1. Accessing Lien Waiver Settings
To get started, go to Settings on the left-hand menu.
Scroll down to the General section and click on Lien Waivers. This is where you can manage your lien waiver templates and settings.
2. Adding a Lien Waiver Template
To add a new lien waiver template:
Click Add Lien Waiver Template.
Choose the lien waiver type from the dropdown (e.g., Conditional Progress, Unconditional Progress).
Copy and paste your existing lien waiver into the text field.
Use the + button to add dynamic variables like bill payment amount or job name. These will auto-populate based on the specific bill or job details.
Click Refresh Preview to see how the template will look.
Click Save Template to save your changes.
Tip: You can set a template as default or specify a minimum bill payment amount to trigger lien waivers.
Watch this part of the video for a walkthrough on how to add a lien waiver template.
3. Customizing Your Template
Default Template: You can mark the lien waiver template you created as the default, so it will be automatically selected for all your bills.
Bill Payment Minimum: Set a minimum amount for lien waivers. For example, if set to $1,000, lien waivers won’t be required for bills equal to or below this amount.
Watch this part of the video for a walkthrough on how to customize your lien waiver template.
4. Editing and Deleting Templates
If you need to make adjustments to an existing template:
To edit a template, click the pen icon next to it, make your changes, and click Save Template.
To set a template as default, click the star icon.
To delete a template, click the trash can icon. Remember, deleted templates cannot be recovered.
Watch this part of the video for a walkthrough on how edit and delete templates.
5. Sending Lien Waivers for Signature
Navigate to the Bills section. Lien waivers can be sent for approved bills that are either Waiting for Payment or Paid.
Click View Lien Waiver to ensure all required information is filled out.
Click Request Lien Waiver to initiate the process.
You can send the lien waiver to a different email, add comments, or attach additional files before sending.
To cancel a request you already sent, open the bill and click Cancel request in the lien waiver section. You can cancel any time before the vendor signs, as long as you have permission to edit lien waivers.
The button is hidden while you are editing the bill's details, and it goes away once the bill is paid.
If a payment is waiting on the signature, canceling the request also cancels that payment. We ask you to confirm before we cancel anything.
A canceled request cannot be undone. If you still need a signed waiver, send a new request.
To send lien waivers in bulk, navigate to the Bills page, select the bills you want to pay, and click on Pay with ACH. On the payment page, select the option Pay when lien waiver is signed, choose the appropriate lien waiver template, and confirm the action to send the waivers.
The lien waiver amount locks once you send the request, once you mark the waiver as requested, and once the vendor signs through Adaptive. To change the amount, cancel the request.
Watch this part of the video for a walkthrough on how to send lien waivers for signature, including both individual and bulk methods.
Bulk Sending Workflow
To send lien waivers in bulk, follow these steps:
Navigate to the Bills page in Adaptive.
Select the bills you want to pay.
Click on Pay with ACH.
On the payment page, select the option Pay when lien waiver is signed.
Choose the appropriate lien waiver template for the selected bills. If the bills are for the same vendor and job, the lien waivers will be combined. For different vendors, individual lien waivers will be sent.
Confirm the action to bulk send the lien waivers.
Please note that at this time, lien waivers are only sent in bulk when creating bulk payments.
6. Vendor's Experience with Signing Lien Waivers
The vendor will receive an email titled Action Required: Sign Your Lien Waiver. If a phone number is available, they’ll also get an SMS.
Here's how the process works on their end:
The vendor clicks the link to Review and Sign the waiver in the email or SMS.
They can review the lien waiver details, along with the associated invoice, before signing the lien waiver.
They have the option to either draw or type their signature.
They need to print their name, add their job title, signature and click Sign Lien Waiver.
You and the vendor will receive notifications once it’s signed. The vendor can also download a copy.
Watch this part of the video for a walkthrough on vendor's experience with signing lien waivers.
7. Tracking Lien Waivers
On the Ready to pay and All tabs of the Bills page, the Lien waiver status filter has four options.
Lien waiver status:
Request not sent
Request sent
Signed
Lien waiver not required
The Lien waivers page shows five statuses. Open the All tab and use the Status filter:
Not requested: the waiver is still a draft and no request has gone out
Requested: the request is sent and you are waiting on the vendor. The status column shows this as Request sent
Marked as requested: you recorded a request that you made outside Adaptive
Signed: the vendor signed the waiver through Adaptive
Marked as signed: you uploaded a signed copy yourself
The Status filter also lists Not selected and Not required. Not selected means the bill has no lien waiver template chosen, and Not required means the bill payment does not need a waiver. Both describe the bill rather than a waiver, so neither returns rows here. To see these states, open the bill itself.
Lien waiver type:
Conditional Progress
Unconditional Progress
Conditional Final
Unconditional Final
Watch this part of the video for a walkthrough on vendor's experience with signing lien waivers.
8. Downloading Signed Lien Waivers
Click on Actions in the Bills table to download signed lien waivers. You can download them as a PDF summary or a ZIP file with all signed waivers.
By following these steps, you can manage your lien waivers efficiently and ensure all necessary documents are properly signed and tracked.
Watch this part of the video for a walkthrough on vendor's experience with signing lien waivers.