Lien Waiver Tracking Software: Options for Small Contractors
Updated 2026-09-26
Short answer
If you run a handful of jobs, you probably don't need an enterprise platform. You need three things: one list of every waiver you're owed, an OK-to-pay check before each payment, and reminders that go out without you writing them. Here's how the options compare, from free to full platform.
Three levels of lien waiver tracking
| Option | Best for | What you get | Trade-offs |
|---|---|---|---|
| Spreadsheet (e.g. our free tracker) | A few active jobs, one person paying bills | A single list, status and hold flags, a dashboard | You still send every request and reminder yourself |
| Lightweight automation (e.g. Autopilot) | Small GCs, remodelers and subs with recurring pay apps | Automatic requests and reminders, an OK-to-pay list, weekly digest; runs in your own Google account, one-time price | Not a lien-rights or billing platform: no notices, no lien filing, no pay-app billing |
| Full platform | GCs with many concurrent projects and formal compliance processes | Waiver collection plus billing, payments, notices or compliance, depending on the product | Onboarding, subscription cost, and everyone (including subs) using a new system |
Full platforms at a glance
- Levelset (Procore): lien rights management, including notices, waivers and payment compliance. Part of Procore since 2021.
- Siteline: billing and accounts receivable for subcontractors, with lien waiver management alongside pay apps.
- Oracle Textura Payment Management: payment management for general contractors on large commercial work, with waivers and compliance built into the pay cycle.
- GCPay: pay application and lien waiver workflows between GCs and subs.
- lienwaivers.io: focused on requesting and tracking waivers, with integrations such as Procore, QuickBooks and Sage.
Most of these are sold on subscription or quote, sometimes with implementation fees. Ask for total first-year cost and whether your subs need accounts.
Features that actually matter
- Per-payment tracking: waivers tied to a specific pay app, amount and through date, not just to a sub.
- Conditional vs. unconditional logic: it knows which one blocks payment and which one to collect after.
- Lower-tier support: sub-subs and suppliers on the same payment.
- Automatic requests and reminders: the part that actually saves time.
- A hold list before the check run: one screen that says who can and can't be paid.
- Document storage: the signed PDF attached to its row, findable in seconds.
- Your state's forms: support for statutory wording where your state requires it.
Questions to ask before you buy
- Do my subs and suppliers have to create accounts, or can they reply by email?
- How does it know a payment went out? Is that manual entry or an accounting sync?
- What does the first year cost in total, including setup?
- Can I export all waivers and PDFs if I leave?
- Does it handle the statutory forms for the states I work in?
Not sure which level you need? Start with the free spreadsheet for a month. If chasing is still eating your week, Autopilot is the next step.
Frequently asked questions
What is lien waiver tracking software?+
Software that records which lien waivers you need for each payment, requests them from subs and suppliers, stores the signed copies, and flags payments that shouldn't be released yet.
Is a spreadsheet good enough for tracking lien waivers?+
For a small number of open waivers, yes, as long as it tracks dates and flags payments to hold. Spreadsheets break down when chasing takes hours a week or several people release payments.
Can lien waiver software connect to QuickBooks?+
Some platforms integrate with accounting systems to match waivers to payments. Lighter setups can do the same by reading your bill-payment data. Ask any vendor exactly which QuickBooks version and data they sync.