Overview
Many general contractors use Billy to prequalify subcontractors and suppliers before they bid or start work. If a general contractor sent you a link to their prequalification form, this guide walks you through filling it out and submitting it. No Billy account or login is needed.
Watch the walkthrough (7 minutes): How to Submit a Vendor Prequalification Form in Billy
đ Note: Each general contractor builds its own form, so the sections and questions you see may be different from the examples below. Fields marked with a red asterisk (*) are required. |
Before You Start: What to Have Ready
Gathering these items first makes the form much faster to complete:
Your legal company name, physical and mailing address, and main phone number
Names, emails, titles and phone numbers for your key contacts, such as your primary bid contact, safety manager, accounting contact and authorized signer
Your NAICS code or a description of the work you perform
A current, signed W-9 (PDF)
A current Certificate of Insurance (COI) (PDF). Ask your insurance broker if you need an updated one.
Any SBA or diversity certifications you hold (MBE, WBE, DBE, SDVOSB and similar)
Your annual revenue range, typical project sizes and the areas where you work
Step-by-Step: Completing the Form
Open the link the general contractor sent you. The form steps are listed on the left side of the page. Use Next and Prev to move between steps, or click any step in the list to jump to it. Your answers are saved as you go.
Step 1: Company Information
Enter your physical address and legal company name exactly as they appear on your W-9.
Enter your mailing address, or check Same as physical address.
Add your company phone and your primary point of contact. Check each role that person holds, such as Primary Bid Contact or Safety Manager.
Under What types of work does your company perform?, start typing a keyword (for example, "steel" or "electrical") and choose your NAICS code from the list. You can add more than one.
Select your union affiliation.
Add any additional contacts, such as your bookkeeper, and check their roles.
Step 2: SBA and Diversity Certifications
Answer whether your company holds any current Small Business Administration (SBA) or diversity certifications. If you answer Yes, choose the certification types and upload the certificates when asked.
Step 3: Compliance Documents
For each document, such as your W-9 and Certificate of Insurance, drag and drop the file into the upload box, or click Choose a File.
Files must be in PDF format and no larger than 50 MB.
Once uploaded, the file name appears above the upload box. Click the X next to it if you need to remove it and upload a different file.
Answer any remaining questions in this step, such as whether your company has filed for bankruptcy in the last three years.
Step 4: Bidding Questionnaire
Select your type of company (for example, Subcontractor â Furnish and Install, Subcontractor â Install Only, or Supplier â Material Only) and the types of projects you work on, such as Commercial, Healthcare or Government. Use Check All to select every option at once.
Step 5: Trade Types and Project Size
Check every trade your company performs. Trades are usually listed by CSI division (for example, 22 Plumbing, 23 HVAC or 26 Electrical). Then select the project sizes your company typically takes on.
Step 6: Financial
Select your company's annual revenue range. This information is shared only with the general contractor reviewing your submission.
Step 7: Areas of Work and Submit
Check each region or county where your company works.
Add any final contacts the form asks for, such as an authorized signer.
Review your answers, then click Submit.
What Happens After You Submit
You'll see a Thank You page confirming your submission and the date and time it was received.
Your primary contact receives a confirmation email with a summary of everything you submitted. Keep it for your records.
The general contractor reviews your submission. You'll receive an email when your prequalification is approved or rejected, and the general contractor will reach out if they need anything else.
Tips for a Faster Approval
Upload current documents. Expired COIs and unsigned W-9s are the most common reasons a submission is sent back.
Match your legal name. Use the same legal company name on the form, your W-9 and your COI.
Choose contacts carefully. The general contractor uses these contacts for bids, safety, insurance and payments, so list the right person for each role.
Be thorough on trades and areas of work. General contractors use these answers to decide which bids to invite you to.
Frequently Asked Questions
Do I need a Billy account to submit a prequalification form?
No. You only need the link the general contractor sent you.
Can I save my progress and come back later?
Your answers are saved as you move through each step. To be safe, we recommend completing the form in one session once you have your documents ready.
What file types can I upload?
Documents must be PDFs up to 50 MB each. If you have a photo or Word file, save or export it as a PDF first.
I didn't get a confirmation email. What should I do?
Check your spam or junk folder, and confirm the primary contact email on the form was entered correctly. If you still can't find it, contact the general contractor or reach out to Billy support using the chat bubble below.
Who sees my information?
Your submission goes to the general contractor that sent you the form. Billy protects your documents and data using industry-standard security and encryption.
My prequalification was rejected. Can I resubmit?
Yes. Read the reviewer notes in your decision email, update your information or documents, and submit the form again using the same link.
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đ Need help? If you have trouble completing the form, reach out to the Billy support team via the chat bubble below, or contact the general contractor that sent you the form. |