Overview
The Prequal Sender Email setting lets you choose which email address Billy uses for every vendor prequalification email. Submission confirmations, approvals and rejections are sent from this address, and vendors see it as the contact for any questions about their submission. When a subcontractor replies, the reply goes straight to the person or inbox that owns prequalification at your company.
đĄ Why it matters: At many general contractors, prequalification belongs to preconstruction or procurement, while insurance compliance belongs to a risk or accounting team. Without a dedicated prequal sender, vendor replies about a prequalification decision can end up with the insurance team instead of the person who made the decision. The Prequal Sender Email keeps each conversation with the right owner. |
What the Prequal Sender Email Does
Once your Prequal Sender Email is set and confirmed, Billy uses it for every prequalification email sent to vendors:
Submission confirmations: the automatic email a vendor receives right after submitting your Prequalification Form.
Approval emails: sent when your team approves a vendor's prequalification.
Rejection emails: sent when your team rejects a submission, including any reviewer notes.
Vendors also see the address in the body of the confirmation email: "If you have questions about your submission, reply to this email or contact [Your Company] at prequal@yourcompany.com."
How to Set Up Your Prequalification Sender Email
In Billy, go to Settings > Prequalification.
Find the Prequal Sender Email section.
Enter the address you want vendors to see and reply to in the Sender email address field, such as prequal@yourcompany.com or the email of the person who leads prequalification.
Click Save Prequal Sender Email.
Confirm the address. Billy starts using it only after it has been confirmed.
đ Note: Until your Prequal Sender Email is confirmed, prequalification emails keep coming from your team's sender email. If your team doesn't have a sender email set up, they come from no-reply@billyforinsurance.com. |
Team Sender Email vs. Prequal Sender Email
Billy now supports two sender addresses so each part of your workflow reaches the right people:
Team sender email (set in Team Settings): used for insurance and compliance emails, such as certificate of insurance (COI) requests and document review notifications.
Prequal Sender Email (set in Settings > Prequalification): used only for vendor prequalification confirmations, approvals and rejections.
For example, your preconstruction director can own every prequalification conversation while your insurance coordinator keeps handling COI requests, all from the same Billy account.
Best Practices
Use a shared inbox when you can. An address like prequal@yourcompany.com keeps working if team members change roles and lets several reviewers see vendor replies.
Match the reviewer. Use the address of the team that actually reviews and decides on prequalification submissions.
Pair it with internal notifications. Set up email notifications for prequalification submissions so the same team is alerted whenever a new vendor submits.
Frequently Asked Questions
What is a prequalification sender email?
It is the email address Billy uses to send vendor prequalification emails on your behalf. It controls who vendors hear from and who receives their replies about prequalification.
Which emails use the Prequal Sender Email?
Vendor prequalification submission confirmations, approvals and rejections. COI requests and other compliance emails still use your team sender email.
What happens if I don't set a Prequal Sender Email?
Prequalification emails are sent from your team sender email, or from no-reply@billyforinsurance.com if your team doesn't have one.
Can I change the address later?
Yes. Return to Settings > Prequalification, enter the new address and save it. The new address needs to be confirmed before Billy starts using it.
Does this change the email my team gets when a vendor submits a form?
No. Internal submission notifications are managed separately. See Setting Up Email Notifications for Prequalification Submissions.
About Vendor Prequalification in Billy
Billy is vendor prequalification and insurance compliance software built only for construction. General contractors use Billy to collect subcontractor prequalification forms, review submissions and record decisions in one place. Approved vendors can be created automatically in Procore or Autodesk Construction Cloud, assigned the right insurance requirement group, and tracked for COI compliance on every project. Billy can also flag vendors to requalify on a set schedule.
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đ Need help? If you have questions about setting up your Prequal Sender Email, reach out to the Billy support team via the chat bubble below. |