If your team still requests a Notice to Owner (NTO) from each subcontractor by email, then chases signatures and digs through inboxes to find the final copy, there is a faster way. Billy connects Docusign and Procore so you can send an NTO request in a few clicks, have project details fill in automatically, and track every signed document in one place.
In this short tutorial, Nyasha from the Billy team walks through the whole workflow: connecting Docusign to Billy, choosing a document template, sending an NTO request to a subcontractor, and retrieving the completed, signed document.
Watch: Requesting NTOs from Subcontractors with Billy
In this video
- Why NTO collection slows projects down
- Connecting Docusign to Billy
- Selecting your NTO document template
- Sending an NTO request to a subcontractor, with Procore project data pre-filled
- Tracking status and retrieving the signed NTO in Billy
What Is a Notice to Owner (NTO)?
A Notice to Owner is a written notice that a subcontractor or supplier sends to a property owner to say they are providing labor or materials on a project. In many states it is a step a sub must take to protect its right to file a mechanics lien if it is not paid.
For general contractors, keeping copies of every NTO on a project matters for three reasons:
- Payment visibility: You know exactly which subs and suppliers have preserved lien rights before you release payment.
- Lien risk: Matching NTOs against lien waivers helps you close out pay apps without surprise claims.
- Owner and lender requests: Owners, lenders and title companies often ask for this paperwork at draw time and closeout.
The hard part is not understanding NTOs. It is collecting them from dozens of subcontractors across many projects, getting them signed correctly, and finding them again when someone asks.
NTO rules, deadlines and required wording vary by state. Check with your attorney for the requirements on your projects.
How to Request NTOs from Subcontractors in Billy: Step by Step
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Connect Docusign to Billy
From Billy’s integrations settings, connect your Docusign account. This is a one-time setup. Once connected, Docusign works inside Billy, so your team never has to switch tabs to send or track a signature request. Learn more about the Billy + Docusign integration.
ConnectedDocusignE-signatures for compliance documentsConnectedProcoreProjects and vendors sync automatically -
Select your NTO document template
Choose the Docusign template you want to use for Notices to Owner. Using a standard template means every sub receives the same approved form, with signature and date fields already in the right places.
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Request the NTO from a subcontractor
Open the subcontractor in Billy and start a document request. Because Billy syncs with Procore, project details such as the project name, address and vendor information fill in automatically. No retyping, and fewer errors on the form.
TemplateNotice to Owner DocusignSubcontractorNorthline ElectricProjectRiverside Medical Center Filled from ProcoreAddress1200 Harbor Ave, Brooklyn, NY Filled from ProcoreSend for signature -
The subcontractor signs through Docusign
The sub receives a Docusign request by email and signs from any device. They do not need a Billy login.
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Track and retrieve the completed NTO
Billy shows the status of each request, so you can see what is pending and what is complete. When the sub finishes signing, the completed NTO is stored with that vendor and project in Billy, ready to download or share with an owner, lender or your accounting team.
Northline ElectricNotice to Owner · Riverside Medical CenterSignedHarbor MechanicalNotice to Owner · Riverside Medical CenterViewedSummit DrywallNotice to Owner · Riverside Medical CenterSentIllustrations use sample company names and are simplified. Watch the video above to see the live product.
Why GCs Use Billy Instead of Email for NTOs
| The old way | With Billy + Docusign + Procore |
|---|---|
| Download a PDF, fill in project details by hand, email it to the sub | Pick a template; Procore project data fills in automatically |
| Follow up again and again to get it signed | Sub signs in Docusign from any device, no login needed |
| Signed copies scattered across inboxes and shared drives | Every completed NTO stored with its vendor and project |
| No clear view of who is still missing paperwork | Real-time status of every request in one dashboard |
The same workflow works for other documents you collect from subs, including lien waivers, W9s, MSAs, safety agreements and warranty letters, alongside the certificates of insurance Billy already tracks.
Frequently Asked Questions
Do subcontractors need a Billy account to sign an NTO?
No. Subs receive a Docusign request by email and sign without creating a Billy login.
Do I need Procore to use this workflow?
Procore makes it faster because project and vendor details fill in automatically. Billy also integrates with Autodesk, CMiC, Sage 300, Sage Intacct, Viewpoint Vista and other systems. See all integrations.
Can I use my own NTO template?
Yes. You choose which Docusign template to send, so you can use the form your legal team has approved for each state.
Where do completed NTOs go?
Signed NTOs are saved in Billy with the vendor and project they belong to, so you can find and download them at any time.
What other documents can I request this way?
Any document you have a Docusign template for, such as lien waivers, contracts, MSAs, W9s, safety agreements and warranty letters.
Meet the Team Behind Billy
Billy is based in Brooklyn, NY. You’ll find our team at Procore events, CFMA conferences and on calls with the general contractors and finance teams who use Billy every day. Questions about NTOs or your compliance process? Come say hi, or get in touch.
Stop Chasing NTOs by Email
Billy gives your team one place to request, sign and track Notices to Owner and every other compliance document you collect from subcontractors.
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