Construction professionals get a lot of emails - we get it! When Billy sends emails to vendors, sometimes they might not respond. This article will walk through how to find non-responsive contracts (vendors) in Billy, and what steps to take to get these contracts compliant in Billy, including how to re-trigger emails to put the ball back in the vendor's court to submit document(s).
View this quick video to see how this works, or read below.
What is the Non-Responsive Filter?
On every project in Billy, there is a non-responsive filter. This provides a list of vendors who have not responded to the emails requesting documents. Billy sends 3 automated reminder emails once a week when the following emails are triggered:
Initial request for documents
Rejection email
Expiration email
This means vendors receive a total of 4 emails for an entire month. If they don't respond (ie upload a document) after these 4 emails are sent, they land on the non-responsive filter.
What to do about Non-Responsive Contracts (Vendors)
Contracts can be non-responsive to:
Let's review how to re-trigger emails for each situation.
Non-Responsive to Initial Request for Documents
When a contract has the Needs Review tag, this means no document has been uploaded.
The first step is to contact the vendor to ensure the correct email address is on file and discuss why the vendor did not receive the emails. If any help is needed with email delivery, please use the in-app chat or email support@billyforinsurance.com to speak with our Partner Success team.
Once the vendor's email has been confirmed, there are 4 ways to re-request documents:
Select all contracts with the Needs Document tag and bulk request
Use the 3 dots next to the contract name > Click Request Documents
Click the contract name > Click Request Documents
Non-Responsive to Rejection Emails
When a contract is not responsive to rejection emails, here's how to re-trigger the rejection notes:
Click on the contract name
Find the inactive requirement(s) causing the contract to be non-compliant
Click the dropdown arrow on the right
View Document
Scroll to the bottom and click Send Email Notification
Click Complete Review & Send Email
PRO TIP
In the Contract Coverages tab within a contract on a project, a requirement can be "Inactive" for one of 3 reasons:
Rejection notes
Expired document
Expired document with rejection notes
Only #1 and #3 above should use the "Rejection Email" re-trigger workflow just described. Within the context of non-responsive vendors, if a document is inactive due to being expired, see the Non-Responsive to Expiration Emails section below.
Non-Responsive to Expiration Emails
Billy sends automated emails 30 days before expiration, 15 days before, on the day of expiration, then 3 reminder emails after expiration. If a vendor is non-responsive to an expired policy, this means they have not responded to 6 emails in total.
Here's how to re-trigger automated emails for an expired document:
Click on the contract name
Find the inactive requirement(s) causing the contract to be non-compliant
Click the dropdown arrow on the right
PRO TIP: This workflow is only for expired documents without rejection notes. If a document is expired with existing notes, see the section above on Non-Responsive to Rejection Emails for how to proceed.
View Document
Edit the expired requirement, reject, add notes telling the vendor the policy is expired and to submit a renewed document > Save.
Scroll to the bottom and ensure Send Email Notification is selected.
Click Complete Review & Send Email.
If you have any questions about this, please use the in-app chat or email support@billyforinsurance.com to speak with our Partner Success team.
