Questions, answered.

SubLien is a subcontractor document hub for General Contractors: send lien waivers, review COIs, collect W-9s and request other vendor documents, chase what is missing, and keep the source records together on each vendor. Your team decides whether documents are acceptable and whether to release payment.

GC project managers, AP teams, and compliance teams at general contractors of any size — whether you are replacing spreadsheets or standardizing compliance across many projects. Procore and QuickBooks Online are optional.

No. SubLien works standalone; the optional Procore connection imports selected vendors, projects, commitments, payment applications and direct costs.

Request a full refund of your first annual subscription payment by emailing hello@sublien.com from your account email within seven days (168 hours) of payment. Renewals, later capacity additions and separately agreed services are excluded. See Terms section 8 for details.

Book a 15-minute demo to review your workflow, confirm your vendor capacity and arrange your plan. After payment and the required account approvals, add or import your vendors.

Yes — one compliance calendar lists certificate expiries, waivers waiting on a signature and open W-9 requests up to 90 days out, filterable to a single project. Superseded certificates and vendors you have marked exempt are left out.

Your team does the daily work under their own names: requesting, uploading, reviewing, sending and chasing. What destroys evidence or binds the company — deleting a document, exporting raw files with full tax IDs, billing — stays with an owner or admin. Unlimited users on every plan.

No. Your company pays for SubLien. Your subcontractors sign waivers and upload requested COIs and W-9s through secure email links at no charge, without creating an account.

SubLien publishes its pricing: up to 50 vendors, $199/month or $1,990/year; up to 100 vendors, $299/month or $2,990/year; up to 150 vendors, $399/month or $3,990/year; up to 200 vendors, $499/month or $4,990/year; up to 250 vendors, $599/month or $5,990/year; up to 300 vendors, $699/month or $6,990/year; up to 400 vendors, $899/month or $8,990/year; up to 500 vendors, $1,099/month or $10,990/year. Published tiers run up to 500 vendors; above 500, pricing is custom. Pay monthly, or annually with two months free. Every plan is arranged through a demo — there is no self-serve checkout. Every plan includes every feature (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); only the vendor capacity changes. 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.

Book a demo for a walkthrough of lien-waiver collection and COI review, then confirm your plan.

New plans are billed monthly or annually (two months free). Your plan renews automatically at the end of each billing period until you cancel, at the then-current rate, with 30 days' notice of any price change. No cancellation fees: owners and admins cancel from Settings → Manage Billing or by emailing hello@sublien.com, and you keep access through the period you've already paid for.

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.

At capacity, archive or delete a vendor, or contact us to add capacity, before adding another. Existing requests, uploads, signing and reminders continue. There are no document-count limits for tracked vendors.

Four workflow types: Conditional Partial, Unconditional Partial, Conditional Final, and Unconditional Final. SubLien doesn't give legal advice. Which form and type fit a transaction is your decision.

Yes. 26 states have a state-specific workflow: 11 where the state prescribes the waiver form, 6 where a statute sets rules the waiver must follow without prescribing a full form, and 9 where SubLien wrote its own template, reviewed against the state's own sources. Other jurisdictions use a general workflow. The full list, with citations, is in our lien waiver requirements by state guide. SubLien uses the recorded project state to present its current template based on the cited state sources and records the exact version and hash used; your organization decides whether that form fits the transaction. You can also upload your own lien-waiver PDFs, classify each by state and waiver type, and map their fields — matching customer forms appear first. SubLien is not a law firm and does not guarantee enforceability.

Yes — SubLien supports the ordinary lien-waiver workflow whether or not the private project has a payment bond. It does not issue or administer bonds, track bond notices or claims, generate standalone payment-bond waiver instruments, or determine a lien waiver's effect on bond rights. A state-prescribed lien-waiver form may itself affect bond rights; SubLien doesn't give legal advice on that effect.

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

SubLien records the template version and hash, email one-time-code flow, consent, signing events, document hashes, and audit trail. For Mississippi and Wyoming, whose statutory forms carry a notarial certificate, your subcontractor signs before a notary and the completed document comes back as an uploaded PDF for your review. These records do not determine signer authority, legal validity, or enforceability — SubLien doesn't give legal advice about your specific document. Technical detail is in our trust statement at sublien.com/security.

Yes. For a vendor you track, one click on a supported Procore payment application or direct cost in the side panel pre-fills the waiver with the vendor, project, amount, and pay period. The source's approval status does not decide whether it can appear, and you can skip any record that doesn't need a waiver.

Enter or update the sub's email when sending a waiver and SubLien stores it for next time. The sub signs from the emailed link — no app to install.

A Certificate of Insurance (COI) summarizes insurance information reported on the certificate; it does not amend coverage or independently prove a policy is currently in force. SubLien organizes the fields, dates, and comparisons to your configured minimums so your team or insurance advisor can review them.

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

Upload an ACORD 25 PDF: AI prefills the insurer, coverage amounts, expiry dates and endorsements; SubLien compares the recorded values with your configured requirements and shows the differences; your reviewer decides. This is a review of the certificate, not verification of the underlying policy — certificates stay pending until your team records a manual review attestation, and SubLien is not an insurance broker and does not issue coverage opinions.

SubLien combines every minimum that applies to that vendor and project: 1. The company default 2. The project's minimums 3. Vendor minimums for all projects 4. Vendor minimums for one specific project For each dollar field the highest applicable amount is the effective minimum, and an endorsement required at any level stays required — a lower vendor minimum cannot reduce the project or company minimum. Configure the company default in Settings, project minimums on the project, and vendor minimums on the vendor record.

Yes — set project minimums on any project's detail page, and vendor minimums for every project or for one vendor on one specific project. The highest applicable amount remains the effective minimum for each field.

Yes. Mark a vendor globally exempt (no COI required) or exempt on specific projects only — useful for suppliers, consultants, or sole proprietors. Exempt vendors are excluded from compliance counts and show a gray 'COI Exempt' badge.

No one on your team has reviewed the COI yet: it waits there until a reviewer records a decision. While SubLien is still reading a new COI, its status shows "Received" and then "Processing" instead; if the automatic read cannot finish, it shows "Nothing read from this document" (or "Needs attention" if the background read stopped) and your team can review the saved file directly. You can review it and record the decision from the vendor's COI panel.

SubLien compares recorded expiry dates daily: thirty days out the vendor shows an approaching-date prompt, and after the recorded date passes the tracker says so automatically, with configurable reminder emails. These date comparisons do not determine whether a policy or coverage remains in force.

No. SubLien extracts document fields and shows factual differences against your configured inputs for review; extraction may contain errors and is not professional insurance advice or a compliance determination. Verify critical coverage details with your insurance adviser, broker, or carrier.

Yes — each vendor has a W-9 tracker with Missing, Requested, Received, Reviewed, and Returned states. Request or upload the source W-9 file and keep its customer-recorded status next to the vendor's COIs and lien waivers.

No. SubLien stores the source W-9 as a private, access-controlled file but does not send it to an AI provider or read, extract, validate, or verify its contents. Your AP, accounting, or tax team reviews the source form and decides whether to rely on it.

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.

Connect Procore from Settings, then choose the projects and vendors to import. SubLien reads supported payment applications and direct costs to help prepare waiver drafts, and its side panel shows your SubLien document records inside Procore.

Selected projects, vendors (subcontractors and suppliers), contracts/commitments, payment applications and direct costs. SubLien uses supported invoice details to prefill lien waivers and links vendors to their lien waiver, COI and W-9 records.

Invoice submission stays in Procore. SubLien reads supported payment applications and direct costs to prefill waiver drafts; it does not upload invoices to Procore.

Approvals, rejections, revision requests and payments stay in Procore. SubLien does not mirror invoice approval or payment-issued status. It uses supported invoice details to help prepare the related waiver.

Only if you turn it on. Two optional write-backs each have their own switch in Settings: signed lien waivers are filed in the project's Procore Documents, and COIs your reviewer has decided are copied to the vendor's Insurance records in the Procore Directory. SubLien does not change projects, vendors, commitments, payment applications or direct costs in Procore.

You can create vendors manually, then review matching records when you import from Procore.

Data is encrypted at rest and in transit between your browser and SubLien (HTTPS/TLS), and COI documents sit in encrypted cloud storage. Emailed copies are encrypted on their way to the recipient's mail server when that server supports encryption. Procore credentials are handled through Procore's OAuth flow — SubLien never sees or stores your Procore password.

SubLien support is an administrator of every workspace, so we can help when you ask. The support account (support@sublien.com) can do what an administrator of your organization can do, including changing settings, managing team members, deleting documents, exporting files that contain tax identification numbers, and completing setup on your behalf. It cannot record the SubLien library approval, sign documents for your company, or become the owner, it receives none of your notification emails, and we remove it if you ask. It must use two-step sign-in, and the actions it takes are recorded under its own name in the workspace audit log on a best-effort basis. Like any hosted business application, SubLien's systems still process customer data to provide the service. Details are on our security page.

No. Your COI documents and vendor data are used solely to provide the service, never to train or improve AI models.

Records stay in your account until an owner or admin deletes them or the account is deleted. Deleting a lien waiver, W-9 or vendor document records who deleted it in the workspace audit log in the same step as the deletion; other deletions, such as a COI, are recorded there on a best-effort basis. Records that are not deleted are kept for at least these periods: signed lien waivers and signature evidence for at least 10 years, and COI records are retained for at least 10 years after expiry — longer where a contract or law requires it. Export anything you need to keep before you delete it; any owner or admin can export from the dashboard.

Any owner or admin can export your records — signed waivers, COIs, W-9s, and audit trails — as a ZIP. Signed waivers open in a standard PDF reader, and anyone can look up a stored hash and audit-chain result at sublien.com/verify without an account.

Backups run nightly, encrypted, and mirrored off-platform — and each stored archive is read back and re-hashed rather than assumed.