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Office Manager’s Guide to filing notices in zlien

Posted by Desiree Baez

11/28/17 11:30 AM


Running a construction business takes a lot of work. And more often than not, the office manager has to tackle a lot of things day-to-day to keep the business afloat. But when it comes to protecting your jobs, it's crucial to understand how important notices are to the validity of your lien law rights. zlien understands that lien law is complex and your time is limited, so to better assist you, we’ve got some quick tips to help you understand what a notice is and how you can file them quickly and efficiently using zlien technology.  

What are notices?

By definition a notice is “warning or intimation of something : announcement” (websterdictionary.com). So, what does this mean for you in the construction industry? It means that you are notifying the property owner and or the hired party with a formal document that your company is working on a construction job. Sending out preliminary notices at the start of a job secures your lien law rights. It also establishes transparency for to all parties involved in project. Another type of notice is a notice of intent which serves as a demand for payment.

You will also find that notice documents are titled differently in different states, but the purpose remains the same: to ensure payment.

Which notice should you file?

Knowing which document to file can be tricky. Thankfully, here at zlien we offer resources to help you understand lien law in all fifty states and as it applies to your hired role. The more you understand, the more you’ll get out of your zlien account.  

Typically a preliminary notice is sent at the start of job and a notice of intent is required before a lien claim is filed. Need to know if the state you’re performing work in is a notice state?  Before filing a notice,  I recommend taking  a look at this article: Is Preliminary Notice Required In My State? Although, some states do not require a notice,  zlien’s best practice is to send out a notice to build transparency throughout the construction chain. 

We frequently post articles with current and upcoming trends. For example, we expect a new lien law requirement in California in 2018. Read more about it here: California Contractors: The Nuts and Bolts of California AB 1701.

trigger the deadline calculator 

Enter project trigger dates. This is your "date labor and materials were last furnished" on a job - used to calculate your lien and notice deadlines. If you don't know exactly what your last furnishing date will be, you can enter an estimated last furnishing date to calculate your lien claim deadline well in advance, and update the date once the job actually finishes up. If you choose to leave last furnishing dates blank until jobs are completed, the system will prompt you to fill in missing trigger dates every time you login so you can always stay on top of projects that have wrapped up.

platform trends

We are constantly updating your platform to simplify the ordering process. Stay connected by joining our webinars on our new features. For example, for non-required notices there's a way to send them electronically through the Document Inbox. This ensures speedy delivery of your warning message, saves postage costs, and gives you enough time to file a lien if the warning doesn't work to get you paid. Simply enter the party's email address in the order window before creating your document.

Contact your customer success account manager

Your Account Manager is a resource to help with your notice and lien policy. Account Managers work closely with our Lien Control Team and they can provide additional information on the filing process, specifically on the job and state where the work is being performed.  For example, if your state has unusual recording times, your Account Manager can provide you with information on relevant filing deadlines and the specific statutory requirements for recording your lien properly.

To learn more about your Account Manager's role and how they can help, please read this post "A Day in the Life: zlien User Success"

Topics: communicate, Best Practices, preliminary notices