Siteline makes it easy to request, collect, track, and submit lien waivers for lower-tier vendors on all your projects. This article walks through how to request a lien waiver from a vendor on an existing project.
You can request lien waivers one at a time, per vendor, per project. You can also bulk create and request lien waivers, using either your ERP integration, or by uploading invoice information via Excel.
Lien waiver tracker
When you enter the Vendors module, your home page will be the lien waiver tracker. To learn more about how to use the tracker, visit our Using the lien waiver tracker article.
Preloading AP invoices
Siteline allows you to preload your AP invoices to significantly speed up the time it takes for you to create and send lien waiver requests. All users can use Excel to bulk import vendor invoices, and if you have an integration with Spectrum, Vista, Sage 300 or Sage 100, you can also use your integration to bulk import your vendor invoices, across all of your projects.
From the Vendors module, click the Preload AP invoices button in the top right corner.
If you have a supported ERP integration, click the Import AP invoices via [ERP] button. You will a see a message telling you that the sync is underway and that you can close the modal. We will send you an email when the sync is complete, and if you're in Siteline at that time, you'll see a notification on your screen.
If you would like to upload your invoices via Excel, choose the Upload via Excel option. Download the template, add your invoice information, then upload the file. Note: Any vendors included in your upload must already exist in Siteline.
Once your invoices have been imported or uploaded, open any project and click + Add Lien Waivers.
After choosing whether you want to create conditional or unconditional lien waivers, choose the first option on the next screen, which will be Suggest from ERP or Suggest from imported AP invoices.
Follow the instructions below, starting with step 5 under Using your integration to add lien waiver requests (by project), to complete your lien waiver requests.
Using your integration to add lien waiver requests (by project)
If you have an integration with Sage 100, Sage 300, Vista, Spectrum, Foundation, or CMiC, you can choose which vendors to request lien waivers from based on who has sent you invoices.
From the vendors module, first choose which project on the tracker you’d like to request lien waivers for.
You will be brought to a page that breaks out lien waivers for that project by month. Click Add lien waivers for the month you'd like to use for sending your lien waiver requests.
Choose if you’d like to request Conditional or Unconditional lien waivers.
If it's available, choose the first option, Suggest from [your ERP name]. In this image, it references Spectrum, but it will instead include the name of your ERP. After you've confirmed the dates of your search, you'll see invoices from all vendors for that project for that time period.
If there are any vendors who have sent invoices but are not in Siteline, you’ll have the option to add those vendors to the project.
If you only want a subset of a vendor’s invoices to be associated with the lien waiver request, click on that vendor under “Selected Invoices” to deselect one or more of the invoices. When you're ready, choose your vendors and click Select vendors.
Once your vendors have been added for the month, click Request in the top right corner. This will allow you to see all of your unsent lien waiver requests and then send them out in bulk.
To make any edits, including adding a note or attachment, or changing the recipients, you can click on the pencil icon on the right hand side that appears when your cursor is over that vendor’s line.
If you hover over the note icon, you can see any notes associated with the request. The paperclip icon will appear if you have added any attachments. When lien waiver requests are created based on your invoices, the invoice number and amount associated with it is automatically included in the note field.
Once you’ve finished editing, choose which ones to send, and click Request lien waivers.
Adding lien waiver requests based on invoices in Excel (by project)
If your integration with Siteline does not include accounts payable, you can upload a list of invoices associated with the job that month.
Before uploading invoices, you’ll need to add the vendor to the project via the Settings tab first. For instructions on adding a vendor to a project, see our Add a vendor to a project article.
Choose your project from the tracker, then click Add lien waivers.
Choose the Upload AP via Excel option. Download the template file, follow the instructions for adding invoices, and upload the completed file.
When you’re ready, follow steps 5-10 above under Using your integration to add lien waiver requests.
Adding lien waiver requests manually
Before uploading invoices, you’ll need to add the vendor to the project via the Settings tab first. For instructions on adding a vendor to a project, see our Add a vendor to a project article.
Choose your project from the tracker, then click Add lien waivers.
Choose the Select vendors manually option.
From this list, choose the ones you'd like to request lien waivers from that month, then click Select vendors.
When you’re ready, follow steps 5-10 above under Using your integration to add lien waiver requests.
Open Commitments
You can now track your open purchase orders and subcontracts in Siteline.
From the lien waiver request page, click Add new under the Open Commitments box.
Choose the vendor and add details about the contract. You can also upload the contract if you’d like.
If you need to update a commitment, click on the three dots next to a contract item to Edit or Delete.
When the contract has been fulfilled, you can click Mark as closed.