Compliance reports give your team visibility into various metrics that help make operational and business decisions. The Dashboard provides 4 reports that extract important compliance details. Let's explore where to find these reports, what is contained within each one, and how your team can use this information.

Where to Find Reports

Compliance Reports: What They Are and How to Use Them

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

There are 7 reports at the bottom of the 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-Reponsive 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 re-trigger requests to put the ball back in the vendor's court (learn how to re-trigger 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.

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 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.

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.

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 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!