There are 4 statuses available for your projects in Billy. This gives you direct control over notifications and e-mails.
Please read below for the implications of switching between statuses.
Draft Status
All projects start in Draft status. This status is useful for setting up projects, or pausing project notifications as no emails will be sent by Billy.
Projects in Draft Status can be edited as normal. Vendors can be added, requirements can be added, and documents can be uploaded when logged into the Billy app.
- The vendor document upload portal does not accept new documents.
- Vendor document request emails are not sent.
- Project compliance is calculated normally.
- Coverages appear on the Coverages page, but will not appear in the CSV export.
- Projects in Draft Status will not be included in your Billy Weekly Digest emails.
Active Status
When your project is ready to go live, switch to Active Status. This is the normal current operation of your Billy Projects.
- The vendor document upload portal accepts documents.
- Project compliance is calculated normally.
- Automated reminders and document request emails are sent.
- Coverages will appear in the CSV export.
- Projects in Active Status will be included in your Billy Weekly Digest emails.
Warranty Status
After a project has reached substantial completion, it's time to track the warranty period. Use the Warranty project status to indicate when a project is in the warranty period, and set start and end dates based on how long you need to track the project during this period.
The Warranty status creates a visual indicator on the project list page and within a project so your team can differentiate between projects in progress vs ones in the warranty period. Requirement groups and expiration tracking remain unchanged.
Add warranty start and end dates when moving a project to the warranty project.
If adding warranty dates to an existing project in warranty status, click the 3 dots within the project, then Edit Project Details.
Frozen Status
Use Frozen Status only when your project is complete.
- The vendor document upload portal does not accept new documents.
- Vendors cannot be edited.
- Compliance is not recalculated.
- Automated reminders and document request emails are not sent.
- Coverages will no longer appear on the Coverages page or CSV export.
- If integrated, insurance updates will not push back to Procore.
- The project is not included in your Billy Weekly Digest emails.
What are the implications of moving
between statuses?
Moving between statuses has a wide-ranging impact. Read on below to discover the implications based on which status you are switching to and from.
Draft to Active
Document request emails can be sent by Admin or Standard users.
Expiration reminder emails will be sent automatically 30 days before expiration, 15 days before, and on the day of expiration. Then reminder emails are sent once a week for a month until a document is uploaded.
Draft to Frozen
Project compliance will stop being calculated.
Expiration reminder emails will not be sent automatically.
Active to Draft
Expiration reminder emails will stop being sent, and any emails that would have been sent are unretrievable.
The vendor document upload portal does not accept new documents.
Active to Frozen
Project compliance will stop being calculated and will remain in its current state.
The vendor document upload portal does not accept new documents.
Frozen to Draft
This should be done with caution and mindfulness of the following implications:
Project compliance will be calculated again, however compliance on events that occurred while in Frozen Status may be lost.
If integrated with Procore, new insurance updates regarding policy expirations will be pushed to Procore, but expirations that occurred while in Frozen Status may be lost.
Frozen to Active
This should be done with caution. Be mindful of the following implications:
Project compliance will be calculated again, however compliance on events that occurred while in Frozen Status may be lost.
If integrated, new insurance updates regarding policy expirations will be pushed to Procore, but expirations that occurred while in Frozen Status may be lost.
Expiration reminder emails will start being sent, but emails that would have been sent while in Frozen Status are unretrievable.
The vendor document upload portal will accept new documents while in Active Status.