Compliance reports in Billy give your team visibility into certificate of insurance (COI) tracking, vendor compliance status, and account activity so you can make faster operational and business decisions. The Dashboard provides 13 downloadable reports that extract important compliance details. This guide covers where to find every report, what each one contains, and how different roles on your team can use the information.

Where to Find Reports

Quick Reference: All 13 Reports at a Glance

Compliance Reports: What They Are and How to Use Them

Frequently Asked Questions

Billy's reports are at the bottom of the Dashboard. Click the Download button to export the report as a csv.

Here is a summary of every report available on the Billy Dashboard:

Let's explore each report and discuss how different people on your team can make the most of this information.

This report provides a list of all policies in your account that will expire in the next 30 days. For example, if an Expiring Soon report is downloaded on 1/1/2024, the report will contain policies that will expire on 1/2/2024 through 2/1/2024.

The Vendor Policies Expiring Soon report tells you:

This report helps your team proactively manage upcoming expiring policies. For example, the accounting team can use this report to gain visibility into the vendors with upcoming expirations that could cause a check hold on future check runs.

Non Responsive Vendor Defined: Any time an initial request for a document, a rejection email, or an expiration email is sent, Billy sends 3 reminder emails, once a week, for a total of 4 emails in a month. If a vendor does not upload a document after the 4th email is sent, they are known in Billy as non responsive on that particular project.

This report provides high level visibility into the vendors who have not responded to Billy's automated emails. We recommend contacting these vendors to encourage them to respond to Billy's emails, then trigger the requests again to put the ball back in the vendor's court (learn how to resend these emails here).

The Non Responsive Vendors report tells you:

This report is useful for contract administrators or anyone directly responsible for tracking compliance in Billy who needs visibility into the vendors who need to be contacted about submitting compliance through Billy. The exported csv report can be sorted by the "Last Requested Date" column to prioritize the oldest date first.

This is the most detailed report in Billy, telling you which vendors are non compliant, the project they are on, why they are non compliant, and more!

Here's a complete list of what the Non Compliant report tells you:

This report also gets very granular about why a vendor is non compliant:

Having an exportable non compliance report that tells you exactly why a vendor is non compliant is valuable to every user in Billy, but in particular, project managers can use this report to tell them who should not be working on their job sites. Controllers can use this as a do not pay report for upcoming check runs. Executives can even sort by "Notes to Vendors" (ie the reasons why a document was rejected) to better understand the top reasons why vendors are non compliant across the company. Maybe a conversation needs to be had with your insurance broker to make a change in your requirements, and this valuable information can help inform these decisions to improve your operations.

The Global Compliance report gives you a complete picture of compliance across all contracts and vendors in your account. Instead of reviewing compliance one project at a time, this report rolls everything into a single export.

Use this report when you need an account wide view of where your vendor compliance stands. Executives and risk managers can use it to measure overall compliance health, spot trends across the portfolio, and report on compliance performance to leadership or your insurance broker.

The Directory Non Compliant report lists the non compliant items for vendor compliance tracked in your Directory. While the Non Compliant report focuses on compliance at the project level, this report surfaces open compliance items for vendors managed in the Directory.

This report is useful for teams that track vendor level compliance outside of specific projects. Use it to identify which Directory vendors have outstanding compliance items so your team can follow up and close the gaps.

The Newly Compliant report shows the vendors marked compliant in the last 30 days. It is a simple way to see recent progress and confirm that vendor outreach, document reviews, and renewals are moving compliance in the right direction.

Compliance teams can use this report to measure the results of their follow up efforts, and leadership can use it to track month over month momentum. It is also a great way to confirm that newly onboarded vendors have completed their compliance requirements.

One of the requirement statuses that can be selected during the review of a document is "waive." This status indicates that the requirement is not required of that vendor currently or in the future, giving visibility into the exceptions made during reviews.

The Waived Insurance Requirements report tells you:

Since "Notes to Vendor" is required to apply a waive status requirement during review, this information tells you why the requirement was waived. For this reason, this report is useful for executives to make business decisions. It provides details on which requirements are waived the most to inform renewal conversations with your company's broker. It also gives visibility into which vendors have the most requirements that are waived to inform the decision over whether your company should continue to work with that vendor in the future.

The Bounced Emails report covers emails sent in the last 45 days, so you can identify messages that bounced or failed to reach a vendor contact. Since Billy's automated compliance workflow depends on email delivery, a bounced email means a vendor may never see a document request, reminder, or rejection notice.

Review this report regularly to catch bad or outdated vendor contact emails. Updating a vendor's contact information and resending the request keeps your automated outreach working and prevents vendors from silently falling out of compliance. This report pairs well with the Non Responsive Vendors report, because a vendor who looks non responsive may simply have a bounced email address on file.

The General Liability report contains all of the active, expired and missing CGL policies in your account. Use it to prepare for an upcoming audit or complete an ongoing one.

The General Liability Audit report tells you:

If a vendor has not uploaded a policy, the vendor name appears in the report, and the entire row is highlighted in red. Using this report proactively helps surface the vendors with no COI on file. Additionally, compare this report with a payment report exported from your accounting system to see if there are vendors you have paid that might come up in an audit. Add these vendors to Billy and request documents to prepare for the next audit.

The Workers Comp Audit report contains all of the active, expired and missing workers comp policies in your account. Use it to prepare for an upcoming audit or complete an ongoing one.

The Workers Comp Audit report tells you:

If a vendor has not uploaded a policy, the vendor name appears in the report, and the entire row is highlighted in red. Using this report proactively helps surface the vendors with no COI on file. Additionally, compare this report with a payment report exported from your accounting system to see if there are vendors you have paid that might come up in an audit. Add these vendors to Billy and request documents to prepare for the next audit.

The Monthly Usage report shows your vendor contracts for the previous month. It gives your team a clear record of contract activity in Billy over the most recent monthly period.

Operations and finance teams can use this report to track how the account is being used month to month, reconcile vendor contract volume, and understand activity trends as your project portfolio grows.

The Monthly Review report contains the activity audit logs of certificate reviews by user. It shows who on your team reviewed certificates and captures that review activity for the month.

This report is valuable for managers who want visibility into team workload and productivity, and it creates an audit trail of review activity. If a question ever comes up about when a certificate was reviewed and by whom, this report has the answer.

Use this file to update the Microsoft Power Automate system with Billy's compliance data. Please contact our team for more information on how to utilize this file.

How do I download reports in Billy?

Scroll to the bottom of the Dashboard and click the Download button next to the report you want. The report exports as a csv file you can open in Excel or Google Sheets.

How many compliance reports does Billy offer?

Billy offers 13 downloadable reports on the Dashboard covering expiring policies, non compliant vendors, global compliance, waived requirements, bounced emails, audit preparation, monthly usage, and review activity.

How current is the data in each report?

Reports reflect the data in your account at the moment you download them, so download a fresh copy whenever you need the latest compliance status.

Which report should I use for a do not pay list?

The Non Compliant report. Controllers can use it before check runs to see which vendors are non compliant and why.

Which report should I use to prepare for an insurance audit?

Use the General Liability Audit report for CGL policies and the Workers Comp Audit report for workers compensation policies. Both include active, expired, and missing policies.

The information contained within these reports is valuable for many stakeholders in your organization.

If you have any questions on these reports, please use the in-app chat to reach out to our team!