Here is a Collect Waivers example from the accounts payable side of a construction company: you paid a vendor and need a waiver back. Someone opens QuickBooks Online, looks up the applicable bill payment, copies the vendor name, address, check number, and amount into a Word document template, saves it, exports a PDF, and emails it to the vendor. Then they repeat the process for the next payment.
It's slow, error-prone, and completely unnecessary — because QuickBooks already has all the data you need.
The Manual Lien Waiver Problem
The core issue is that QuickBooks Online and your lien waiver documents live in completely separate worlds. QuickBooks Online doesn't have a built-in lien waiver feature, so finance teams bridge the gap manually. The consequences are real:
- Typos and copy-paste errors — A wrong vendor name, incorrect check amount, or missing project name can create compliance risk and may affect how a waiver is handled. Review forms and requirements with qualified counsel when needed.
- Missed payments — When someone is out sick or a batch needs attention, waiver work can be missed. Unpaid vendors may follow up, sometimes with a mechanic's lien.
- No audit trail — Spreadsheets tracking waiver status get stale fast. "Did we get the signed copy back from Martinez Electric?" becomes a 20-minute email chase.
- Slow closeouts — Title companies and lenders won't release funds until they have waivers. Chasing down paper at project closeout delays everyone's payment.
How Automation Works: The EazyWaiver Approach
EazyWaiver connects to QuickBooks Online and makes its transaction information useful in a deliberate lien waiver workflow. Collect Waivers uses applicable Bills and Bill Payments when you paid a subcontractor or vendor and need a waiver back. Send Waivers uses applicable Invoices and Customer Payments when a customer is paying you and needs a waiver from you. Here's the flow:
Step 1: Connect to QuickBooks Online
From your EazyWaiver dashboard, click "Connect to QuickBooks." You'll be redirected to Intuit's sign-in page to authorize the connection. Your QuickBooks credentials are never stored in EazyWaiver — only encrypted OAuth tokens that Intuit issues.
Step 2: Upload Your Templates Once
EazyWaiver uses your own customer-approved DOCX waiver setup — the forms your company already uses, configured with fields for QuickBooks data. A setup can support the four categories your company has approved: Conditional Progress, Unconditional Progress, Conditional Final, and Unconditional Final. Your initial waiver setup is included. Your company decides where each setup is appropriate; EazyWaiver does not determine legal applicability.
Step 3: Review Applicable QuickBooks Transactions
Start the Collect or Send workflow and review the applicable QuickBooks transaction information. Your company selects and reviews the waiver setup before generation or sending; EazyWaiver does not choose a form or begin generating one simply because a payment occurred.
Step 4: Select, Review, and Generate
Select the applicable transaction, customer-approved setup, and waiver category. EazyWaiver uses available QuickBooks information to populate configured fields. Review the document details and dates, then deliberately generate or send the waiver.
Step 5: Distribute and Track
From within EazyWaiver, you can:
- Preview the waiver as a PDF before sending
- Email the waiver directly to the vendor
- Keep waiver records connected with the relevant workflow and transaction information
- Send a signing link to the vendor for electronic signature
- Upload signed copies back to QuickBooks Online
Reduce Repetitive Data Entry
Preparing waivers manually means repeatedly opening QuickBooks, copying transaction details, filling a form, exporting a PDF, and emailing it. EazyWaiver uses available QuickBooks transaction information to populate configured fields, helping your team spend less time copying data while retaining control over setup selection and review.
Compliance Benefits
Beyond reducing repetitive work, a consistent digital workflow can help your team stay organized:
- A consistent, user-driven process makes required waiver work easier to track.
- Available QuickBooks information reduces repetitive transcription.
- Status tracking (pending, sent, signed) is built in — no more spreadsheet archaeology.
- Audit logs record who generated what, and when — essential for lender draws and project audits.
Getting Started
EazyWaiver offers a 14-day free trial — card required, and you can cancel anytime before you're charged. Connect QuickBooks Online and begin configuring your customer-approved waiver workflow.
For a closer look at the product workflow, see our overview of QuickBooks-connected lien waiver software. If you handle the books for contractor clients, see our guide to lien waiver software for bookkeepers.