Skip to content
Lien waiver + COI workflows for general contractors

Stop chasing subs for lien waivers and COIs.

SubLien asks your subs for the waivers, COIs and W-9s, follows up on your schedule, and flags who hasn’t answered — all on one record per sub. When it’s time to cut a check, you look at one screen instead of digging through email.

  • Your sub signs from a link — no account
  • Runs standalone, on email
  • Published pricing
See pricing

No subcontractor portal · optional Procore and QuickBooks Online

Lien waiver in 4 steps
Subs on Riverside Tower
24 vendors
Cobalt Steel
Structural steel
$84,230
PA-07 · May 2026
  • Kestrel RoofingGeneral liability expires in 22 days
  • Vance MechanicalNo W-9 on file
  • Delgado ConcreteReminder 2 of 3 sent
ESIGN/UETA-aligned e-signature · Tex. Prop. Code §53.284
Before the money moves

The pay app is approved. The paperwork is somewhere else.

The conditional waiver is in somebody’s sent folder. The certificate was current in March. Nobody decided to skip anything — the answer just wasn’t in one place when the check went out.

A missing or incorrect waiver can leave lien exposure on the project. A certificate can show limits or endorsements below what the contract calls for. Both problems start as paperwork nobody chased.

SubLien keeps each sub’s waiver, certificate, and W-9 records together, runs the follow-up schedule for whatever is still outstanding, and shows you who never answered.

Why SubLien
Cedar Ridge Roofing
Riverside Tower · $148,200 this period
Outstanding
  • Conditional waiver · pay app 07Awaiting signature

    Sent Mar 3 · reminder 2 of 3

  • Certificate of insuranceDifference recorded

    General liability shown $1M · your configured minimum $2M

  • W-9On file

    Collected Feb 11

SubLien records the facts and runs the follow-up schedule for what is missing. What that means for this payment is your team’s call.

How it works

Three steps to set up. 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 or QuickBooks Online.

2

Send requests

Waiver, COI and W-9 requests go out as a secure emailed link, with follow-ups on a schedule until they stop and flag who never answered.

3

Review one record

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

Lien waivers

Lien waiver software your subs sign without an account.

Pick the sub, project, amount and waiver type. Your sub gets a secure signing link; the signed PDF lands on the vendor record with its audit trail.

  • Conditional or unconditional, progress or final.
  • Drafts prefill from Procore or QuickBooks payment data—or start them in SubLien.
  • Subs sign from any modern phone, tablet or computer—no account, no app.
See lien waiver software

COI files and signed lien waivers stay available in SubLien for as long as your account is open.

Two questions pick the form

Has the money arrived, and does this cover the whole job or just this period?

Conditional progress

The money for this pay period has not landed yet.

Unconditional progress

This pay period is paid; the release is stated outright.

Conditional final

Final payment is on the way but not in hand.

Unconditional final

Final payment received; the job is closed out.

SubLien puts up the template recorded for that project’s state with its source record beside it. Your organization and its counsel decide which form is appropriate.

COI tracking

COI tracking that shows the certificate, not just a verdict.

The ACORD 25 beside the extracted facts and your minimums. A person on your team records the conclusion.

Source beside every field

Keep the ACORD 25, extracted facts and source lines in one review.

Endorsement pages stay visible

Record what was attached without treating a certificate checkbox as the policy.

Renewals keep moving

Follow-ups stop when a newer certificate arrives and show who has not answered.

See COI tracking software

Your team or insurance advisor decides what the source record means for the job.

Keep the ACORD 25 open beside parsed fields, endorsement evidence and the exact highlighted source on the document. Click or tap to enlarge.
W-9 collection

SubLien collects W-9s too.

You need one from the same subs you are already chasing for a waiver and a certificate — so it comes back through the same door, on the same follow-up schedule, onto the same record.

  • Ask a new sub for their certificate and their W-9 in one email, with a separate secure link for each.
  • Requests go to the contact you set for W-9s — the bookkeeper or CPA, not the field super.
  • SubLien stores the source file. It never sends a W-9 to an AI provider and does not read, extract or verify what is on it.
  • A named person on your team records the decision: keep it on file, or send it back and ask for a replacement.
See W-9 tracking

W-9 requests never count against your document allowance — asking every vendor for one costs nothing extra. There is no IRS TIN matching and no 1099 filing here; your accounting team does that part.

W-9 status · Riverside Tower
  • Summit Roofing LLCOn file — reviewed

    Recorded by Dana Whitfield · Feb 11

  • Delta MechanicalOn file — not reviewed

    Uploaded Mar 2 · waiting on your review

  • Cedar Ridge ConcreteRequested

    Asked Mar 1 · reminder 2 of 3

  • Bayou FramingMissing

    Never asked

“On file” means the file arrived. It becomes a reviewed record only when someone on your team opens the original and says so under their own name.

Procore + QuickBooks included

Connect once. The records you’d retype come in on their own.

Included on every plan, and both optional — SubLien runs standalone on email. Connecting one just removes the typing.

Procore

  • A SubLien side panel opens inside Procore and shows each vendor's waiver, COI and W-9 status for that project.
  • Payment applications and direct costs arrive as waiver drafts with vendor, project, amount and period filled in.
  • Review, send and watch it come back signed without leaving Procore. Nothing in Procore is ever changed.
See the Procore integration
Intuit

QuickBooks Online or Intuit Enterprise Suite

  • You choose which QuickBooks projects and vendors SubLien tracks. Nothing else comes across.
  • A bill on one of your projects becomes a prefilled waiver draft — PO or no PO.
  • SubLien reads from QuickBooks and never changes anything in it. A waiver can open the bill it came from.
See the QuickBooks integration

Updates arrive as changes happen, plus a daily catch-up. Your subs still just get an email — never a platform account.

Pricing

Same lien-waiver and COI product. Choose the volume.

Every plan includes every feature, unlimited users, vendors and projects. Only the monthly document allowance changes. A one-time onboarding fee applies.

Starter
For teams getting the chase off email
$199/mo
$597 billed once a quarter
80 documents / month
Recommended
Growth
For GCs with a steady sub roster
$399/mo
$1,197 billed once a quarter
200 documents / month
Scale
For high-volume, multi-project teams
$799/mo
$2,397 billed once a quarter
600 documents / month
Every plan includes
  • Lien waiver e-sign
  • AI COI review (ACORD 25)
  • W-9 collection
  • Expiration alerts & reminders
  • Procore & QuickBooks Online sync
  • Unlimited users, vendors & projects

One document is one COI reviewed or waiver sent; W-9 collection and reminders are free. Sending more takes a 10-document pack ($29). Full pricing details →

Questions

What GCs ask before they book.

If yours isn’t here, the full list is on the FAQ page — or ask it on the call.

Read the full FAQ

What does SubLien do?

SubLien is the subcontractor-compliance hub a general contractor checks before releasing a payment. It prepares and sends lien waivers for e-signature, compares the facts on a subcontractor's certificate of insurance with the minimums your company configured, and keeps every request, reminder and returned document on one record per subcontractor. W-9 collection is included. It runs standalone over email — no project-management system required.

Do my subcontractors need an account, an app or a portal?

No, and there is nothing for them to create. Your sub gets an email with a secure link and signs from any modern phone, tablet or computer using a drawn or typed signature. Certificates and W-9s come back through the same kind of link. There is no subcontractor portal, no software to install and no password for them to remember next quarter.

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

SubLien presents the current internally source-reviewed template recorded for that project's state along with its source record and stores the exact version and hash used. SubLien does not determine that a form is legally correct or appropriate for a transaction — your team and qualified counsel decide that.

How does COI review actually work?

Upload the ACORD 25 and an AI parse extracts the stated facts — it is not optical character recognition, the document is read by a third-party AI provider. SubLien then shows the certificate beside those facts and beside your configured minimums. A person on your team reads the source document, can replace any recorded value, and records your organization's conclusion. SubLien compares; it never decides that coverage is adequate.

Where do the insurance minimums come from?

From your company default, which every project inherits until you change it. You can set a project minimum for a specific job, and optional vendor minimums that apply either to every project or to one project. Every applicable row is a minimum: dollar fields take the highest applicable value, and endorsements are required if any applicable row requires them.

Do I need Procore or QuickBooks Online to use SubLien?

No. Standalone, email-based use is the primary product and needs no other system. If you do run Procore or QuickBooks Online, connecting one prefills waiver drafts from your payment data and brings your vendors and project candidates across, and the Procore side panel puts the workflow next to the commitment you are already looking at. Both integrations are optional.

What comes back after the subcontractor signs?

A sealed PDF with its audit trail bound into the document, carrying an embedded structural seal, a fingerprint printed on the page, and timestamp evidence where the timestamp authority is reachable. Paste that fingerprint into the public lookup at sublien.com/verify — no account needed — and it returns the stored record. It is an evidence mechanism, not a statement about payment, coverage or enforceability.

What does SubLien cost, and what counts as a document?

From $199 a month for 80 documents, billed quarterly or annually, plus a one-time onboarding fee. Every plan includes every feature and unlimited users, vendors and projects — only the monthly document allowance changes. One document is one COI reviewed or one lien waiver sent; W-9 collection, reminders, users, vendors and projects are free. Pricing is published on the site and the demo is where you confirm the volume you need.

Bring one waiver workflow or one certificate.

In 15 minutes, you’ll see the exact experience for your team and your subcontractors—on your paperwork, not sample promises.

See what it costs

No commitment · no card required to book