Subcontractors' accounts and lien waivers

1. Open an issued subcontract.

   Accounts are for subcontracts that have been issued. A purchase order doesn't get one.

2. Invite them.

   Under The sub's account and lien waivers, select Invite them to an account, check the email address, and send it. The invitation works for 14 days, and only someone signed in with that address can accept it.

3. They accept.

   The sub signs in, or creates an account with that address, and the subcontract joins Your subcontracts on their page, beside any subcontract they hold with another contractor on Aggrado. Removing the account takes it off their page.

The sub enters this period's amount against each item of the subcontract, with their invoice number and, if they like, their invoice as a file. They can't ask for more than is left on an item. Retainage is held at the subcontract's rate.

It arrives on Money › Vendor bills as a bill waiting for approval, marked Sent in by the sub, and those who approve bills are told. It's checked like any other bill (see Bills and QuickBooks). When it's approved, or sent back with a reason, the sub gets an email and sees it on their page; one sent back they send again, corrected.

On the subcontract, under Lien waivers asked of the sub, select Ask for a waiver. Pick a pay request to ask for a conditional progress waiver for what it asks to be paid now (retainage held back), or a payment on it to ask for an unconditional one for that payment. You can change the kind, the amount and the through date, and list anything not waived (it prints on the waiver). The sub is emailed.

The sub signs it on screen on your form, prints it to sign by hand, or uploads their own signed copy (a state's form, or a notarized one). Whoever asked is told when it's in. Until it is, approving or paying that bill shows No signed waiver yet from the sub: a reminder, never a block.

On a pay application's lien waivers, Subcontractors’ waivers to include lists the subs' waivers on that job that are in. Check Include with this draw for the ones the customer should get. The customer downloads them with the pay application, beside yours, each marked with the sub's name. Nothing of a sub's goes to the customer unless you include it. See Customer access.

A sub with an account sends their insurance certificates and licenses from their page, under Insurance and licenses: what it is, the insurer, the policy number, when it runs out, and the certificate itself. It goes on your compliance list under their name, and whoever keeps certificates is told. Renewing one they have on file replaces it; the old one is kept, archived.

The reminders you already get before a certificate runs out (see Certificates and insurance) also reach the sub, asking for the new one. The subcontract shows what's on file under Insurance and licenses on file. W-9s don't go through Aggrado: they can carry a Social Security number, which Aggrado never stores.

• Each subcontract they hold: its items, what's been billed and is waiting, what's left, what's been paid and the retainage held.
• The lien waivers waiting for their signature, and the ones they've signed or sent.
• Their pay requests and what became of each, with your reason when one is sent back.
• The insurance certificates and licenses you have on file for them, and which are running out.

They never see your cost, your budget, other subs, or anything else on the job.