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Subcontractor compliance for general contractors

Sub paperwork, signed and filed in one place.

Lien waivers, COIs, W-9s and any vendor document, from MSAs and contracts to licenses. Subs sign or upload from a secure link, reminders go out on schedule, and every COI and document expiry date lands on one calendar.

  • No more
  • DocuSign
  • Exporting PDFs
  • Shared drives
  • Chasing by hand
See pricing

From $199/mo · Unlimited users and projects

  • E-signature built in for waivers and documents
  • Lien waivers on your forms or SubLien’s state templates
  • One record per sub, across every project
  • Standalone, or withProcoreorQuickBooks Online
Sample timelines · tap a tab

Delgado Concrete

Conditional final · Hill Country Clinic

$126,400.00

Waiver sent for signature

Your only step · secure link emailed

You
3 days, no reply

Reminder 1 of 3 sent

Day 3, on schedule

Auto
next morning

Opened from the link

No account, no app

Sub
4 min

Signed

Sub

Conditional Waiver and Release on Final Payment

Texas Property Code §53.284(d)

E-signed by Marisol Delgado

Saved to the vendor record

Auto

Signed PDF + audit trail · reminders stopped

Your part: one send. Everything after ran on its own.

Standalone
Runs on email

No PM system required.

Procore
Procore side panel

Status inside the project, plus sync.

QuickBooks
QuickBooks Online & IES

Prefill waivers from project bills.

Evidence
A record for every signature

Signed PDF and signing record; lien waivers add an RFC 3161 timestamp and a public lookup.

Every sub document · one record

Everything you chase, on the vendor it belongs to.

Lien waivers, certificates beside the minimums you set, W-9s and every other vendor document, on one record.

01 · Lien waivers

Your forms or ours. Signed without an account.

Upload your own lien-waiver PDFs and map the fields once — or start from SubLien’s state library. Pick the sub, project and amount; the signed PDF lands on the vendor record with its audit trail. Prefill waiver drafts from Procore payment applications and direct costs, or QuickBooks Online and Intuit Enterprise Suite bills.

See lien waiver software

SubLien doesn't give legal advice. Which form fits is your decision. COI files and signed lien waivers stay available in SubLien until an owner or admin deletes them or the account is deleted.

Conditional progress
Payment for this period not yet received
Unconditional progress
This period is paid
Conditional final
Final payment on the way
Unconditional final
Final payment received
02 · COI tracking

The ACORD 25 beside your minimums.

AI prefills the stated facts; SubLien compares them with your company default, project minimums and vendor minimums. A person on your team reviews the source and records the conclusion.

See COI tracking software
03 · W-9 collection

SubLien collects W-9s too.

A secure upload link with scheduled reminders. SubLien stores the W-9 — it never reads it or sends it to an AI provider. Your reviewer decides whether to keep it or request a replacement.

  • Summit Roofing LLCOn file — reviewed
  • Delta MechanicalOn file — not reviewed
  • Cedar Ridge ConcreteRequested

W-9 collection is included for your tracked vendors. No IRS TIN matching or 1099 filing.

See W-9 tracking
04 · Documents

Every other document, on the same record.

Licenses, contracts, sign-offs, affidavits — anything that isn’t a lien waiver, a COI or a W-9. Keep it on the vendor, ask the sub for it, or send it for signature, from the vendor profile or the Documents page.

  • Vendors confirm their email before signing; each signed file gets a signature record page.
  • Returned files stay pending until an owner or admin on your team accepts them.
  • A correction request keeps every earlier upload.
  • Original files, versions, hashes, consent and review history stay recorded.
  • You're alerted in SubLien and, if you choose, by email.

Documents stay separate from lien waivers, COI reviews and W-9s — each keeps its own workflow.

See vendor documents
  • Contractor license · Cobalt SteelStored
  • Subcontract agreement · Kestrel RoofingNeeds GC signature
  • Safety orientation sign-off · Delgado ConcreteCompleted
  • Notarized affidavit · Bayou FramingNeeds review
What GCs use it for
Contracts
Subcontract agreements · Change orders · Master service agreements
Licenses
Contractor licenses · Business registrations · Trade certifications
Safety
Orientation sign-offs · Site safety plans · Training certificates
Closeout
Warranty letters · Notarized affidavits · Closeout sign-offs
  1. Store a file

    Keep a license, contract or any file as-is. Nothing is sent.

  2. Request a file

    The sub uploads it from a secure link; your team accepts it or asks for a correction.

  3. Get it signed

    The sub signs electronically from a secure link.

  4. Get it signed by vendor and you

    The sub signs, then your assigned owner or admin countersigns.

  5. Get it notarized

    The sub signs before a notary and uploads it; your team reviews the return.

How it works

Set up once. Then it runs on a schedule.

No implementation project, no sub portal, nothing for them to install.

  1. 01

    Add or import subs

    Type them in, upload a list, or pull them from Procore, QuickBooks Online or Intuit Enterprise Suite.

  2. 02

    Send requests

    Secure links for waivers, COIs, W-9s and documents. Waivers, W-9s and documents get reminders on days 3, 7 and 12; COIs get reminders before they expire.

  3. 03

    Review one record

    Everything that comes back lands on the vendor record, beside whatever is still outstanding.

On the record

What you can show later.

Every request, signature and review leaves a record you can download.

  • Downloadable signing records

    Recorded signing activity and document fingerprints, retained with your documents.

  • Lien waivers: independent timestamp

    An RFC 3161 timestamp from a third-party authority.

  • Lien waivers: public lookup

    Anyone holding the signed waiver PDF can check it against the stored record.

  • One export per vendor

    Waivers, COIs, W-9s, documents and audit trails in one ZIP.

These records show what happened in SubLien. They are not a ruling on legal validity.

Procore + QuickBooks included

Use the records you already entered.

Procore, QuickBooks Online and Intuit Enterprise Suite are included on every plan. All are optional; SubLien also runs standalone.

Procore

  • See vendor waiver, COI and W-9 status for the project in the Procore side panel.
  • Prefill waiver drafts from payment applications and direct costs.
  • Review and send from the panel; see when it’s viewed and signed.
  • File back into Procore: signed waivers land in the project’s Documents, reviewed COIs update the vendor’s Directory insurance. Optional.
See the Procore integration

QuickBooks Online & Intuit Enterprise Suite

  • Choose the projects and vendors to track.
  • Prefill waiver drafts from project bills, with or without a PO.
  • Open the source bill from the waiver. Your QuickBooks records stay unchanged.
See the QuickBooks integration

Updates arrive as changes happen, plus a daily catch-up. Your subs still just get an email — never a platform account.

Pricing

Every feature on every plan. Pay for active vendors only.

Choose your vendor capacity. Every plan includes unlimited lien waivers, COI reviews and W-9 collection for your included vendors, plus unlimited users and projects. Subcontractors sign waivers and upload COIs or W-9s at no charge, without an account.

Up to 50
active vendors
$199
/mo · $1,990/yr
Up to 100
active vendors
$299
/mo · $2,990/yr
Up to 150
active vendors
$399
/mo · $3,990/yr
Up to 200
active vendors
$499
/mo · $4,990/yr
Up to 250
active vendors
$599
/mo · $5,990/yr
Up to 300
active vendors
$699
/mo · $6,990/yr
Up to 400
active vendors
$899
/mo · $8,990/yr
Up to 500
active vendors
$1,099
/mo · $10,990/yr
500+
active vendors
Custom
SSO/SAML · CSM
See all pricing

Pay monthly, or annually with two months free. Every plan is arranged through a demo — there is no self-serve checkout.

  • 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 active vendors count. Archive a finished sub and the slot frees up; their records stay. Each counts once across your projects. Full pricing details →

Questions

What GCs ask before they book.

If yours isn’t here, the full list is on the FAQ page — or ask it on the call.

Read the full FAQ

What does SubLien do?

Prepare and send lien waivers, collect and review COIs, and keep W-9 source files. Store, request or send for signature any other vendor document, such as a license or a contract. Requests, reminders and returned documents stay on one record per subcontractor. Your team makes the review and payment decisions.

Do my subcontractors pay or need an account?

No. Your company pays for SubLien. Your subcontractors sign waivers and upload requested COIs or W-9s at no charge through secure emailed links. They can use a phone, tablet or computer, without an account or app.

Which lien waiver form does SubLien use for my project's state?

Your own forms or SubLien's library. Upload your own lien-waiver PDFs, classify each by state and waiver type, and map the fields once — matching forms appear first. Or use the project-state template from SubLien's library, shown with its source record; one owner or admin chooses to use the library for your organization. Your organization decides which form is appropriate, and each sent waiver keeps its exact document version.

How does COI review actually work?

AI prefills the stated facts from the ACORD 25. Your reviewer checks the source, can replace every value, and records your organization’s conclusion. SubLien compares the recorded facts with your minimums; it does not decide coverage or compliance.

Where do the insurance minimums come from?

Your company sets a default, with optional project and vendor minimums. The highest applicable dollar amount applies, and an endorsement is required if any applicable minimum requires it.

Do I need Procore, QuickBooks Online or Intuit Enterprise Suite to use SubLien?

No. SubLien works standalone over email. The integrations are optional and included on every plan; they import records and prefill waiver drafts for your team to review and send.

What comes back after the subcontractor signs?

A signed PDF with its signature certificate, audit trail and document fingerprint; electronically signed waivers also carry an embedded seal. The public lookup at sublien.com/verify checks whether a document matches the stored record. Signing evidence does not establish payment or enforceability.

What does SubLien cost, and how are vendors counted?

From $199/month or $1,990/year for up to 50 vendors, with published tiers up to 500 vendors and custom pricing above that. Annual billing includes two months free, and every plan is arranged through a demo. Every feature is included. 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

Bring your sub list. We’ll set it up live.

Fifteen minutes on your own projects and paperwork.

See what it costs

No commitment · no card required to book