Subcontractor document collection and e-signature.
Contracts, licenses, sign-offs, notarized affidavits. Request them, send them for signature or countersignature, and keep every file on the vendor’s record beside their COIs, W-9s and lien waivers.
- Subcontract agreementNeeds GC signature
Kestrel Roofing · Get it signed by vendor and you
- Safety orientation sign-offCompleted
Delgado Concrete · Get it signed
- Notarized affidavitNeeds review
Bayou Framing · Get it notarized
- Contractor license
Cobalt Steel · Request a file
- Master service agreement
Summit Roofing LLC · Store a file
Store it, request it, or get it signed.
Pick what you need from the vendor. SubLien sends the link, follows up, and keeps the record.
Store a file
Keep a license, contract or any file on the vendor as-is. Nothing is sent.
Request a file
The sub uploads it from a secure link. Your team accepts it or asks for a correction.
Get it signed
The sub confirms their email and signs electronically from a secure link.
Get it signed by vendor and you
The sub signs, then the owner or admin you assigned countersigns.
Get it notarized
The sub downloads it, signs before a notary and uploads it. Your team reviews the return.
Every version, every signature, on file.
What you can show later about who sent, signed, uploaded and accepted each document.
Email-verified signers
Vendors confirm their email with a one-time code before they sign or upload. No account or portal.
A signature record page
Each electronically signed file carries a page recording who signed, when, how they were verified, and the original PDF's SHA-256 hash.
Your team accepts the return
Uploaded and notarized returns stay pending until an owner or admin accepts them or asks for a correction.
Nothing is overwritten
Original files, every version, hashes, consent and review history stay recorded. Corrections keep earlier uploads.
Next to the documents you already chase.
Vendor documents keep their own workflow. Lien waivers, COIs and W-9s keep theirs, all on one vendor record.
Lien waivers
Prepare and send waivers for e-signature. Keep the signed PDF and audit trail.
See lien waiver softwareCOI tracking
Review the source certificate beside its extracted facts and your minimums.
See COI tracking softwareVendor documents are included.
Requests, signatures, countersignatures, notarized returns and review records are included for your vendors. No per-document charge.
50 active vendors, or $1,990/year with two months free. Every feature included.
Vendor document questions
If yours isn’t here, the full list is on the FAQ page — or ask it on the call.
What kinds of documents can I use this for?
Anything that isn't a lien waiver, a COI or a W-9: subcontract agreements, change orders, licenses, safety sign-offs, affidavits, closeout forms. Those three keep their own workflows; vendor documents never replace them.
Do my subcontractors need an account?
No. They get an email with a secure link that lasts 30 days. Before signing or uploading, they confirm their email with a one-time code. They can respond from a phone, tablet or computer.
How does countersigning work?
Choose “Get it signed by vendor and you” and assign an owner or admin on your team. The vendor signs first; your signer is then notified to countersign. The completed file carries a signature record page for both signatures.
What about documents that must be notarized?
Choose “Get it notarized”. No electronic signature is collected: the vendor downloads the file, signs before a notary, and uploads it. Your team is alerted and decides whether to accept the return.
Does SubLien check what's in the returned document?
No. A returned file stays at Needs review until an owner or admin on your team opens it and accepts it, or asks for a correction. A correction keeps every earlier upload on the record.
Can I reuse the same document for many vendors?
Yes. Save a PDF as a template with its fields placed once. Vendor and company details fill in for each vendor you send it to.
Are vendors reminded?
Yes, up to three reminders: on days 3, 7 and 12 after the request, or days 7, 14 and 21 with the weekly cadence. Responding ends them. After the last one, the request stays visible for your team to follow up.
Which file types are accepted?
PDF, PNG, JPEG, Word (.docx) and Excel (.xlsx), up to 25 MB each. A document sent for signature is a PDF. Word and Excel files with macros are refused.
Is there a per-document charge?
No. Vendor documents are included on every plan for your included vendors, with no document-count allowance. Only active vendors count, once each. Archive a finished sub and the slot frees up; their records stay.
Read about file protection on our security page and data use in the privacy policy. SubLien doesn’t provide legal advice — what a document should say and whether it needs a notary is your decision.
Bring the documents you're chasing by email.
Fifteen minutes on a screen share: we set up a request for one of your real documents and show you the signing, countersigning and review flow.