Bringing on new software can be overwhelming, we get it! To help alleviate concerns or answer some of the questions you might have racing through your head, we've put together a list of the most frequently asked questions and topics discussed during onboarding and implementation. Read on to ease your mind!
What does it mean to "Confirm my Requirement Groups?"
This is the most essential part of your account setup - ensuring your compliance requirements are complete and accurate from Day 1.
Confirming Requirement Groups is found in Settings > Requirement Groups. Here is how to view and make edits:
Click the 3 dots next to the Requirement Group Name
Click Edit to edit the Requirement Group
Click the 3 dots next to the policy to edit the policy details.
Items to review/edit:
Additional Insured? Named vs Blanket vs Not Required - which is needed?
Subrogation waived? Named vs Blanked vs Not Required - which is needed?
Policy Options - This is a free-form field where I pulled in all endorsements, required language, etc. There are 2 sections in this part to review and confirm:
Include in Description - required language
for Managed Plans only: Required Physical Forms - we will reject submissions that do not include the required full-form endorsements listed here
TIP: Non-Managed Plan partners should use Required Documents for these required forms.
Limits - ensure the list and amounts of limits are accurate and complete. Use the blue "+ Add Another Limit" button at the bottom of the limit list to add as needed.
This article goes into more detail on how to add and edit insurance requirements.
What do the emails look like that Billy sends to vendors?
From the initial request for documents to reminder and rejection emails, Billy saves hours of administrative time by sending a lot of emails on your behalf:
Reminder emails once a week after the initial request for documents.
Renewal Reminder emails prior to policy expirations (30 days before, 15 days before, on the day of expiration, then once a week for a month until a document is submitted).
Rejection emails when submitted documents do not meet requirements.
Rejection reminder emails once a week for a month until a new document has been uploaded.
How do I let my vendors know about my new process with Billy?
Informing your vendors about your new compliance process with Billy helps to increase vendor adoption early on. Many of our partners send the below Vendor Welcome Email to all of their vendors to get ahead of vendor adoption issues.
PRO TIP
Billy is unable to send the below email on your behalf. You must send this to your vendors from your own inbox.
Your Partner Success Specialist will send an editable version of the below in your Kick Off Call Follow Up email.
I'm a Managed Plan Partner. How will the Billy Team review my documents?
If you signed up for the professional services plan, called "Managed Plan" welcome! We are excited to partner with your team to offload your need to review documents and track renewals.
Check out this article for an in-depth look at what and how we review documents submitted by your vendor: How Billy Reviews Certificates of Insurance for Compliance