W-9 tracking software for general contractors.

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

Three reminders: on days 3, 7 and 12 after the request, or days 7, 14 and 21 with the weekly cadence.

Missing, Requested, On file — not reviewed, On file — reviewed, and Returned to vendor. Nothing advances on its own past 'on file': a W-9 stays unreviewed until a named person on your team records Reviewed or Returned, and the record stores which of the two they chose.

Only active vendors count, once each, even if you also track their COIs and lien waivers. Archive a finished sub and the slot frees up; their records stay. W-9 documents have no separate charge.

SubLien does not put an expiry date on a W-9 or decide when a new one is needed — that call is your team's. Request a fresh one whenever you want; the new request supersedes the old one, which goes quiet instead of being chased twice.

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 usually means subs and suppliers, and SubLien tracks any vendor you add.

Yes. SubLien keeps all four workflows on the same vendor record: lien waivers, COI review with AI prefill, W-9 source-file collection, and other vendor documents such as subcontract agreements. Send a PDF for the vendor's signature and, when needed, an assigned owner or admin's countersignature. Subcontractors respond through secure email links without an account or fee. Plans start at $199/month for up to 50 active vendors, with all four workflows included. SubLien works standalone; Procore or QuickBooks Online is optional, with one connected provider at a time.