Managing compliance at the company level is essential for ensuring smooth operations, and offers flexibility in how compliance is tracked for each vendor. Easily prequalify vendors, monitor blanket Certificates of Insurance (COIs), and track company-level documents in Billy's Directory. This works similarly to how compliance is tracked on projects, allowing your team to manage vendor onboarding and the entire vendor management lifecycle—all in one centralized location.
Video Tutorial
Watch this 2-minute tutorial for how to track company-level compliance in Billy.
Step 1: Establish the Company-Level Requirement Group
Everything starts with establishing the requirement group in Settings. Navigate to Settings > Requirement Groups > Company Level tab. If you have a Default Requirement Group, click the 3 dots > Edit the requirements you see across most vendors. If you don't have a Default requirement group, start by creating a New Company Level Requirement Group.
Default Requirement Groups come pre-populated with requirements. Edit or archive these to meet your business needs.
Add insurance requirements (ie policies), or if you need to collect a non-insurance document, add a Required Document to track any document you need.
TIP: Multiple Company-Level Requirement Groups
Need to Track Different Requirements for Different Vendors? Track as many as you need by creating multiple requirement groups in the Company Level tab.
Step 2: Assign Requirement Group
After creating the Company Level Requirement Group, navigate to the Directory to assign the requirement group to the vendors you want to track.
Bulk Assign
Bulk assign a requirement group by clicking the checkbox next to Vendor in the header, and then selecting bulk action > Requirement Groups.
Confirm the requirement group to bulk assign and then click Assign "#" Vendors.
Assign Individual Vendors
Want to pick and choose the vendors you track company-level insurance for? Click the vendor name. On the Details tab, select the requirement group to assign to this vendor.
Make sure to click Save at the bottom right!
Step 3: Assign a Primary Contact
Navigate to the Contacts tab, which lists all of the contacts on file for this vendor. Click the radio button to assign a Primary Contact. The Primary Contact is who will receive requests for company-level documents.
Step 4: Upload or Request Documents
Already have a document on file for company-level insurance tracking? Upload it to the Documents tab on the vendor's Directory profile page.
If no documents are on file, and vendors need to upload these for you, Request Company Level Documents in the top right, or navigate to the Needs Attention Page > Directory to bulk request documents.
Request Documents from the Directory
Request Documents from the Needs Attention Page
Troubleshooting: Why Can't I Request Company-Level Documents?
If a Request Document button is not active, keeping you from sending a request, either a requirement group (Step 2) or primary contact (Step 3) hasn't been assigned.
Assign both the requirement group and primary contact, refresh the page, and the button will be active to click.
Inactive Request Documents Button in the Directory.
Inactive Reqeust Documents Button on the Needs Attention Page
If you have any questions, please use the in-app chat to reach out to our team!