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For GCs still running this on a spreadsheet

Stop chasing subs for lien waivers and COIs.

One request goes out. The follow-ups go out on the days you’d have sent them. Whatever comes back — a signed waiver, a certificate, a W-9 — lands on that sub’s record, not in three people’s inboxes. And whoever never answered is on one screen instead of in your head.

Runs standalone. The Procore and QuickBooks Online connections are optional and free. Your subs just get a link — no login, no portal, nothing to remember next quarter.

See what it costs

15 minutes · no commitment · no card required to book

If chasing this paperwork is on one person’s desk, it was built for them. If it’s on nobody’s desk, that’s the more expensive problem.

Lien waiver in 4 steps
Subs on Riverside Tower
24 vendors
Cobalt Steel
Structural steel
$84,230
PA-07 · May 2026
  • Kestrel RoofingGeneral liability expires in 22 days
  • Vance MechanicalNo W-9 on file
  • Delgado ConcreteReminder 2 of 3 sent
ESIGN/UETA-aligned e-signature · Tex. Prop. Code §53.284
A Tuesday, lately

You already know how this goes.

Nobody took the job to send the same email nine times.

  • 8:40 a.m.

    Pay-app day, and the unconditional final isn't signed. Either the check waits, or it goes out and you don't hold the paper.

  • 1:30

    The roofer's general liability expired on the 14th. You find out on the 30th, after a pay app already went through — and for sixteen days you had no paper saying he was covered.

  • 3:05

    The owner's rep asks whether you're covered on Riverside. The honest answer is “let me go look.”

None of that is a software problem until one person has to do all of it, every week. Then it is exactly a software problem.

The day a check goes out, one screen answers for the sub you're paying.

The waiver for this pay app, signed. The certificate on file, and who reviewed it. The W-9, accepted. The three documents that stand between a pay app and a check, on one record per sub — stated as facts with names and dates, never as a green light. A tool that only chases waivers can’t answer that question; neither can one that only tracks certificates. Holding all three is the point. Everything below is how the record stays current without you.

Cedar Ridge Roofing LLCRoofing · 4 projects
  • Conditional progress waiverSigned Feb 2 · $148,200
  • Unconditional final waiverSent Mar 3 · awaiting signature
  • Certificate of insuranceACORD 25 · expires Mar 14, 2027

    Reviewed by M. Okafor, Jan 8

  • EndorsementsCG 20 10 form page attached

    Additional insured — read from the form, not a ticked box

  • W-9On file · TIN ••••1182

    Certification signature found

  • Your own uploadsExecuted contract · 2023 W-9
The vendor roll, exactly as it looks when you sign in.

With QuickBooks connected, the bill notification links straight here — to a card titled “Before you release payment” — at the exact moment someone is deciding whether to cut the check. Every green row on it names the person on your team who reviewed that document, and what they recorded. There is no aggregate score and no “ready to pay” button, on purpose: you assemble the conclusion, and you hold the record that defends it.

Not every sub owes you the same paperwork. A materials supplier may owe you a W-9 and nothing else; a trade sub on a lien-waiver job owes you both. Per-vendor toggles decide what SubLien asks for, chases and counts as missing — and turning one off never deletes what you already collected.

How lien waivers workHow COI review works

Nobody re-types a certificate. Nobody re-reads one top to bottom either.

Upload the ACORD 25 and SubLien reads it — carrier, policy number, effective and expiry dates, each limit — and shows the line it says it read each one from, with the page number. Where it found nothing, the field stays blank. Checking a number is a glance, not a re-read. And an AI mistake is visible on the same screen.

The ACORD 25 beside each extracted field, with the quoted line and the page it came from.

Every number is shown with the line it came from. The model is instructed to copy a literal quote and a page number, or return nothing rather than paraphrase. Where it returns nothing, the field stays blank — a blank is a prompt to go look, not a guess dressed as a reading.

Endorsements say where they came from. An attached CG 20 10 form page is not the same thing as a box ticked on the certificate, and SubLien records which one it saw. When it's ambiguous, it records the weaker of the two — never the stronger.

Cedar Ridge RoofingCertificate received Mar 2, 2026
  • General liability$2,000,000 → $1,000,000 ↓
  • Umbrella$5,000,000 → not on this certificate ↓
  • Additional insuredOn last year's certificate → not on this one ↓
  • CarrierChanged ↓
  • ExpiryMar 14, 2026 → Mar 14, 2027

Nobody re-reads last year’s certificate at renewal. This is how a sub’s general liability quietly slides from $2,000,000 to $1,000,000 and stays there for a year.

It does not call the carrier. It does not decide whether the coverage is enough. It types, and it shows its work.

A certificate of insurance summarizes information reported on the certificate. It is not the policy, it does not amend coverage, and a box ticked on it does not by itself create additional-insured or waiver-of-subrogation rights — the policy and its endorsements control. Your team or insurance advisor decides what that means for your job.

Bring a real ACORD 25 to the demo — 15 minutes, no commitment.

Roofers and painters don’t carry the same coverage. Your requirements shouldn’t either.

Set minimums company-wide, per trade, per state and per project. Each certificate is compared with the one rule that actually applies — and SubLien names the rule it used.

  1. Company default: $1,000,000 general liability.

  2. Downtown Tower requires $2,000,000 for structural steel.

  3. A structural-steel sub on Downtown Tower is compared against $2,000,000.

  4. The screen names the rule it used: Per-trade (Structural Steel) on this project (TX).

When rules overlap, the most specific one wins — a per-trade minimum on this project in this state beats the company-wide default. Owner-contract extras that no minimum covers — pollution liability, a 60-day cancellation notice, form CG 20 37 — go on that project’s checklist and every certificate is checked against the list.

Typical insurance minimums by trade

No verdict. Two numbers.

A badge that says “Compliant” is an opinion about somebody else’s insurance policy, printed under your company’s name and handed to a lender. SubLien never prints that word. It prints the arithmetic:

General Liability: $1,000,000 on the certificate — $2,000,000 minimum configured.

And when someone signs off, their name is on it — Reviewed by M. Okafor: recorded limits are at or above the minimums you configured. When a document leaves your building it states presence and dates and nothing else: On file — reviewed, On file — recorded differences, Expired. Never a verdict. That’s what the auditor wanted anyway.

It’s also the version that protects you. “The software said it was fine” is not a defense anywhere. “Our AP lead reviewed the certificate on the 30th, and here is the record” is exactly what you need — and it’s the true version.

The same rule points at us: nobody at SubLien can open your account unless an owner or admin here allows it, for a window you choose — how that works.

The four places the software says no.

  1. We don't decide whether a policy is good enough.

    SubLien puts the stated limits and the minimums you configured side by side and records who reviewed them. It contacts no insurer and no surety.

  2. We don't release payment or hold it.

    With QuickBooks connected, SubLien appends a factual record snapshot to the bill memo and attaches the signed waiver PDF. It never edits an amount, an account or a line item, and it never moves money. Your team releases payment, in your system.

  3. We don't tell you a document is legally correct.

    Before your first send on a SubLien template, someone on your side attests — per state, per waiver type, per exact document hash — that your own counsel reviewed and approved it for your use. That’s a gate in the software, not a sentence in a footer. Prefer your own form? Upload your counsel-approved PDF, and SubLien records that it did not author the body.

  4. Where a statute rules out the form you asked for, we refuse and name the statute.

    Ask for an unconditional waiver in Utah on a SubLien template and it declines and names UCA §38-1a-802. Ask for an unconditional partial in Massachusetts and it declines and names M.G.L. c.254 §32. Upload your own counsel-approved form and the decision moves to your attorney, where it belongs.

Twelve states carry statutory or state-specific waiver forms — MS and WY require a notary, so typed signing is off there by design. Everywhere else, a standard conditional or unconditional workflow runs the same send, chase and e-sign, and your organization approves any template before its first send. All twelve states, cited by section

Read that as friction if you like. Your attorney will read it as the reason this is safe to sign off on.

The follow-ups you’d send, on the days you’d send them. And it knows when to stop.

Everything in this category will chase your subcontractors. The part that keeps them answering your calls is knowing when to quit.

It asks.

  • One email, every document. Ask a new sub for their certificate and their W-9 at once — one message carrying a separate secure link for each, and nothing to sign up for.
  • Certificates, ahead of the expiry you recorded. A run of reminders in the weeks before the date, one on the day, and one after. A fixed number of sends, not an open-ended chase — then the window closes and it's your call.
  • Waivers and W-9s, on a rhythm you pick. A few days out, then again, then a final notice — or a weekly cadence if your subs respond better to that. Capped either way.
  • The right inbox per document. Certificates to their insurance agent, W-9s to their bookkeeper, waivers to the owner — per vendor, and where that contact is missing SubLien falls back to the next one on file rather than sending to nobody.

And then it stops.

  • The renewal lands. A newer certificate covering past the window ends the chase on its own. Nobody gets nagged for a renewal they already sent.
  • The last rung is reached. After the final notice SubLien stops emailing, flags the vendor as at risk, and leaves it to you. Escalation is a person's job.
  • The sub says they're off the job. Every reminder carries a link they can use to report it. Chasing pauses for that scope and lands on your desk to confirm — they can pause it, only you can close it.
  • The project closes out. Project-tagged chasing winds down once a job has been complete longer than the coverage tail you set. Final waivers are the deliberate exception: closing a job doesn't silence a final waiver you still don't hold.

Your subs never create an account. One email, one secure link. They photograph or upload the certificate, sign with a thumb, done — no password, no app, no portal. Every request arrives from sublien.com and names your company in the subject and in the body, so your sub sees who is asking.

Questions reach you, not a void. “Question about this request?” sits on the certificate and W-9 upload pages and lands on your desk. Half of “the sub never responded” is a sub who had a question and hit reply on a no-reply address.

They emailed you the cert instead? Drop it on their record yourself and the chasing stops. The system bends to the sub, not the other way around.

The subs who ignore your emails today will ignore these too. What changes is that SubLien keeps asking on the days you’d have asked, and then tells you exactly who never answered.

Nobody ever improved a relationship with a subcontractor by emailing them a ninth time.

Pricing

Three prices, printed. No “contact us for pricing.”

All three plans are the same product — every feature, unlimited users, vendors and projects. The only thing that changes is how many documents you run in a month. We still do a fifteen-minute call before you buy, because for the first hundred customers every account is set up by hand. You'll have the full number — subscription plus the one-time onboarding fee — before the call ends, and before anyone asks you for a card.

Starter
For teams getting the chase off email
$199/mo
$597 billed once a quarter
80 documents / month
Recommended
Growth
For GCs with a steady sub roster
$399/mo
$1,197 billed once a quarter
200 documents / month
Scale
For high-volume, multi-project teams
$799/mo
$2,397 billed once a quarter
600 documents / month

You’ll have the full number — plan plus the one-time onboarding fee — before the call ends. No card required to book.

Same product on all three — lien-waiver e-sign, AI certificate review, W-9 collection, expiration reminders, QuickBooks Online and Procore sync, unlimited users, vendors and projects.

$199, $399 or $799 a month, billed quarterly or once a year. A one-time onboarding fee applies, quoted on your call. A 10-document pack ($29) if you go over. Above 600 documents a month we’ll size it with you. That is the whole conversation about money.

For scale: if certificate emails and waiver chasing cost someone in your office an afternoon a week, you already know what the spreadsheet really bills you. Not sure which plan fits? Bring your vendor count to the call — sizing it takes one of the fifteen minutes.

What a document is

One COI reviewed, one lien waiver sent, or one W-9 requested. Reminders are free. A corrected certificate sent again for the same vendor in the same calendar month is free. Users, vendors and projects are always free.

If you go over

Nothing is lost. Your subs' uploads keep landing, reminders keep running, and a certificate that arrives over the allowance is stored and reviewed the moment you add capacity — it is never bounced back to your sub. Sending new documents past the allowance takes a 10-document pack ($29), one click for an owner or admin right in the app, or tell us and we'll move you up a plan.

How you pay

Card or ACH, from a secure Stripe link we send after the call. A card clears in seconds and your workspace opens the same day; ACH takes about a week — pick card if you want access today. Renewals draw automatically on the payment method you set.

Set up for you in the first week. That’s what the one-time onboarding fee buys.

Day 0

Fifteen minutes. Bring one certificate and your vendor list.

Day 1–2

We import your vendors from whatever you have — a spreadsheet, a Procore export, a QuickBooks export — load the certificates you're already sitting on, and set your trade minimums with you on a screen share. Then your first requests go out: your subs get a link, not an invitation to sign up, and we send one to a test address so you see exactly what they see.

Day 7

One screen: what came in, what expires in the next 90 days, and who never answered.

No card required to book · no long-term contract — only the billing period you choose · your plan renews automatically at the same rate until you cancel · cancelling ends renewal at the close of the period you’ve paid for · an owner or admin can export your records from the dashboard before closing the account.

Don’t take our word for any of it.

If a signed waiver is ever challenged years later, anyone can confirm the record hasn't changed — without an account and without calling us. Both checks are live right now. That's deliberate: the things worth trusting are the ones a stranger can check without asking us.

Look up a signing record.

Paste any SHA-256 a signed waiver carries into the public lookup. No account, no sign-up. It reports whether a stored record matches that hash and whether its recorded chain still recomputes — and it establishes nothing about coverage, payment, legal validity or enforceability.

Open the public lookup
Read the trust statement.

When we print “ESIGN & UETA-aligned e-signatures” and “encrypted, tamper-evident records,” that page is what we mean: the signing session, the consent captured, the hash chain behind every signed waiver, the third-party timestamp, and exactly what we produce in a dispute — versioned and public.

Read it — no NDA, no call

SubLien is Sublien LLC, Austin, Texas — (737) 758-4417. The company name on this page is the one on your bank statement.

Everything else it does.

Nine more things the page above doesn't have room for. The short version is already on each row — open the ones you care about.

Compliance calendareverything due, 90 days out
Certificate expiries, waivers waiting on a signature and open W-9 requests, in one list, filterable to a single project. Superseded certificates and vendors you’ve marked exempt are left out, so nothing shows as due that no action could clear.
Project checklistsowner-contract items, checked on every certificate
Fourteen ready-made items covering coverages, notice periods and ISO endorsement forms — or write your own with the wording to look for. Each certificate reviewed on that project is checked against the list and reports found, not found, or unclear, with a quote and a page. Whether the item is sufficient stays your call.
Project bindercover sheet plus the files, foldered by sub
Scoped to a project or a vendor and filtered by date and document type: a cover-sheet PDF indexing every document with factual statuses and dates, plus the underlying files in per-subcontractor folders. Anything left out is named in the ZIP rather than quietly dropped. The index states presence and dates — it is not a determination of adequacy.
Billed against signedper vendor, informational
Imported QuickBooks bills and approved Procore pay apps summed against signed-waiver amounts, with the difference shown. Source-record snapshots: they do not prove payment, or that a waiver applies to a specific transaction. Your team decides what a difference means.
When a sub pushes backdisputes freeze the chase; dead addresses get a badge
“Something wrong?” sits on the sign page before any email code — wrong amount, wrong project, already paid. Reminders freeze until you’ve sorted it out, and the waiver stays signable if they change their mind. A bounced, unsubscribed or spam-flagged address shows as a badge with the reason, instead of SubLien chasing an inbox nobody reads.
Exportsvendor ZIP · org CSVs · full evidence archive
Per vendor, every document plus a CSV summary with masked TINs. Org-wide, your vendors, waivers and certificates as CSVs. And a complete legal-evidence archive — every stored file byte, a manifest, hashes, chain results and a README stating exactly what the archive is and is not. An owner or admin pulls it themselves, no phone call needed.
If you leavea 30-day export link, and nothing deleted unless you ask
Cancel and the account owner is emailed a signed link, good for 30 days, that builds the same complete archive without a live subscription. Retention periods are minimums, not deletion dates, and there is no purge job — nothing is erased when a period ends. Signed waivers keep opening in a standard PDF reader, and their records stay publicly checkable at sublien.com/verify.
Team rolesdrawn on what can be undone
Your team does the daily work under their own names: request documents, upload, review a certificate, send and chase waivers. What destroys evidence or binds the company — deleting a document or the organization, exporting raw files with full tax IDs, approving a template, managing the team and billing — stays with an owner or admin. The capability list is printed on the invite screen. Unlimited users on every plan.
Retentionten years on waivers and certificates, minimum
Signed waiver PDFs and their audit trails are kept for at least ten years, and so are certificates of insurance — an injury claim can surface years after the job closed, and the certificate is what you will be asked for. Those are floors, not schedules — nothing is deleted on a timer. Backups run nightly, encrypted, mirrored off-platform, and the stored archive is read back and re-hashed so a truncated upload doesn’t count as a backup.

It works on its own. It works differently if you already have a system.

Standalone is the product. Connecting Procore or QuickBooks Online is optional and free on every plan. SubLien only ever adds records to your system — or updates the insurance record it filed there itself, when a renewal replaces it. It never deletes anything, never touches an amount, an account or a line item, and never moves money.

Standalone

Email and secure links. Nothing else required. Everything above this line works this way.

QuickBooks Online

Pull the vendors you choose, with the tax-ID last four and any W-9 already attached in QuickBooks filed on the record. A bill against a PO surfaces as a pre-filled waiver draft, and customers and jobs queue as project candidates you approve.

Procore

A side panel inside Procore: pick a vendor, pick a project, send a pre-filled waiver without leaving the tab. Approved pay apps surface the matching waiver — nothing is auto-sent — the signed PDF is filed back on its commitment, and COIs your team records at or above its configured minimums are written to the vendor’s insurance record.

Already on Procore? Procore stores the certificate. Holding a different insurance minimum for your roofers than for your painters isn’t part of its native model, and it doesn’t send the third reminder. That’s the gap this fills — from inside Procore’s own side panel.

The questions that actually decide this.

Do my subcontractors have to create an account?

No, and there's no way for them to. They get an email with a secure link, upload or sign from a phone, and that's the entire experience: no password, no app, nothing to accept, nothing to remember next quarter. If a sub emails you the certificate instead, put it on their record yourself and the chasing stops.

What happens to the certificates and W-9s I already have?

Bring them. Send the vendor list you already keep — a spreadsheet, a Procore export, a QuickBooks export — and the folder of certificates with it. We import the vendors, flag the probable duplicates, load the documents you already hold, and set your per-trade minimums with you on the call. You come out of onboarding with your real roster on screen and the gaps already visible. You are not re-typing anything.

What if the AI reads something wrong?

You'll see it on the same screen. Each extracted value is shown beside the line the model says it read it from and the page it came from, with the certificate open next to it — so checking a number is a glance, not a re-read. Correct it in the review screen and your correction is what gets stored, with your name and the time on it. The model is instructed to copy a literal quote or return nothing rather than paraphrase, and where it returns nothing the field stays blank instead of being guessed at. AI extracts fields and compares them with the inputs you configured; your team reviews the source document and decides what to accept.

What happens when a sub just never answers?

SubLien asks a fixed number of times, on the days you chose, and then stops — it flags the vendor as at risk and leaves the next move to you. Escalation is a person's job. What changes is that you know exactly who never answered, and when they were asked, without keeping any of it in your head.

Can I try it without a call?

There's no self-serve trial — the fifteen-minute call is the trial, run on your own paperwork instead of sample data. Bring one certificate and your vendor list: we set your real trade minimums on screen, send a real request to a test address, and you leave with your minimums written down whether or not you buy. No card is required to book, and the full price — plan plus the one-time onboarding fee — is on the table before the call ends.

Is my vendor data used to train AI models?

Not by us, and not under our provider's terms. Documents go to Anthropic's API for extraction under a data processing agreement; Anthropic's commercial terms state that API inputs and outputs are not used to train their models — that is their published commitment, named as theirs rather than claimed as something we built. Inside SubLien, records are encrypted in transit and at rest and files are stored privately.

What happens to my documents if SubLien goes away?

Any owner or admin can export your records — signed waivers, certificates, W-9s and the audit trails — as a ZIP, no phone call needed. If a subscription is cancelled we email the account owner a 30-day self-serve link to the same complete archive. Retention periods are minimums, not deletion dates, and there is no purge job — nothing is erased when a period ends. 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.

More questions →

It’s Tuesday somewhere in your inbox right now.

Fifteen minutes on a screen share. Bring one certificate and your vendor list — we’ll set your trade minimums live and send a real request to a test address so you see exactly what your sub sees. If it isn’t a fit we’ll say so, and you’ll still leave with your minimums written down.

See what it costs

15 minutes · no commitment · no card required to book