As we embark in a Managed Plan partnership, it is important to understand the workflows involved and who is responsible for what actions. Take a look around below and let your Managed Plan Specialist know if you have any questions!
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​Managed Plan Responsibility Matrix

Billy's Responsibilities

Your Responsibilities
​​Creating Projects for Billy to Manage

Project Confirmation Requirement for Going Live
​Billy's Process for Managing Your Projects
​Communication to Contracts [Vendors]
​How to Monitor Compliance and Additional Details
​Overrides, Exceptions, and Waiving
​Action Needed: 3+ Vendors
​Billy's Process for Managing Renewals

Only Admin level User permissions will be able to complete 1-3 below.

When you have a new project to track compliance for, there are a few steps to take before Billy will begin managing, requesting, and reviewing for you.

Step 1: Consider the Requirement Group You'll Need

Step 2: Add / Import the Project

Step 3: Check the Procore Sync Log (Procore Users Only)

Step 4: Add / Confirm Contracts [Vendors]

Step 5: Add Sample Documents and/or Additional Insureds

Step 6: Assign Contract [Vendor] Specific Requirement Groups
​Step 6: Let Billy Know You're Ready to Go Live

Let's review these steps in more detail below.

The first stop in your journey is Settings > Requirement Groups. Your default requirements are already pre-seeded on this tab. If your project needs specific requirements that are different from this default group you will make a copy of Default, name accordingly, then adjust or add additional requirements.
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For an in-depth guide on how to create and assign Requirement Groups click HERE.

The second item you will complete is getting your project into Billy.

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 you can access it often to make sure all contracts successfully sync to Billy.

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.

Use the "View in Procore" button to jump directly to the page in Procore where the error can be resolved.

You will always want to ensure the necessary contracts [vendors] are on a project so that our team can trigger Document Requests. For a project to go live, we require at least one contract [vendor].
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If you are using the Procore integration, contracts [vendors] will automatically sync to Billy. You will need to check the Procore Sync Log for any contracts [vendors] you do not see on the Project list and remedy them in Procore. Please review our Project Import Methods & Vendor Syncing article for an in-depth review of how this works.
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If you are not using the Procore integration, you will manually add vendors to each project.
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​Changing Contact Information
You and your team can always change the contact info on a contract [vendor] in Billy by using the 3 dot menu next to their name and clicking Edit. If you are using the Procore integration, contact info will not automatically update from Procore. You will do this manually in Billy.

​Marking Inactive

If there are any contracts [vendors] on a project in Billy that you do not need our team to request or track insurance on, please use the 3 dot menu to mark them inactive. This is important, as it will stop all automated communications to your contract [vendor] as well as future renewal requests.

If your project needs any specific Sample Documents such as an Insurance Exhibit or Sample COI that you think would be helpful for your vendors or their brokers to have eyes on you will upload this directly to the project.
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To do this go to your Project page, click into the new project, then click the Sample Documents tab. Click Add Sample Document and you're all set! Multiple Sample Documents can be uploaded here. If you need to remove one, use the 3 dot menu.
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You will add project-specific Additional Insureds in the same manner. Go to your Project page, click into the new project, then click the Additional Insureds tab. Click Additional Insured and input all names. You can add each Additional Insured separately, or can add them separated by commas. Your company will always be automatically added as an Additional Insured to all projects. If you need to remove one, use the 3 dot menu.

This is a very important step in the Managed Plan workflow, so please read it thoroughly. If this step is missed or is incorrect before you advise Billy to go live with a new project, it will cause re-work.
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If you have project-specific requirements that are different from your Default requirements, you will need to make a new Requirement Group. After you create this Requirement Group, you will import the new project with this as the assigned requirements.
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If you have contract [vendor] specific requirements, you will also need to make a new Requirement Group. Since you have already created a Requirement Group for this project, we recommend using the 3 dot menu > Copy. Pick a naming convention that is easy for you to understand what it is used for. Example: Default + Pollution.
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Requirement Groups are detailed and complex. Please utilize our Requirement Groups article for an in-depth understanding of how to set these up and use them successfully.

Once you have completed all of the above steps, please contact Billy via chat to advise that you have a new project ready to Go Live. You will receive a list of confirmation steps (below) to confirm before we flip to Active and begin requests.

Before the Billy team flips one of your projects from Draft to Active, we will always send you a confirmation that all steps have been completed. This is critical to everyone's success! Any adjustments after a project is live causes re-work and can lead to confusion with your vendors if they received a request with incorrect information.
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​The confirmation steps that you will receive are:

Once you confirm this list in writing, the Billy team will flip your project to Active and begin requesting Certificates.

After you confirm a project is ready to go live, we will flip from Draft to Active and trigger all Document Requests to your contracts [vendors]. We will trigger new Document Requests daily, so as you are adding new contracts [vendors], those will be sent.

Billy has automated reminders on the initial Document Request that will continue until a contract [vendor] either uploads a Document or is non-responsive for 3 reminders. As a reminder, Billy does not require a login to submit documents. This email can be forwarded to anyone to upload - for example: their broker.
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Our team will report any non-responsive contracts [vendors] to your team.

The perk of a Managed Plan is letting Billy do all of the compliance reviews on your behalf. We will review all submitted documentation per your requirement input via your Requirement Groups and the project-specific Additional Insureds.

For an in-depth explanation of how Billy reviews Compliance for Managed Plans, visit our Help Center Article HERE.
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If a submitted document does not meet your requirements, the Billy team will send your contract [vendor] a Rejection email with a detailed explanation of what is needed to meet requirements. As a reminder, Billy does not require a login to submit documents. This email can be forwarded to anyone to upload - for example: their broker. Billy has automated reminders on the Rejection notification that will continue until a contract [vendor] either uploads a Document or is non-responsive for 3 reminders.
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Our team will report any non-responsive contracts [vendors] to your team and will also report contracts [vendors] that have submitted 3 insufficient / non-compliant documents that are not resolved.

How to manually upload a Document to Billy
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Let's face it, no matter how hard we try, there will always be brokers and vendors that email you a document directly. If and when this happens, you can upload the document directly into Billy by going into the contract [vendor] on a project and navigating to the Documents tab. Here you will see a Drag & Drop box.
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For an in-depth look at how to do this, visit our Help Center Article HERE.

Billy provides automated communication to your contracts [vendors] on Document Requests, Rejection Reminders, and upcoming Renewals.
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For an in-depth look at all of Billy's Automated Communications, visit our Help Center Article HERE.

With the Billy team doing all of the reviews and rejections for your certificates of insurance, it is important to know how to look into compliance details for our notes and updates.
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You are encouraged to use the Coverages tab as your source of truth for all compliance details. Within this tab, you will see all required policy lines as well as a few important statuses.
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​Compliant vs Non-Compliant
There are 2 ways to find a contract's [vendor's] compliance status. Within each project, in the contracts tab, you can sort by Status: Compliant and Non-compliant to see a list of contracts [vendors] with each compliance status.

In the Vendor Directory, each vendor has a button for each project they are on. Green tells you the vendor is compliant on that project. Red tells you the vendor is not compliant on that project.
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​Unreviewed
Before a document has been received or reviewed, you will see this status in grey. This simply means we either do have have a document yet, or if one has been received, it has not been reviewed for compliance yet.
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​Inactive
If you see the Inactive status in red it can be for two different reasons. You can use the carrot dropdown to the right to expand each policy line for a detailed view.
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The first inactive status is caused by non-compliance. This means we have reviewed a document and rejected it due to not meeting your requirements. You can see our rejection notes in the bottom right box titled Notes to Vendor.
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The second inactive status is caused by an expired policy. This means we previously reviewed a document but the policy has since expired and your contract [vendor] has not submitted a renewal yet. As a reminder, Billy proactively sends automated reminders before and after a policy has expired.
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​Active
If you see the Active status in green it means we have a compliant policy line for this requirement. To the right of Active you will also see the Effective and Expiration dates corresponding to this policy. Use the carrot dropdown to the right to view all important details including: effective date, expiration date, policy number, insurer, upload date, approved date, and limit amounts.
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​Viewing Certificates
You can always click View to see the pdf document these notes relate to if needed, but please review the tip below before doing this.

If your team accidentally hits Done when looking at the pdf of a document, please chat in as our team will need a notification in order to take action and review.

If vendors have override or exception requests they should contact your team directly for expedited approval. We will never perform an override or exception upon request from a vendor without your approval.
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If we receive an override or exception request directly, we will notate this on the vendor in Billy and trigger an email alert for your approval or rejection. Your team can reply back to the note in Billy, email support@billyforinsurance.com, or chat in to advise Billy that the override is approved or rejected.
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If an override or exception is approved by your team, we will make the change to the previous rejection.
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If an override or exception is rejected by your team, we will continue to pursue a correction with the previous rejection.

If you need to waive a policy that is not applicable to a contract [vendor] you can do so before a document is reviewed. Navigate to the contract [vendor] and click any of the Waive buttons necessary.
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If you need to waive a policy that is not applicable to a contract [vendor] after a document has been reviewed, please email or chat in to advise Billy that the policy needs to be waived.

There are five areas that Billy will report to your team and action will be required.

When one of your contracts [vendors] has a policy that is coming up for renewal, Billy will begin triggering automated Renewal Reminder emails. Reminders begin 30 days before Renewal and reminders are triggered at 15 days as well as on the day of expiration. If your vendor uploads insurance or you mark them inactive in Billy, these reminders will stop.
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On the day of expiration, Billy will send your vendor an Expiration Alert notifying them their insurance has expired.
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If your vendor receives the Expiration Alerts and does not submit renewal insurance, Billy's automation will kick in. Vendors will receive 3 Expiration Reminders, once every 7 days. If your vendor uploads insurance or you mark them inactive in Billy, these reminders will stop.
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Our team will report any non-responsive contracts [vendors] to your team.

Interested in learning more about Billy in general? Visit our Billy 101 Help Center Article.