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Subcontractor compliance for general contractors

Sub paperwork, signed and filed in one place.

Lien waivers, COIs, W-9s and any vendor document, from MSAs and contracts to licenses. Subs e-sign or upload from a secure link, reminders go out on schedule, and every COI and document expiry date lands on one calendar.

No more DocuSign, exporting PDFs, shared drives, chasing by hand

See pricing

From $199/mo · Unlimited users and projects

Delgado Concrete

Conditional final · Hill Country Clinic

$126,400.00

Waiver sent for signature

Your only step · secure link emailed

You
3 days, no reply

Reminder 1 of 3 sent

Auto
next morning

Opened from the link

No account, no app

Sub
4 min

Signed

Sub

Conditional Waiver and Release on Final Payment

Texas Property Code §53.284(d)

E-signed by Marisol Delgado

Saved to the vendor record

Auto

Signed PDF + audit trail · reminders stopped

Your part: one send. Everything after ran on its own.

Sample
Standalone
Runs on email

No PM system required.

Procore
Procore side panel

Status inside the project, plus sync.

QuickBooks
QuickBooks Online & IES

Prefill waivers from project bills.

Evidence
A record for every signature

Signed PDF and signing record.

Every sub document · one record

Everything you chase, on the vendor it belongs to.

01 · Lien waivers

Your forms or ours. Signed without an account.

Upload your own lien-waiver PDFs and map the fields once — or start from SubLien’s state library. Pick the sub, project and amount; the signed PDF lands on the vendor record with its audit trail.

See lien waiver software

SubLien doesn't give legal advice. Which form fits is your decision.

02 · COI tracking

The ACORD 25 beside your minimums.

AI prefills the stated facts; SubLien compares them with your company default, project minimums and vendor minimums. A person on your team reviews the source and records the conclusion.

See COI tracking software
Cobalt Steel · ACORD 25Recorded by Dana R.Differences recorded
Sample certificate compared with sample minimums
CoverageCertificateMinimum
General liabilityeach occurrence$1M$1M
Autocombined single limit$1M$1M
Umbrellaeach occurrence$2M (below your minimum)$5M
03 · W-9 collection

SubLien collects W-9s too.

A secure upload link with scheduled reminders. SubLien stores the W-9 — it never reads it or sends it to an AI provider. Your reviewer decides whether to keep it or request a replacement. W-9 collection is included for your tracked vendors.

See W-9 tracking
VendorW-9 status
  • Summit ElectricOn file — reviewed
  • Kestrel RoofingOn file — not reviewed
  • Cobalt SteelRequested
04 · Documents

Every other document, on the same record.

Licenses, contracts, sign-offs, affidavits — anything that isn’t a lien waiver, a COI or a W-9. Store it, request it, or send it to be signed, countersigned or notarized.

See vendor documents
  • Contractor license
    Cobalt Steel · Store a file
    Stored
  • Site safety plan
    Delgado Concrete · Request a file
    Waiting for vendor
  • Warranty letter
    Summit Electric · Get it signed
    Completed
  • Change order #3
    Kestrel Roofing · Get it signed by vendor and you
    Needs GC signature
  • Notarized affidavit
    Bayou Framing · Get it notarized
    Needs review
How it works

Set up once.
Then it runs on a schedule.

No implementation project, no sub portal, nothing for them to install.

  1. Add or import subs

    Type them in, upload a list, or pull them from Procore, QuickBooks Online or Intuit Enterprise Suite.

  2. Send requests

    Secure links for waivers, COIs, W-9s and documents. Waivers, W-9s and documents get scheduled reminders; COI reminders start before a certificate expires.

  3. Review one record

    Everything that comes back lands on the vendor record, beside whatever is still outstanding.

What you can show later.

  • Downloadable signing records

    Recorded signing activity and document fingerprints, retained with your documents.

  • One export per vendor

    Waivers, COIs, W-9s, documents and audit trails in one ZIP.

  • Lien waivers: independent timestamp

    An RFC 3161 timestamp from a third-party authority.

  • Lien waivers: public lookup

    Anyone holding the signed waiver PDF can check it against the stored record.

These records show what happened in SubLien. They are not a ruling on legal validity. COI files and signed lien waivers stay available in SubLien until an owner or admin deletes them or the account is deleted.

Integrations

Use the records you already entered.

Included on every plan, and optional — SubLien also runs standalone.

Procore

  • See vendor waiver, COI and W-9 status for the project in the Procore side panel, then review and send from the panel.
  • Prefill waiver drafts from payment applications and direct costs.
  • File back into Procore: signed waivers land in the project’s Documents, reviewed COIs update the vendor’s Directory insurance. Optional.
See the Procore integration

QuickBooks Online & Intuit Enterprise Suite

  • Choose the projects and vendors to track.
  • Prefill waiver drafts from project bills, with or without a PO.
  • Open the source bill from the waiver. Your QuickBooks records stay unchanged.
See the QuickBooks integration
Pricing

Every feature on every plan. Pay for active vendors only.

From

$199/mo

Up to 50 active vendors. Published tiers up to 500 vendors; custom above that.

See all pricing

Monthly, or annual with two months free. Only active vendors count — archive a finished sub and its slot frees up.

  • Unlimited lien waivers & e-signatures
  • Unlimited COI reviews with AI prefill
  • Unlimited W-9 collection
  • Vendor documents & e-signatures
  • Expiration alerts & reminders
  • Procore, QuickBooks Online & IES integrations
  • Unlimited users & projects
Questions

What GCs ask before they book.

Read the full FAQ

What does SubLien do?

Prepare and send lien waivers, collect and review COIs, and keep W-9 source files. Store, request or send for signature any other vendor document, such as a license or a contract. Requests, reminders and returned documents stay on one record per subcontractor. Your team makes the review and payment decisions.

Do my subcontractors pay or need an account?

No. Your company pays for SubLien. Your subcontractors sign waivers and upload requested COIs or W-9s at no charge through secure emailed links. They can use a phone, tablet or computer, without an account or app.

Which lien waiver form does SubLien use for my project's state?

Your own forms or SubLien's library. Upload your own lien-waiver PDFs, classify each by state and waiver type, and map the fields once — matching forms appear first. Or use the project-state template from SubLien's library, shown with its source record; one owner or admin chooses to use the library for your organization. Your organization decides which form is appropriate, and each sent waiver keeps its exact document version.

How does COI review actually work?

AI prefills the stated facts from the ACORD 25. Your reviewer checks the source, can replace every value, and records your organization’s conclusion. SubLien compares the recorded facts with your minimums — a company default plus optional project and vendor minimums, with the highest applicable amount applying; endorsements are required if any applicable minimum requires them — and does not decide coverage or compliance.

Do I need Procore, QuickBooks Online or Intuit Enterprise Suite to use SubLien?

No. SubLien works standalone over email. The integrations are optional and included on every plan; they import records and prefill waiver drafts for your team to review and send.

What comes back after the subcontractor signs?

A signed PDF with its signature certificate, audit trail and document fingerprint; electronically signed waivers also carry an embedded seal. The public lookup at sublien.com/verify checks whether a signed lien waiver matches the stored record. Signing evidence does not establish payment or enforceability.

What does SubLien cost, and how are vendors counted?

From $199/month or $1,990/year for up to 50 vendors, with published tiers up to 500 vendors and custom pricing above that. Annual billing includes two months free, and every plan is arranged through a demo. Every feature is included. Only active vendors count, once across all your projects. Archiving a vendor cancels its pending requests, keeps its records, and frees the slot; restoring one needs a free slot. Integration suggestions do not count until added.

Bring your sub list. We’ll set it up live.

Fifteen minutes on your own projects and paperwork. No commitment.