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How to Request a Notice to Owner (NTO) from Subcontractors with Docusign

Step-by-step guide to requesting, signing and tracking a Notice to Owner (NTO) from subcontractors in Billy using your Docusign template, with Procore project data filled in automatically.

Written by Nyasha Gutsa

You can request a Notice to Owner (NTO) from any subcontractor in Billy and have them sign it through Docusign. Billy fills in the project owner, project address and property description for you (including data synced from Procore), the subcontractor signs from their vendor portal, and the signed NTO comes back into Billy for review. Once approved, it syncs to Procore and your connected accounting system.

Before you start, you need two things:

1. Docusign connected to Billy. See Docusign Integration Set-Up, or follow Part 1 below.

2. A Notice to Owner template in your Docusign account. We recommend naming it Notice To Owner (Billy Production DATE), for example Notice To Owner (Billy Production 2026-10-19).

Prefer to watch? Nyasha Gutsa, CEO and Co-Founder of Billy, walks through the full workflow in this 8-minute video.

What is a Notice to Owner?

A Notice to Owner is a written notice a subcontractor or supplier sends to let the property owner know they are providing labor or materials on a project. In many states it helps the sub preserve the right to file a mechanics lien. General contractors collect NTOs so they know which subs have preserved lien rights before releasing payment, and so they can hand the paperwork to owners and lenders at draw time and closeout.

NTO rules, deadlines and required wording vary by state. Check with your attorney for the requirements on your projects.

The workflow at a glance

Step

Where in Billy

Who does it

1. Connect Docusign

Settings > Connected Apps

Billy admin (one time)

2. Add the NTO template

Your Docusign account

Billy admin (one time)

3. Require the NTO

Requirement Groups

Billy admin (one time)

4. Request the NTO

Projects > Contracts

Your team

5. Sign in Docusign

Vendor portal

Subcontractor

6. Review and approve

Needs Attention

Your team

Part 1: Connect Docusign to Billy

Billy works with your own Docusign account, and using it with Billy is free. Skip this part if Docusign already shows a green checkmark in Connected Apps.

1. Go to Settings > Connected Apps > Docusign and click Setup.

2. Log in to Docusign.

3. Click Allow Access.

4. Select your company's Docusign account and click Save Selection. This makes Docusign the source of the document templates your subs sign through Billy, and Docusign runs the signing process.

5. Look for the green checkmark. It confirms Docusign is connected.

Part 2: Create your Notice to Owner template in Docusign

In your Docusign account, create a template for your Notice to Owner form. Name it Notice To Owner (Billy Production DATE) so your team can tell the live template apart from drafts and older versions.

Billy can fill these fields on the template from the project and vendor records, including data synced from Procore:

  • Project owner and owner address

  • Project address and property description

  • General description of operations (or leave it for the subcontractor to complete)

  • Lienor (subcontractor) name and address

  • Signer name and signature

Leave the subcontractor signer's email empty in the template. Billy fills it with the contact assigned to that vendor. If your NTO also needs an internal countersignature, see Using Multiple Signers in a Template.

Want us to set it up? We can connect your Docusign and build your NTO template with you. Email support@billyforinsurance.com to book a time.

Part 3: Add the Notice to Owner to a requirement group

  1. Go to Requirement Groups and open the group you use for subcontractors (for example, Default).

  2. Find the Notice to Owner requirement and click Edit.

  3. Select Require Docusign e-signature.

  4. When Billy prompts you for a document template, choose your Notice To Owner (Billy Production DATE) template.

  5. Optionally, add instructions or a custom message for the subcontractor.

  6. Save. This requirement will now be completed with Docusign.

Part 4: Request the NTO from a subcontractor

  1. Go to Projects and open the project. Projects connected to Procore bring in their contracts and vendors automatically.

  2. Make sure the project is Active so Billy starts tracking it.

  3. Open the subcontractor's contract and confirm the Notice to Owner is one of its requirements.

  4. Click Request Documents.

The subcontractor gets a request with a link to their vendor portal. They do not need a Billy login.

Part 5: What the subcontractor sees

  1. In the vendor portal, the sub sees the documents you requested, including the Notice to Owner and your custom message.

  2. They click the blue Sign Document button.

  3. Docusign opens your template with the project details already filled in. The sub adds their signature (and any fields you left for them) and clicks Finish.

  4. They return to the vendor portal, and the signed NTO is sent back to Billy.

Part 6: Review and approve the signed NTO

  1. Go to Needs Attention. The NTO shows as processing while it comes back from Docusign.

  2. Open the subcontractor's record to see the signed Notice to Owner with all fields filled in.

  3. Review the document. Billy suggests a decision, which you can accept or change.

  4. Click Save, then Complete Review.

The Notice to Owner is now active and compliant in Billy. It also syncs to the vendor's compliance record in Procore, and to your accounting system if one is connected (such as Sage 300, Sage Intacct, Viewpoint Vista or Oracle JD Edwards).

Frequently asked questions

Do subcontractors need a Billy or Docusign account to sign?
No. They sign from the vendor portal link through Docusign, without creating an account.

Does it cost extra to use Docusign with Billy?
No. You bring your own Docusign account, and connecting it to Billy is free.

Can I use my own Notice to Owner form?
Yes. Billy uses the Docusign template you choose, so you can use the form your legal team approved for each state. Create one template per form and name each clearly.

Do I need Procore?
No, but it saves time. With Procore connected, project and contract details flow into Billy and onto the NTO, and the approved NTO syncs back to Procore.

Can I collect other documents the same way?
Yes. Any requirement can use a Docusign template, including lien waivers, MSAs, W-9s, safety agreements and warranty letters. See Docusign Templates + Tracking.

Need help?

We're happy to connect your Docusign account and set up your Notice to Owner template with you. Email support@billyforinsurance.com to book a time, or reach us through the chat in Billy.

New to Billy? Request a demo to see the full workflow on your own projects.

Related reading: How to Request a Notice to Owner (NTO) from Subcontractors on the Billy blog.

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