Every time an email is triggered from Billy, whether that's an initial request, rejection, or automated expiration reminder, Billy saves you time by automatically sending reminder emails. Three (3) reminder emails are sent once a week, meaning your vendors will receive 4 emails in total, then they are considered non-responsive. Reminder emails end when a document is uploaded.
We go into more detail about automated expiration emails later in this article.
Read on below for details about these emails and what they look like.
Initial Request for Documents
To kick off automation in Billy, you will need to initially request compliance documents. You can do this 1 of 2 ways:
1. Click Request Documents from the contract (vendor) directly:
2. Within the project itself you can use the Needs Certificate filter to bulk request from all contracts (vendors) at the same time:
After you Request Documents, your vendors will receive an Initial Document request:
Initial Document Request
Subject: [Your Company Name] has requested compliance documents for project: [Project Name]
From: "[Your Company Name]" <example@companyname.com>
If your vendor receives the Initial Certificate Request and does not submit insurance, Billy's automation will kick in. Vendors will receive three Certificate Request Reminders, once every 7 days. If your vendor uploads insurance or you mark them inactive in Billy, these reminders will stop.
Initial Certificate Request Reminder
Subject: REMINDER - [Your Company Name] has requested proof of insurance for [Project Name]
From: "[Your Company Name]" <example@companyname.com>
PRO TIPS:
If you are interested in how many reminders a vendor has received navigate to the Coverages page and export the CSV. You will see a column titled
'Document Requests Reminder Count'.
In Billy, if you see any requests more than 35 days ago, you can re-request and the automated reminders will begin again with the above cycle.
Upcoming Expiration Reminders:
If your vendor is up for renewal, Billy will proactively send Upcoming Expiration Reminders at 30 days, 15 days, and on the day of expiration. If your vendor uploads insurance or you mark them inactive in Billy, these reminders will stop.
PRO TIP:
You can easily keep an eye on upcoming expirations in Billy on the Coverages Page and choose Expiring Soon.
Expiration Alerts to Vendors
On the day of expiration, Billy will send your vendor an Expiration Alert notifying them their insurance has expired.
Here is what the email to vendors looks like:
Expiration Alert
Subject: One or more of your policies have expired for [Company Name]
From: "[Company Name]" <example@companyname.com>
PRO TIP:
You can easily view all expired policies in Billy by going to the Coverages page and choosing Expired. This data can be exported and used for accounting & vendor payment purposes.
Expiration Reminders
If your vendor receives the Expiration Alerts and does not submit renewal insurance, Billy's automation will kick in. Vendors will receive three Expiration Reminders, once every 7 days. If your vendor uploads insurance or you mark them inactive in Billy, these reminders will stop.
Expiration Reminder
Subject: REMINDER - One or more of your policies have expired for [Company Name]
From: "[Company Name]" <example@companyname.com>
PRO TIP:
If you are interested in how many expiration reminders a vendor has received head to the Coverages page and export the CSV. You will see a column titled
'Expiration Notifications Count'.
If you see any expirations on the Coverages page older than 1 month, you can Request Documents and automated request reminders will begin again.
Rejection Notification
Vendors will receive Rejection Notifications with anything you added in Notes to Vendor.
Rejection emails to vendors will look like this:
Subject: [Your Company Name] has rejected one or more of your documents for [Project Name]
From: "[Your Company Name]" <example@companyname.com>
If you have any questions, please use the in-app chat or email support@billyforinsurance.com.