connection, Billy works through your connected projects one by one. For each project, Billy reads the contract list in ProjectSight and compares it to what already exists in Billy.
What Billy finds in ProjectSight | What Billy does |
A contract that does not exist in Billy yet | Creates it on the matching Billy project, with the vendor attached and your insurance requirements applied |
A contract that already exists, but the vendor on it has changed | Updates the contract in Billy to point at the correct vendor, so compliance follows the company actually doing the work |
A contract that already exists and has not changed | Leaves it alone, along with all of its documents, review history, and compliance status |
The practical result: award a subcontract in ProjectSight in the morning, and by the next hourly run that vendor is in Billy with their COI request already in motion. No spreadsheet, no re-keying, no waiting until a payment application to discover a coverage gap.
How Often Does the Sync Run?
Every hour, automatically, for each connected team. There is no button to press and no schedule to configure. If you have just awarded a contract and want to see it in Billy sooner, wait for the next run or reach out to support and we can trigger a sync for you.
What a Contract Needs Before It Will Sync
Billy only pulls contracts it can act on. A contract syncs from ProjectSight when all of the following are true:
The project is connected and imported into Billy. Contracts on projects you have not imported are not read.
The contract has a company assigned to it in ProjectSight.
There is a valid contact email on file for that company, so Billy has somewhere to send the document request.
The contract is in an executed or approved status.
IMPORTANT:
A contract missing a company or a contact email will not sync. It is not lost, it simply waits. Add the missing detail in ProjectSight and the contract comes across on the next hourly run.
Where You See Synced Contracts in Billy
Open the Projects page and select a connected project. Contracts appear as vendor records on that project, each with its compliance status, requested documents, and expiration dates. A green ProjectSight sync banner next to the project name confirms the connection is live, and clicking it opens the same project in ProjectSight.
New vendors inherit the requirement group assigned to the project at import, so coverage is checked against the right limits and endorsements from the first certificate they send.
What the Sync Does Not Do
❌ It does not delete contracts | Removing a contract in ProjectSight does not remove it, or its documents, from Billy |
❌ It does not write COIs back to ProjectSight | Certificates, coverage detail, and review history live in Billy |
❌ It does not import projects for you | Projects are imported on demand from Connected Apps. The hourly job only covers contracts on projects you have already connected |
❌ It does not overwrite your compliance work | Waivers, notes, additional insureds, and uploaded documents are preserved on every run |
Troubleshooting
What you are seeing | What to check |
A new contract has not appeared in Billy | Confirm the project is imported into Billy, then confirm the contract has a company, a contact email, and an executed or approved status. Allow up to an hour |
The vendor on a contract is wrong | Correct the company in ProjectSight. The next sync updates the vendor in Billy to match |
Duplicate vendors on a project | Usually caused by adding a vendor manually in Billy before the sync ran. Contact support and we will merge the records |
Nothing is syncing on any project | Check Settings, Connected Apps for a green checkmark on ProjectSight. If the authorization has lapsed, a ProjectSight admin needs to reconnect |
Frequently Asked Questions
How often do new ProjectSight contracts sync to Billy?
Once an hour. Billy runs a scheduled sync for every connected team, checks each connected ProjectSight project, and brings over any contract it has not seen before.
Do I have to import contracts manually?
No. Projects are imported once from Connected Apps, and after that contracts flow in on their own. Manual import is only used when you want to add another ProjectSight project to Billy.
What happens if the vendor on a contract changes in ProjectSight?
Billy detects the change on the next hourly run and updates the contract to the new vendor. Insurance requirements and document requests follow the corrected vendor, so you are always tracking the company actually performing the work.
Why is one of my contracts not syncing?
Almost always a missing detail in ProjectSight. The contract needs a company assigned, a valid contact email, and an executed or approved status, on a project that has been imported into Billy. Add what is missing and it syncs on the next run.
Does the sync create duplicate vendors?
No. Billy checks whether a contract already exists before creating anything, so re-running the sync is safe. Duplicates generally come from adding a vendor by hand in Billy that was already on its way from ProjectSight. Support can merge those records.
Does Billy start requesting certificates of insurance automatically?
Yes, once the project is Active and document requests are triggered. Billy emails the vendor, collects the certificate through a portal that requires no login, reads the limits and endorsements, compares them to your requirements, and chases renewals before coverage lapses.
Will deleting a contract in ProjectSight remove it from Billy?
No. Billy keeps the record and its document history so your compliance audit trail stays intact. Archive or waive the vendor in Billy if you no longer need to track them.
Can the contract sync run alongside another connected system?
Yes. Teams commonly run a project management platform and an ERP side by side. See our Procore and Sage Intacct guides, or browse every connection on our integrations page.
Who is this integration built for?
General contractors, construction managers, and owners who run Trimble ProjectSight and need COI tracking software built for general contractors rather than a spreadsheet. If you are new to the connection, start with the ProjectSight setup guide.
📌 Need help or ready to get started? Contact the Billy team via the chat bubble below, read more about construction insurance compliance, or book a demo to see automated certificate of insurance tracking end to end. |