Access to company information can help expedite communication with vendors, and that's exactly what you'll find in the Vendor Directory!
There are 2 parts to your Vendor Directory in Billy:
Let's explore both parts more in detail.
Vendor Compliance Across Projects
When you first land in the Vendor Directory, you will see a list of all vendors in your Billy account. There is a button for each project the vendor is on, and potentially 3 colors. Each color indicates the following:
Green - The vendor is compliant on the project.
Red - The vendor is not compliant on the project or the project is Frozen.
Grey - The vendor has been marked as inactive on the project. This means Billy is no longer tracking renewals for this vendor on the project.
IMPORTANT TO NOTE: If you are a Managed Plan partner, the Billy team does not mark vendors inactive. Only your team members with Standard + Admin permissions access in Billy will mark vendors inactive.
Click the project button to take you to the vendor on that project to dig into the state of compliance.
Green Procore badges take you directly to where the vendor lives in the Company Directory in Procore if you are utilizing the integration.
PRO TIP:
Manage your vendors by archiving duplicate vendors or vendors your company no longer wants to work with. Use the 3 dots next to the vendor record to archive vendors.
Vendor Profile Page
Click anywhere in the row to enter that vendor's profile page. The 4 tabs across the top contain vendor-specific information:
Procore Badge
The green Procore badge next to the vendor's name takes you to the vendor in Procore's Company Directory if you are utilizing the integration.
Details
The Details tab is where you can log company information.
PRO TIP:
If you are utilizing the Procore integration, company details automatically sync from Procore.
Company Name - If you misspell a company name, you can edit the name here.
IMPORTANT TO NOTE: Name changes for Procore-synced vendors must originate in Procore.
Phone - Log the vendor's primary phone number.
External ID - Use this for vendor identification numbers, such as ones found in your accounting system, for tracking purposes.
Address - Log the vendor's street, city, state and postal code.
Union Affiliation - Select a union, if applicable, for tracking purposes.
Tax ID - Found on the vendor's W9.
Entity Type - Log the vendor's entity from their W9.
Trade Types - Multi-select the types of trade that apply to this vendor for tracking purposes.
Diversity Information - Multi-select the type of business this business represents.
A blue Save button will appear at the bottom of the page when you make changes to the Details tab. Click this to Save your changes. If you back out of this page, input data will be cleared.
Contacts
Create, Edit, or Archive vendor contact information in the Contacts tab. Keep track of multiple contacts here, but note only one contact can be assigned per project.
Was a vendor contact name or email misspelled? Do you no longer want any user to use a contact in Billy? Edit their information or Archive the contact in the Contacts tab of the Vendor Profile Page to keep contact information accurate and up to date in Billy.
Add Contact:
Click "Add Contact"
Enter email address (required) and first and last name (optional).
Edit Contact:
Click the 3 dots next to the contact.
Click Edit.
Edit and Save.
Archive Contact:
Click the 3 dots next to the contact.
Archive the contact so it does not appear in the drop-down of contact options to assign on a project.
Documents
Store vendor-specific documents like W9s, Business Licenses, etc in the Vendor Directory to centralize the collection of these documents. You cannot request documents, only upload and store them here.
PRO TIP:
This is NOT where COIs should be stored.
Store all COIs and project-specific compliance documents within a project, not in the Vendor Directory.
Contracts
In addition to the main Directory Page where you can view the Vendor Compliance Across Projects, you can drill down into the compliance status of the vendor's contracts across projects in the Contracts tab.
Similar to how you can sort by Activity (Needs Document, Needs Review) and Statuses (Compliant, Non-compliant, Inactive) within a project, you can sort by vendor contracts here too. You can also see which requirements have been met under the Coverages header.
Click the project to take you directly to that contract [vendor] on the project.
If you have any questions, please reach out to our team through the in-app chat or support@billyforinsurance.com.