This log tracks waivers; it doesn't contain any. Your waiver forms should come from your construction attorney, one for each state you work in and each waiver type. Some states set the exact wording by law.
What the log does
Enter each pay application as a row: the sub, project, state, amount, and the period it covers. As waivers come in and payments go out, three columns fill in by themselves:
- Status: where that payment stands (see the table below).
- Days since paid: how long you've been waiting on the unconditional waiver. Amber until 30 days, red after.
- Dates check: compares each period with the sub's earlier ones on the same project and flags a gap (days no waiver covers) or an overlap.
| Subcontractor | Pay app | Status | Days since paid | Dates check |
|---|---|---|---|---|
| Donovan Electric Co. LLC | 2 | Complete | OK | |
| Donovan Electric Co. LLC | 3 | Waiting: unconditional | 12 | OK |
| Donovan Electric Co. LLC | 4 | Hold: conditional missing | OK | |
| Marsh Concrete Co. | 2 | Waiting: unconditional | 5 | Gap: Aug 8 to Aug 17 not covered |
The log comes with six example rows for two fictional subs, so you can see each status. Delete them when you add your own.
What each status means
| Status | Means | What to do |
|---|---|---|
| Hold: conditional missing | A pay application is in, but its conditional waiver isn't. | Don't release payment yet. Ask the sub for the waiver. |
| Ready to pay | The conditional waiver is in. | Pay, then enter the date in "Paid on." |
| Waiting: unconditional | You paid, and the unconditional waiver hasn't arrived. | Request it, usually with the sub's next pay application. |
| Complete / Closed out | Both waivers are in. "Closed out" is a final payment. | Nothing. File it. |
Using it each month
- When a pay application arrives, add a row with the amount, "Period from" and "Through date." Status shows Hold.
- When the conditional waiver arrives, mark it Received. Status turns to Ready to pay. Check the dates check column too: a gap or overlap is worth a question before you pay.
- When you pay, enter the date. The days-waiting counter starts.
- When the unconditional waiver arrives, mark it Received. Status turns to Complete.
- Before each payment run, filter Status for Hold, and sort Days since paid from largest to smallest.
Write down anything a sub lists as an exception on its waiver, such as retainage or disputed extras, in the "Exceptions listed" column. Those amounts aren't waived. For the full picture of which waiver to collect when, see our guide to tracking lien waivers for every payment.
Using it in Google Sheets
Upload the file to Google Drive, open it, and choose File → Save as Google Sheets. The formulas, colors and dropdowns carry over. The formulas use only functions that work in older versions of Excel, Google Sheets and LibreOffice.
When a spreadsheet stops being enough
A log works while one person keeps it. It gets harder when you have a dozen subs on several projects, two waivers per payment, and someone has to email each sub, wait for a signed PDF, and remember to update the row. The log can tell you what's missing; it can't go get it.
Your waiver forms, filled in and sent for every payment
In Kautus, you upload your attorney-approved waiver form once for each state and waiver type. For each payment, Kautus fills in the sub, project, amount and through date, sends it for e-signature, and shows which waivers are still waiting on a signature. A waiver report exports the whole history.
Kautus opens January 1, 2027, with a free trial and no card required.
Register for launchCommon questions
Does this template include lien waiver forms?
No. It tracks waivers. The forms should come from your construction attorney, because waiver requirements are set by state law and some states require specific wording.
Why one row per payment instead of one per sub?
Each payment has its own pair of waivers, its own amount and its own through date. A row per payment is how you see which specific payment is still missing its waiver.
How does the gap check work?
For each row, it finds the latest through date on earlier rows for the same sub and project. If this row's period starts more than a day after that, it shows the uncovered days. Keep each sub's rows in date order for it to work.
Does it work in Google Sheets?
Yes. Upload it to Google Drive, open it, and choose File → Save as Google Sheets.
Is the template free?
Yes, for your own business. No sign-up, no email required.
Related guides
This template and guide are general information for general contractors, not legal advice. Lien law and waiver requirements vary by state; your construction attorney should supply your waiver forms and confirm how they apply to your projects.