This guide is meant to help a broad range of Billy users, including new partners, existing ones, Procore users, and those who don't use Procore.

If this tutorial and the help desk article links throughout do not answer your questions, please reach out to your Customer Success Specialist. We are happy to help!

Everything you need to know about what lives in this section of the app, and how things work

Projects are auto-sorted by project number. If no project number exists, projects are sorted alphabetically.

Filter by Project Status (multi-select if desired)

Sometimes you need to find projects in different ways. No matter the situation, you can sort your main project list by project name or project number to configure this information the way you want it and quickly find the project you need.

On the Project Page, click "Project Number" or "Project Name" (headers at the top of this table) to sort in ascending or descending order for each.

This article goes into detail about Creating Projects

There are 4 ways to import Procore vendors:

If you import by Subcontract and/or Purchase Order, you can then select all of the contract statuses you want Billy to import. Select all that apply:

This article goes into these import methods in more detail.

All New Projects (Procore and Manual) automatically begin in Draft mode so adjustments to requirements and vendors can be made before requesting documents.

When Projects are in Draft mode, no emails are sent by Billy.

This article goes into detail about Project Statuses.

When creating a new project, Default Requirements are copied into each project. Add or edit requirements to meet project-specific requirements.

Add Insurance Requirement:

Edit Insurance Requirement:

This help desk article goes into insurance requirements in more detail.

Sample documents provide a visual of your requirements to vendors.

Vendors are able to download Sample Docs in the Vendor Submission Portal.

Vendor Submission Portal: Sample documents can be viewed or downloaded.

This article goes into required documents in more detail.

In your Billy-synced Procore Project, this is where the vendors who have contracts on your project live.

Vendor Syncing Tips:

This help desk article goes into Vendor Sync Troubleshooting in more detail.

In your Billy Project, this is where the vendors who have contracts on your project live.

How to add new/existing vendors:

Each project has a compliance bar that tracks the percentage of vendors in compliance on this project.

Note: Inactive vendors are not included in this compliance calculation.

Easily move between Billy and Procore with links to your Procore account throughout Billy. These links exist in 3 places:

If excluded officers were added during document review, you can see a running list of all excluded officers for a given project by following these steps:

In the Contracts tab in a project, you can sort vendors in 2 ways:

On the contracts tab within a project, there are 3 dots to the right of each vendor. Here is what you'll find in this dropdown:

Vendor 3 dots

Vendor Submission Portal

There are times when a vendor is imported into Billy, and you decide you don't need to, or no longer need to track compliance for that vendor. That is when marking a vendor inactive comes in handy.

Here is what to expect when a vendor is marked inactive:

Step 1: Add New Project to Billy

Step 2: Confirm project requirements.

Step 3: [Procore Partners Only] Check the Procore sync log.

The Procore Sync Log within each project will contain a historical record of all sync issues that occur. Use it to uncover missing vendors and correct the missing data (most of the time email contacts in Procore) to correctly sync all desired vendors. Read more here.

Step 4: Set Up and Verify Contract List

Step 5: Change project status from Draft to Active

Step 6: Bulk-send initial requests

This article goes into detail about Going Live with Projects.

This article goes into detail about Billy’s Automated Correspondences (reminders after initial request, renewal reminders, etc)

There are 2 ways to upload documents to Billy:

Contract (Vendor) Coverages list the requirements specific to that contract on the project. All statuses start in an "unreviewed" state and update as reviews of documents are made. Over time, this is where you will see the continuity of coverage for this contract (vendor).

Coverages Statuses

Other things to note about the Coverages Tab:

Centralize contract (vendor) compliance communication by utilizing Contract Notes, allowing Admin and Standard users to document contract specifics on a project, such as an override authorization. "Save" your note or "Save & Send Email" to send an email notification to a Billy user to draw attention to your note, ensuring efficient communication.

Admin and Standard users can create a Contract Note, send email notification, and/or delete a note they created. Read-Only users have viewing access without the ability to add notes or send notifications.

"Save & Send Email" will save your note automatically. Then you must select a recipient to send an email notification.

The “Needs Review” status means there are documents that require your attention to review.

When a vendor submits a document, or you upload one manually, here are the steps to review these documents:

After reviewing documents, if you believe they should be compliant, but they still show non-compliant, consider these steps:

After reviewing a document, you can edit a document any time by following these steps:

After reviewing a document, you can return to download the file at any time by following these steps:

Procore projects always originate in Procore, then are synced to Billy. The below chart shows how information flows from Billy to Procore and vice versa.

For Procore Partners, insurance information syncs to the Insurance tab in the Project Directory.

Insurance information is updated in real-time after documents are reviewed in Billy so your project team has the most relevant information at their finger tips. For example, if the first document a vendor submitted included a General Liability policy that was not compliant, Billy would push this non-compliant status to Procore's Insurance tab. After the vendor submits a new document with a compliant GL policy and this is reviewed in Billy as compliant, the same record in Procore's Insurance tab would update in real-time to show the compliant GL policy.

In the Procore Insurance Tab, copy and paste the link in “Notes” to see the certificate in Billy. This list will grow over the years, showing your team continuity of coverage.

The Company Coverages Page in your Billy menu is a high-level health check of all projects/policies in your Billy account.

This tab is where you will find a running list of all vendors across all projects in Billy.

This is where mostly administrative functionality lives. Click the hyperlinks below for more details and check out this robust help desk article for even more details.