Why SubLien
Lien waivers and COIs. One record per sub. No vendor portal.
SubLien requests what’s missing, follows up automatically, and puts both core workflows in one place for your team to review. W-9 collection is included. Five reasons, each shown on the product itself:
The whole vendor on one screen.
Open a sub and everything you chase is already together: the latest certificate beside your configured minimums, the W-9, every lien waiver with its status, project by project. No tabs to reconcile, no spreadsheet on the side.
- Certificate facts sit beside the minimums you configured — company default, project minimums, vendor minimums — and any difference is recorded in the open.
- A green tick exists only because a named person on your team reviewed the source document and recorded it.
- Follow-ups for whatever is missing run on a schedule, then stop and flag who never answered.
- Certificate of insuranceDifference recorded
General liability shown $1M · your configured minimum $2M · reviewed by Dana M.
- W-9On file
Collected Feb 11 · reviewed by Marcus T.
- Conditional waiver · pay app 07Awaiting signature
Sent Mar 3 · reminder 2 of 3 on schedule
Open the waiver record. The facts stay together.
Each waiver keeps the vendor, project, source references, and only the payment or work-scope facts its selected form uses together. You can see whether it is draft, sent, or signed without turning that status into a payment decision.
SubLien records the facts and keeps the follow-up schedule running. Your team keeps its own payment evidence and decides what the record means for the payment in front of it.
- Cedar Ridge Roofing
- PA-07 · INV-1072
- PO-2201
- May 31, 2026
- $148,200.00
A side panel where the pay apps already are.
SubLien runs as a side panel inside Procore. When a tracked vendor's pay app comes in, it shows up in the panel — one click drafts the waiver with the vendor, project, amount and period already filled in.
- Each PO shows its waiver status, with the vendor's COI next to it.
- You see the state's waiver template before anything goes out.
- Direct costs count too — a bill doesn't need a PO.
- Cedar Ridge RoofingWaiver pending
- Hill Country DrywallWaiver signed
From the bills you already entered to one waiver.
Connect QuickBooks Online and bills from your tracked vendors line up by project. Pick the ones a payment covers and SubLien drafts one waiver across all of them — every invoice number on the record.
- Only vendors you chose to track for lien waivers enter the queue; bills with no exact project stay out as likely overhead.
- One waiver can cover several bills — each invoice and PO number stays searchable on the record.
- Runs standalone on email too — Procore and QuickBooks Online are optional, and neither is required.
Request every closeout waiver from one list.
At the end of a job, one review lists every tracked vendor on the project with its final-waiver status. Request what's missing right there — each draft prefilled with the project-state template — and nothing goes to a sub until you review and send it. The follow-up schedule chases the stragglers.
One ZIP: a readable Excel workbook plus every signed waiver, certificate and — for owners and admins — W-9 record on the project. Signed PDFs stay readable in any standard PDF reader, and the public record check keeps working whether or not you are still a customer.
- Cedar Ridge Roofing
- Lone Star Electric
- BlueLine MechanicalOn file
- Closeout package (ZIP)One download
Excel workbook · signed waivers · COIs · W-9 records for owners and admins
When SubLien is not the right fit
SubLien is focused software, not an outsourced compliance or lien-rights service.
You’re protecting your own lien rights
SubLien files no preliminary notices and no mechanics liens, and tracks none of those deadlines. It is built for the general contractor collecting and reviewing subcontractor records. If lien rights are the job, this is the wrong tool.
You send a handful of documents a year
A folder, a template and a signature may be enough. The math starts working when the chasing is the cost — when somebody spends real hours asking subs for paper that should already be on file.
You want someone to make the call for you
SubLien never issues a compliance verdict; your reviewer does, by name. If you want staff who review certificates and take that decision on your behalf, you want an outsourced compliance team, not software.
Your procurement needs a SOC 2 from us
Sublien LLC holds no SOC 2 report of its own. Our infrastructure providers hold theirs, which is a different statement — if your security review requires one from the vendor directly, SubLien will not clear it.
Fifteen minutes, on your own paperwork.
Bring one lien-waiver or COI workflow. We’ll show the exact experience for your team and your subcontractors.