Questions, answered.

SubLien is a vendor document compliance hub for General Contractors. It helps teams track W-9s, send lien waivers, review COIs, chase vendors, and decide which subcontractor payments are ready to release.

SubLien is built for GC project managers, AP teams, and compliance teams who are still tracking vendor documents in spreadsheets, inboxes, and shared folders.

No. SubLien works standalone. Procore is an optional integration for teams that want vendor, project, commitment, and payment application data synced automatically.

Book a demo and we'll walk you through SubLien on a 15-minute call, then get your account set up on the plan that fits. Once you're in, connect your Procore account (optional), add your vendors, and start tracking W-9s, uploading COIs, or sending lien waivers. Setup is quick.

Yes. SubLien has a W-9 tracker for each vendor with Missing, Requested, Received, Accepted, and Rejected states. You can upload the W-9 file, record optional taxpayer metadata such as legal name and TIN last 4, and keep the status next to the vendor's COIs and lien waivers.

Yes. When a W-9 arrives — uploaded by your team or through the vendor's secure link — AI extracts the legal name, business name, tax classification, and the last 4 digits of the TIN to prefill the review form. The uploaded W-9 file itself is stored encrypted and access-controlled, and is sent to our AI provider for parsing; the extraction never asks for the full TIN, SubLien's structured fields keep only the last 4, the extracted values are advisory, and every W-9 stays in Received until a human accepts or rejects it. SubLien does not validate taxpayer identity or provide tax advice; your AP, accounting, or tax team should verify W-9 details before relying on them.

No. A W-9 is generally collected from US vendors, contractors, and other payees when your company needs taxpayer information for reporting. In a GC workflow, that often means subs and suppliers, but it is not limited to subcontractors.

SubLien supports all four standard lien waiver types: Conditional Partial, Unconditional Partial, Conditional Final, and Unconditional Final. These cover every stage of the payment cycle, from progress billings to final close-out.

Yes. SubLien supports mandatory/state-specific lien waiver handling for Arizona, California, Florida, Georgia, Massachusetts, Michigan, Mississippi, Missouri, Nevada, Texas, Utah, and Wyoming, plus a generic workflow for other jurisdictions. SubLien auto-detects the project state and can generate the applicable state-specific template when available. Before a SubLien system template can be sent, your organization must attest that its legal counsel reviewed and approved that exact state/type/template hash for your use. SubLien is not a law firm and does not guarantee enforceability.

You create a waiver from vendor and payment context, review it, and send it to the sub's email. The sub receives a secure link, signs electronically through an ESIGN/UETA-oriented workflow, and the signed PDF is stored automatically.

Yes. When a payment application is approved in Procore, SubLien surfaces a notification in the side panel. One click pre-fills the waiver with the vendor, project, amount, and pay period. If no waiver is needed for a particular pay app, you can skip it.

You can manually enter or update the sub's email when sending a waiver, and SubLien stores it for future use. The sub signs on their phone from the emailed link — no app to install.

A Certificate of Insurance (COI) is a document from an insurer confirming that a vendor carries active coverage. As a GC, you're exposed to liability if an uninsured or underinsured sub gets injured or causes damage on your jobsite. Collecting and verifying COIs is standard practice — but doing it manually is slow and error-prone.

ACORD 25 is the industry-standard one-page certificate of liability insurance form. It summarizes a vendor's commercial general liability, auto, workers' comp, umbrella, and other coverages in a structured format. SubLien's AI reads ACORD 25 PDFs to extract coverage data automatically.

Upload an ACORD 25 PDF. SubLien's AI extracts the insurer, coverage amounts (GL, auto, workers' comp, umbrella), expiry date, and endorsements, then compares those values against your configured requirements and flags gaps. This is an AI-assisted review of the certificate, not verification of the underlying policy. AI-clean certificates stay pending until your team records a manual review attestation; SubLien is not an insurance broker and does not issue coverage opinions.

SubLien uses a priority hierarchy — the most specific requirement wins: 1. Per-trade on the specific project (e.g., Electrical on Downtown Tower → $2M GL) 2. Project-wide default (all trades on a project → $1M GL minimum) 3. Per-trade company-wide (your standard for all Electrical work → $1M GL) 4. Company-wide default (catch-all for any vendor) Example: if your company default is $1M GL, but the Downtown Tower project requires $2M for Structural Steel, a Structural Steel vendor on that project is evaluated against $2M — not $1M. Configure company-wide and per-trade standards in Settings → COI Requirements. Per-project overrides are set on the project detail page.

Yes. On any project's detail page, you can set a project-wide default and per-trade overrides that apply only to that project. These take precedence over company-wide settings. This is useful for high-risk projects (high-rise, heavy civil) that require higher coverage than your typical jobs.

Yes. Some vendors — like suppliers, consultants, or sole proprietors — may not carry standard insurance. You can mark a vendor as globally exempt (no COI required ever) or exempt for specific projects only. Exempt vendors are excluded from compliance counts and show a gray 'COI Exempt' badge.

It means the COI was uploaded but hasn't been evaluated yet — either the AI is still processing it, or the document quality was too low for automated extraction. You can manually review and update the status from the vendor's COI panel.

SubLien checks expiry dates daily. 30 days before expiry, the vendor shows an 'Expiring Soon' warning in orange. Once the date passes, the status automatically switches to Expired — no manual update needed. You can configure email reminders to be sent to the vendor before their COI expires.

Through Procore's official OAuth 2.0 integration. You authorize SubLien once from the Settings page, and it syncs your companies, projects, vendors, and payment applications. SubLien also runs as a side panel app inside Procore for quick access while you work.

Projects, vendors (subcontractors and suppliers), contracts/commitments, and approved payment applications. SubLien reads this data to auto-generate lien waivers and link vendor records.

SubLien primarily reads Procore data to create and track compliance records. When Procore write-back is enabled, SubLien can attach a completed signed waiver PDF to the matching Procore project or commitment. SubLien does not edit your underlying Procore project, vendor, commitment, or payment facts.

You can create vendors manually in SubLien. They won't auto-sync with Procore, but you can link them later. SubLien will also surface a notification if an imported Procore vendor looks like an existing manual entry, so you can merge them.

Three plans: Starter ($199/mo, 80 documents/month), Growth ($399/mo, 200 documents/month), and Scale ($799/mo, 600 documents/month). Annual billing saves 2 months. All plans include W-9 tracking, COIs, lien waivers, reminders, and audit exports, with unlimited users, vendors, and projects. A "document" is each COI reviewed, lien waiver sent, or W-9 requested — reminders, re-uploads to fix a cert, and views are free.

Book a demo and we'll give you a personalized walkthrough of the full product, then set you up on the plan that fits your team. Reach out any time if you want to see how a specific workflow — waivers, COIs, or W-9s — would work for your projects.

Yes. Cancel from your account settings at any time. You keep access until the end of your billing period. No cancellation fees.

Exactly three things count: a COI reviewed, a lien waiver sent, or a W-9 requested. Reminders, re-uploads to fix a certificate, signature events on a waiver you already sent, views, and exports never count.

All data is encrypted in transit (HTTPS/TLS) and at rest. Procore credentials are handled through Procore's OAuth flow — SubLien never sees or stores your Procore password. COI documents are stored in encrypted cloud storage.

No. Your COI documents and vendor data are used solely to provide the service. We do not use your data to train or improve our AI models.

Signed lien waivers are retained for 10 years (standard lien statute of limitations). COI records are retained for 3 years after expiry. You can export all your data at any time from the dashboard.

No. SubLien automates document parsing and compliance flagging, but automated extraction may contain errors and does not constitute professional insurance advice. Always verify critical coverage details with your insurance advisor or broker. See our full disclaimer in the COI dashboard.