Subcontractor Prequalification in Trimble ProjectSight: Vendor Risk Workflow

Vendor risk · ProjectSight integration

If you are a general contractor running projects in ProjectSight, you already have the pieces of a vendor risk process: a company directory, a contract record per subcontractor, cost and change order control, and a document repository. What you don’t have is a way to answer the question every risk manager gets asked after a loss: was this sub qualified to be on our job, and can we prove it?

This guide covers how prequalification, compliance and payment fit together on ProjectSight projects, what the platform handles natively, and how to connect the gaps so a subcontractor is evaluated once and tracked continuously. If you run Procore instead, the companion piece is Subcontractor Prequalification in Procore.

What subcontractor prequalification covers

Prequalification is the review a GC performs before inviting a sub to bid or awarding a contract. A complete prequal file typically includes:

• Financial capacity: bonding limits, working capital, backlog, banking and surety references.
• Safety record: EMR, OSHA 300 logs, recordable and lost-time rates, written safety program.
• Insurance: current certificate of insurance with limits, carriers and the endorsements your contract requires.
• Legal and tax: W-9, business and trade licenses, litigation history, MWBE or other certifications.
• Experience: comparable project references, key personnel, trade scope.

Most of these documents expire or change. Insurance renews annually, licenses lapse, EMR is recalculated every year. Prequalification that ends at approval is a snapshot; compliance is what keeps the snapshot current while the sub is on site and being paid.

What ProjectSight handles natively

ProjectSight is a project management and cost control platform. Its strengths for vendor risk are on the contract side:

Based on publicly documented ProjectSight capabilities as of September 2026. Verify against Trimble’s current documentation.

In practice, ProjectSight teams build a prequal process around the platform using custom forms for the questionnaire, document attachments for the evidence, and custom fields for dates. It works, with two structural weaknesses: nothing verifies the documents, and nothing re-collects them when they expire. For a closer look at the second problem, see How to Track COIs in ProjectSight.

The connected workflow: prequal to payment on ProjectSight

Here is how the process runs when Billy is connected to ProjectSight. The goal is one vendor record, one set of requirements, and no re-keying between systems.

1. Vendor applies once

   The sub completes Billy’s prequalification form online. No login required. Financials, safety data, references, W-9, licenses and a current COI are collected in a single submission.

2. Documents are verified, not just filed

   Billy’s AI Review Assistant reads the certificate, extracts limits, carriers and dates, and checks endorsements such as additional insured, primary and non-contributory and waiver of subrogation against your standard requirements.

   

3. Risk team approves with a scored profile

   Reviewers see a single vendor profile with financial ratios, EMR, insurance compliance and open items. Approval, conditional approval or decline is recorded with an audit trail.

4. Contract is awarded in ProjectSight

   The project team creates the subcontract in ProjectSight as usual. Through the ProjectSight integration, the project, vendor and contract sync to Billy and the project’s default requirement group is applied automatically.

   

5. Gaps are chased automatically

   If the project requires higher limits than the sub’s prequal COI showed, or a project-specific additional insured, Billy sends the request to the sub and broker and follows up until the certificate is compliant.

6. Compliance stays current through payment

   Renewals are requested ahead of expiration. Compliance status is reportable per project and per vendor, and can be surfaced to your ERP so a non-compliant sub is caught before a pay application clears. See our guide to stopping AP compliance holds in Viewpoint Vista.

   

Connecting Billy to ProjectSight: step by step

Setup takes a few minutes and requires a Trimble account with access to your ProjectSight portfolio. There are no API keys to generate or manage.

1. Open Connected Apps in Billy

   Go to Settings → Connected Apps and click Setup on the Trimble ProjectSight card. Procore, Autodesk and Docusign connections live on the same screen.

   

2. Sign in with your Trimble account

   Click Log in to ProjectSight. You are redirected to Trimble to authenticate, then returned to Billy. Sign in once; Billy holds the authorization from there.

   

3. Select the ProjectSight portfolio

   Choose which ProjectSight portfolio this Billy team should connect to. GCs with multiple business units or regions map each Billy team to its own portfolio.

   

4. Import projects, vendors and contracts

   Pick a default contract requirement group (for example General Trades — Standard Limits), choose Projects, vendors and contracts, and tick the active ProjectSight projects to import. Vendors and contracts on those projects come across with them, and stay synced.

   

5. Start collecting and verifying

   Imported projects appear in Billy with a ProjectSight badge. Billy applies the requirement group to each contract, sends certificate requests to subs and brokers, and begins tracking. Existing certificates already attached in ProjectSight can be uploaded in bulk so you begin with a complete compliance picture rather than a blank slate.

Before you connect: three decisions

1. Write your standard requirements once. Coverage lines, minimum limits, required endorsements and the document set (W-9, licenses, bonds, safety data) for each contract tier. These become your requirement groups in Billy. If you’re starting from a spreadsheet, our free COI tracking template shows the fields worth capturing.
2. Decide who reviews. In-house risk staff using Billy’s self-service plan, or Billy’s Managed Plan with licensed insurance professionals handling review.
3. Pick your reports. Compliance by project, expiring documents by month, and non-compliant vendors currently under contract are the three most GCs run weekly. See 13 vendor compliance reports every contractor needs.

Frequently asked questions