When you have a new project to track compliance for, there are a few steps to set up the project
Step 2: Add the Project (Standard vs Import a Procore/Autodesk-synced)
Step 6: Set Up and Verify the Contract List (Verify contract requirement group, email on file, upload existing COIs)
Step 7: Flip Project to Active NOTE: If you are a Managed Plan partner, let the Billy Team know the project is ready to flip to active and we will send initial requests for you!
Step 8: Bulk Send Initial Document Requests [SOFTWARE-ONLY PARTNERS]
Let's review these steps in more detail below.
Step 1: Consider the Requirement Group You'll Need: Default vs Project-Specific?
This first step involves reviewing the project's contract requirements against your Default requirement group to see how the project's requirements compare to the Default requirements confirmed in Billy.
If you will use the default requirement group or one already established, continue to step 2.
If the project's requirements differ from the default requirement group, you need to create a project-specific requirement group.
Settings page > Requirement Groups
Use the 3 dots next to the Requirement Group to Copy the group.
Re-name the Requirement Group, ie Project ABC.
Edit the existing requirements that were copied, or add a new requirement.
PRO TIP
When comparing project requirements against the default requirement group, keep in mind that Additional Insureds are not included in requirement groups. Additional Insureds are set in the project, so disregard this requirement at this step!
Step 2: Add the Project
On the Projects page, click the blue + button in the top right. There are 2 options:
Add a Standard project (ie not synced to Procore or Audtodesk)
Import a Procore Project OR Import an Autodesk Project
Creating a Standard project in Billy (ie not synced to Procore):
Enter Project Name (required)
Project Number (optional)
Legal Entity is automatically pulled from your default entity set in Settings, but this can be changed here if relevant. New Legal Entities must be set up in your Settings.
Default contract requirement group automatically selects your "default" requirement group (system default) from Settings. Click the dropdown to select a different requirement group if relevant. If the requirement group you need is not available in the dropdown, cancel and return to step 1.
Project Location details (optional - Street, City, State, Zip)
Click "Save"
To import a Procore project to Billy, check out this help center article.
PRO TIP
All vendors added to the project or synced from Procore will inherit the project requirement group .
Step 3: Verify Legal Entity and edit as needed
This step is only relevant for partners with multiple legal entities in Billy.
The Default Legal Entity will be assigned during import, and if this needs to be changed, now is the time to do it!
At the top of the Project Page, click the 3 dots, then Edit Project Details, and select the correct Legal Entity from the dropdown. Click Save.
Step 4: Check the Procore Sync Log (Procore Users Only)
Use the 3 dots at the top of the Project Page, then click Procore Sync Log to view a historical record of all sync issues that occurred during the initial import.
This log will continue to update throughout the life of the project, so access it often to ensure all contracts successfully sync to Billy. It also is one way to see the import method for the Procore project.
The error message will show when the sync error occurred, the contract number, company (vendor) name, scope of work, and the error. Most of the time, the error is a missing email address as it relates to the import method. Read more here to understand where emails are required for each import method, including a 4-minute video on the Procore Sync Log.
Use the View in Procore button to jump directly to the page in Procore where the error can be resolved.
Step 5: Add Sample Documents and/or Additional Insureds
Within the project, add project-specific sample documents or additional insured parties if applicable.
Step 6: Set Up and Verify the Contract List
There are 2 routes you can take for this next step, depending on whether you are setting up a Standard (non-Procore) project vs a Procore project.
PRO TIP:
Standard (non-Procore) Projects: Add vendors/contracts to the new project using these instructions.
Procore-synced Projects: Vendors/contracts are synced automatically. Review these instructions to learn more.
Adding Contracts/Vendors to Standard (non-Procore) Projects
Add vendors/contracts. Instructions can be found here.
[OPTIONAL] Assign the contract requirement group. This section will default to the project requirement group set during project creation because contracts inherit the project requirement group. If the requirement group you need does not appear in the dropdown, create the new requirement group in Settings before proceeding.
Upload COIs. Do you have COIs on file for a project? Upload them so you don't accidentally request documents from them.
"Adding" Contracts/Vendors on Procore Projects
If you are setting up a project that was imported from Procore, review the contract list to:
Confirm/edit insurance contacts. Ensure the correct email contact is in Billy. If not, use the 3 dots on the right to edit the contact information.
Mark (Procore) vendors inactive. If contracts synced that you do not need to collect documents from, now is the time to mark them inactive in Billy.
Verify/edit contract-specific requirement group. Contracts inherit the project-level requirement group. If the contract requires specific requirements, create the contract-requirement group in Settings (if necessary) and assign the correct requirement group against the contract.
Upload COIs. Do you have COIs on file for a project? Upload them so you don't accidentally request documents from them.
Verify email contact. Is the email contact that synced from Procore the insurance-specific contact? Or is the contact for that vendor different on this project? For any reason, use the 3 dots on the right to edit the contact information.
PRO TIP:
Missing vendors in Billy that you added to the project in Procore? Check out this help center article on Project Import Methods & Vendor Syncing to help you troubleshoot.
Step 7: Flip Project to Active
[MANAGED PLAN PARTNERS] Let Billy Team Know Project is Ready to Flip to Active
For our Managed Plan Partners, this is your final step: Use the in-app chat (preferred and fastest response) or email the Billy Team to let us know the project is ready for us to flip to active and request documents. After that, you're done!
[SOFTWARE-ONLY PARTNERS] Flip the Project from Draft to Active
For our Software-only Partners here is how to flip a project to Active:
At the top of the Project Page, use the 3 dots to change the project status from draft to active.
Projects must be Active to send vendors emails.
Step 7: [SOFTWARE-ONLY PARTNERS] Bulk Send Initial Document Requests
For our Managed Plan Partners, the Billy Team does this for you!
For our Software-only Partners here is how bulk send initial document requests:
PRO TIP:
After flipping a project to Active, nothing will happen in the application until you send an initial document request.
After you send the initial request, then Billy sends reminder emails once a week for a month until a document is uploaded.
The ONLY automatic emails Billy sends on Active projects are:
Renewal reminders (30 + 15 days before expiration, then on the day of expiration)
Reminder emails after the initial request for documents (once a week for a month)
Then select all, and de-select vendors as needed.
Click Request Insurance (#) to send all selected vendors an email asking for compliance documents. Billy will send vendors an email reminder once a week for a month until a document is uploaded by the vendor or manually added by a Billy user.
Do you still need help?
If you have any questions or need assistance, you can reach us in the in-app chat, or you can email your Customer Success Specialist anytime.
