Waiver capture
Pulls waivers from email and pay application packages and reads the claimant, job, through date, amount, form type, and listed exceptions.
Lien waiver agent
Catch the wrong lien waiver before the check goes out.
The ProcIndex lien waiver agent reads every waiver that arrives with a subcontractor pay application and checks it against the payment it is supposed to cover. If the claimant, job, through date, amount, or form doesn’t match, the payment stays on hold and AP sees exactly why.
Workflow Coverage
Where the agents create leverage
Waiver-to-draw matching
Ties each waiver to the specific draw and payment it covers, not just to the vendor, so a valid waiver for last month can’t clear this month’s check.
Payment holds
Holds the payable when a required waiver is missing or doesn’t match, and releases it only when the right document is on file.
Audit trail by draw
Keeps one record per required waiver per payment: what arrived, what was checked, who released it, and when.
Why waivers slip through
Most AP teams track waivers with a checkbox on the vendor or a folder per job. That tells you a waiver arrived. It doesn’t tell you it covers this payment.
The expensive mistakes are quiet ones: a conditional waiver dated through last month attached to this month’s draw, a waiver signed by an affiliate instead of the subcontract party, an unconditional for the prior draw that never came back, or a supplier two tiers down who was never paid. Each one looks fine in a folder.
What the agent checks on every draw
- Claimant matches the legal name on the subcontract or supplier record
- Job and contract match the pay application
- Through date matches the period the payment covers
- Amount matches the payment (conditional) or the amount received (unconditional)
- Form type matches the stage: progress or final, conditional or unconditional
- Exceptions the signer listed, such as a disputed change order
- Prior draw’s unconditional waiver is on file when your projects require it
- Lower-tier waivers required by the contract, tracked as separate items
- Joint-check payments have waivers from each payee
How it fits your AP process
The agent works alongside your pay application review and 2-way and 3-way invoice matching, so a draw is checked once for amounts and once for waivers before it reaches the payment run.
Your project accountants still decide. The agent does the matching and holds what doesn’t match; a person releases exceptions, and every release is recorded. ProcIndex connects to NetSuite, Sage Intacct, and QuickBooks.
State forms and your counsel
Several states prescribe statutory waiver forms, and requirements differ by state and project. The agent checks the documents against the rules you configure per job; it doesn’t give legal advice. Have counsel confirm which forms and timing apply to your projects.
“Before ProcIndex, our team started every day in inboxes, portals, and approval follow-ups. Now invoices are captured, matched, and coded before anyone logs in, and the team can focus on exceptions and close instead of manual work.”
Related Guides
Deep dives for finance teams
Guide
Read Lien Waiver Tracking: Control Subcontractor Payments Draw by Draw
The full method: the four waiver types, a draw-by-draw log, joint checks, and how construction ERPs record waivers.
Guide
Read Subcontractor Pay Applications and Change Orders
Review the schedule of values, stored materials, and change orders before you approve a draw.
Guide
Read Subcontractor Compliance Before Payment
Insurance, licenses, certified payroll, and closeout documents that should gate a payment.
Free tool
Read Pay Application and Retainage Calculator
Check the summary math on a pay application: retainage, current payment due, balance to finish.
FAQ
Questions finance teams ask
What does a lien waiver agent do?
It reads the lien waivers that come in with subcontractor and supplier payments, checks each one against the payment it should cover (claimant, job, through date, amount, and form type), and holds the payment until a matching waiver is on file.
Can AI check conditional and unconditional lien waivers?
Yes. The agent reads the form type and stage and compares it with what the payment needs: a conditional waiver for the current draw before payment, and the unconditional for the prior draw once that payment has cleared, if your projects require it.
Does it track lower-tier and supplier waivers?
Yes. Waivers required from sub-subcontractors and suppliers are tracked as separate items tied to the same draw, so a signed subcontractor waiver is never read as proof the supplier signed.
Which ERPs does it work with?
ProcIndex connects to NetSuite, Sage Intacct, and QuickBooks. Waiver requirements are configured per job, and the payment hold is applied in the AP workflow before the payment run.
Does it replace legal review?
No. It checks documents against the rules you set for each job. Your counsel decides which statutory forms and timing apply.
See It Live
Run your last few draws through the lien waiver agent.
Bring a recent pay application and its waivers. We’ll show what the agent catches and what it holds.