Free Lien Waiver Tracking Spreadsheet (Excel & Google Sheets)
Short answer
Download the free Lien Waiver Tracker (.xlsx). You add one row per waiver. It works out the status, the days outstanding and whether each payment is safe to release. It opens in Excel and Google Sheets, and there's no signup.
Download lien-waiver-tracker.xlsxCopy to Google SheetsWhat a lien waiver tracking spreadsheet does
A lien waiver tracker is a log of every waiver you're owed and where it stands. On each pay app you should collect a conditional waiver from every sub and supplier before you pay them, and an unconditional waiver once the payment has cleared. Across a few projects and a dozen trades that's dozens of documents a month, and the risk is always the same: a payment goes out before its waiver is in, and someone further down the chain can still file a lien.
This tracker turns that into a list. You fill in dates; it tells you what's missing, what's overdue and which payments to hold.
What's inside
| Tab | What it does |
|---|---|
| Waiver Log | One row per waiver: project, pay app or invoice number, party, tier, contact email, waiver type, through date, amount, and the requested, received and paid dates. Status, days outstanding and payment check are calculated. |
| Dashboard | Totals (received, outstanding, overdue, not yet requested), the dollar amount paid without a conditional waiver, the amount to hold, and a per-project breakdown. |
| Settings | Company name, as-of date, how many days until a request counts as overdue, and your project list. |
| Email Templates | Copy-and-paste request, reminder and unconditional follow-up emails. |
| Start Here | A one-page guide, legend and definitions. |
How the tracker decides what to flag
Status answers "where is this waiver?":
- Not requested: the waiver is logged but nobody has asked for it yet.
- Requested: you asked, and it isn't overdue yet.
- Overdue: requested longer ago than your threshold (7 days by default) and still missing.
- Received: you have the signed waiver.
Payment check answers "is it safe to pay?". It compares the waiver type with the received and paid dates:
| Flag | Meaning | What to do |
|---|---|---|
| Hold payment | Conditional waiver not received yet | Don't release this payment until it arrives |
| Paid without waiver | Payment went out before the conditional waiver | Chase it today: this is your lien exposure |
| Collect now | Payment released, unconditional waiver missing | Request the unconditional waiver for that payment |
| After payment | Unconditional waiver not due yet | Nothing until you pay |
| OK | The right waiver is in hand for this step | Nothing |
The four waiver types it tracks
The Waiver type column uses the four standard types. Two questions decide which one you need: has the payment cleared yet, and is this the last payment on the job?
| Waiver type | When you collect it | What it does |
|---|---|---|
| Conditional progress | Before paying a progress payment | Waives lien rights for that period only once the payment is actually received |
| Unconditional progress | After the progress payment clears | Waives lien rights for that period as soon as it's signed |
| Conditional final | Before the final payment | Waives all remaining lien rights once final payment is received |
| Unconditional final | After final payment clears | Waives all remaining lien rights on signing; the close-out document |
California's licensing board puts the difference plainly: a conditional release only takes effect if the claimant is actually paid, while an unconditional release says the payment has already been received. That's why the tracker holds payment on missing conditional waivers but only chases unconditional ones after you pay.
Set it up in 10 minutes
- Open the Settings tab. Add your company name and your active projects; they become the Project dropdown.
- In the Waiver Log, overwrite the four example rows. Add a row for every waiver you're owed on the current pay apps: usually a conditional progress waiver from each sub and supplier being paid, plus unconditional waivers for last round's payments.
- When you ask for a waiver, enter the date requested. When it comes back, enter the date received.
- Before each check run, filter Payment check for Hold payment and Paid without waiver. That's your list.
- After releasing payments, enter the date paid. The unconditional rows flip to Collect now.
Using it in Google Sheets: upload lien-waiver-tracker.xlsx to Google Drive, right-click it and choose Open with → Google Sheets, then File → Save as Google Sheets so you can share it with your office manager or bookkeeper. Formulas, dropdowns and conditional formatting work the same way.
Common lien waiver mistakes it catches
- Paying before the conditional waiver arrives. The Payment check column shows Paid without waiver in red, with the dollar total on the Dashboard.
- Forgetting the unconditional waiver. Once you enter a paid date, the matching unconditional row flips to Collect now instead of disappearing from view.
- Mismatched amounts or through dates. Logging the amount and through date next to each request makes it obvious when a returned waiver doesn't match the pay app.
- Missing lower tiers. A sub's own waiver doesn't cover their suppliers or sub-subs. The Tier column keeps those rows next to the sub's, so gaps are visible.
- Letting requests go stale. Anything requested more than 7 days ago (you can change the threshold) turns Overdue, so nothing sits unnoticed until close-out.
State rules to know before you rely on a waiver
Twelve states prescribe lien waiver wording by statute: Arizona, California, Florida, Georgia, Massachusetts, Michigan, Mississippi, Missouri, Nevada, Texas, Utah and Wyoming. In those states a waiver that doesn't follow the statutory form may not be enforceable, so use the official form. California, for example, requires waivers to "follow, substantially" the forms in Civil Code sections 8132 to 8138.
Most states don't require notarization. Mississippi and Wyoming are the usual exceptions, and Texas dropped its notarization requirement for contracts signed on or after January 1, 2022. The tracker records which waiver you received and when; it can't check that the form is right for your state. When in doubt, ask a construction attorney: this page isn't legal advice.
When a spreadsheet stops being enough
The tracker shows you what's missing. It doesn't go and get it. Teams usually outgrow it when:
- more than 20–30 waivers are open at any time,
- somebody spends hours a week sending "just following up" emails,
- more than one person releases payments and the sheet isn't always current.
That's what Autopilot is for: the same tracker in Google Sheets, but it sends the requests and reminders from your own Gmail and hands you an OK-to-pay list before every check run. One-time purchase, no calls.
This guide is general information, not legal advice. Lien law differs by state. For specific situations, talk to a construction attorney in your state.
Sources
Frequently asked questions
Is the lien waiver tracking spreadsheet really free?+
Yes. Download it, use it on as many projects as you like, and share it with your team. There's no signup.
Does it work in Google Sheets or only Excel?+
Both. Use the Copy to Google Sheets button for your own copy, or upload the .xlsx to Google Drive and choose Open with → Google Sheets. Formulas, dropdowns and color coding carry over.
What are the four types of lien waivers?+
Conditional progress, unconditional progress, conditional final and unconditional final. Conditional waivers only take effect once the payment is actually received; unconditional waivers take effect when signed. Progress waivers cover a pay period; final waivers cover the whole job.
Do lien waivers need to be notarized?+
Usually not. Most states don't require it. Mississippi and Wyoming are the usual exceptions, and Texas dropped its notarization requirement for contracts signed on or after January 1, 2022. Check your state's statute before relying on a waiver.
Can I track waivers from sub-subs and suppliers?+
Yes. Each row has a Tier column (subcontractor, sub-subcontractor, supplier, equipment rental), so lower-tier waivers sit next to the sub's own.
Does the spreadsheet include lien waiver forms?+
No. It tracks waivers; it doesn't generate them. Twelve states prescribe the waiver wording by statute, so use your state's official form where one exists.