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Materialmen Supply List

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Materialmen Supply List and Supply Agreement

Supplier Name:    Contractor Name:

RECITALS

WHEREAS, Supplier has furnished or will furnish materials, supplies, or equipment described herein for use in connection with the Project identified above; and

WHEREAS, Contractor has ordered or agreed to accept such materials for use on the Project and to compensate Supplier in accordance with the terms set forth in this agreement; and

WHEREAS, the parties desire to set forth the particulars of the materials supplied, the payment obligations, and the rights of Supplier to preserve and assert any statutory lien or claim where applicable.

SCOPE OF WORK

Supplier shall furnish the materials described in the Materialmen Supply List below for incorporation into or use on the Project. Supplier's responsibilities are limited to the provision, delivery, and reasonable unloading at the Project site of the materials listed, unless expressly stated otherwise in writing.

MATERIALMEN SUPPLY LIST

The following is an itemized list of materials supplied or to be supplied by Supplier for the Project. Each line reflects the material description, date supplied, quantity, unit, unit price, and line total. Supplier certifies that entries are true and correct to the best of Supplier's knowledge.

Description Date Supplied Quantity Unit Unit Price Line Total

PAYMENT TERMS

Contractor shall pay Supplier for the materials set forth above in accordance with the amounts shown in Total Due. All payments shall be made in U.S. currency to Supplier at the Supplier Address above unless otherwise agreed in writing.

Late payments shall incur a late fee and interest: a late fee of and interest at per month on any unpaid balance, calculated from the invoice due date until paid. Supplier reserves the right to suspend further deliveries for overdue accounts after providing written notice.

TERM AND TERMINATION

This Agreement commences on Start Date and continues until the completion of deliveries and final payment, unless earlier terminated in accordance with this section.

Start Date:    End Date:

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within the notice period specified above after receipt of written notice describing the breach.

CONFIDENTIALITY

Each party acknowledges that it may receive confidential or proprietary information from the other. Except as required for performance or by applicable law, neither party shall disclose such information to third parties or use it for any purpose other than performance under this Agreement. Confidential information does not include information that is publicly available through no fault of the receiving party or independently developed by the receiving party without use of the disclosing party's confidential information.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of laws principles. Venue for any dispute arising under this Agreement shall be in the state or federal courts located in that jurisdiction.

ENTIRE AGREEMENT

This Agreement, together with the Materialmen Supply List and any written amendments executed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, and agreements, whether written or oral. Any modification must be in writing and signed by both parties.

SUPPLIER CERTIFICATION

Supplier certifies that the materials listed above were furnished for the Project identified above and that the listed amounts are just and true. Supplier further certifies that Supplier retains all rights to assert any statutory mechanic's or materialmen's lien and that Supplier will comply with any applicable notice or filing requirements in a timely manner, unless otherwise agreed in writing.

I certify under penalty of perjury that the foregoing is true and correct to the best of my knowledge.

Supplier Printed Name:

Supplier Signature:

Date:

Contractor Printed Name:

Contractor Signature:

Date:

Enter text✕

What the Materialmen Supply List Is and Why It Matters

A Materialmen Supply List is a detailed record of building materials and related goods a supplier delivers to a construction project. It itemizes supplier name, project, material descriptions, quantities, delivery dates, invoice or purchase order references, and recipient information. While not a statutory form in most states, a clear supply list supports payment claims, substantiates amounts for mechanics lien notices or private payment disputes, and creates a persistent paper or electronic trail useful during invoicing, lien filings, and project close-out.

Primary Advantages for Suppliers and Contractors

A well-prepared Materialmen Supply List documents what was furnished, improves payment clarity, reduces disputes, and preserves evidence needed for mechanics liens, stop notices, or collections without creating extra administrative complexity.

Primary Advantages for Suppliers and Contractors

Who Typically Prepares and Uses This List

The document is most useful for trade suppliers and subcontractors involved in material delivery and project invoicing.

  • General Contractors and Subcontractors who need a record of materials accepted on site for billing and lien rights.
  • Material Suppliers distributing building supplies, equipment, or aggregated shipments to multiple project locations.
  • Project Owners or Property Managers who review deliveries and match invoices before final payment.

Essential Elements to Include in a Professional Supply List

Include consistent fields so the list can be matched to invoices, delivery tickets, and lien notices. Clarity on each element reduces processing friction.

Supplier Info

Full legal business name, mailing address, contact name and phone, and tax ID or EIN so payers can validate vendor identity and remit payment correctly.

Project Details

Project name, owner, jobsite address, contract number, and general contractor name to connect materials to the correct job for billing and lien purposes.

Material Description

Clear trade descriptions and SKU or part numbers for each line item to avoid ambiguity and speed matching to purchase orders and invoices.

Quantities & Dates

Delivered quantity, unit of measure, and delivery date for each line item; these determine the supply window and support lien timing requirements.

Delivery Receipts

Attach or reference signed delivery tickets, packing lists, or photos of materials on site to substantiate receipt and condition at delivery.

Payment Terms

Invoice number, due date, agreed price, and any retention holdback details so payors understand timing and can schedule payment processing.

Standard Required Fields at a Glance

Supplier TIN: EIN or SSN
Jobsite: Project address
PO / Invoice: Reference numbers
Delivery Date: MM/DD/YYYY
Quantity: Units and totals
Recipient: Receiver name

Step-by-Step: Create and Issue a Materialmen Supply List

Follow these practical steps to assemble a defensible supply list and deliver it to the right parties.

  • 01
    1. Prepare: Collect invoices, POs, and delivery tickets for items supplied.
  • 02
    2. Itemize: List each material with description, SKU, quantity, price, and delivery date.
  • 03
    3. Attach Evidence: Add delivery receipts, photos, or signed tickets to support each line item.
  • 04
    4. Send: Issue to the contractor, owner, and accounting contacts before invoice due date.

How to Configure an Online Supply List Workflow

Typical digital workflows reduce manual steps and help preserve audit trails for dispute resolution or lien filings.

Field Configuration
Template Format PDF or DOCX with repeatable item table
Auto-numbering Sequential line-item IDs for traceability
Signer Authentication Email link, SMS code, or knowledge-based options
Attachments Allow invoices, tickets, and photos

Typical Routing: From Supplier to Accounting

A clear routing path ensures the supply list reaches payors and appears in accounts payable workflows.

  • Upload Document: Add the supply list file and required attachments
  • Add Signers: Enter supplier and contractor email addresses
  • Collect Signatures: Signer authenticates, reviews, and signs
  • Archive Record: Store signed PDF and audit log for retrieval

Technical Requirements and Common Integrations

Choose a platform that supports common file formats, secure transmission, and integrations with project management or ERP systems.

  • File Formats: PDF, DOCX, XLSX supported
  • Integrations: Procore, NetSuite, Salesforce, Google Workspace
  • Security: TLS 1.2/1.3; AES-256 at rest

When to Deliver the Supply List and Key Timing Considerations

Timely delivery preserves payment and lien remedies; coordinate issuance with billing cycles and any required preliminary notices.

On Delivery:

Provide list with initial invoice when materials arrive on site

On Request:

Supply lists should be available upon contractor or owner request

Before Notices:

Deliver prior to serving mechanics lien or stop notice where applicable

Before Final Payment:

Ensure lists reconcile with final pay application

Record Retention:

Keep signed records per company retention policy

Common Preparation Mistakes to Avoid

  • Omitting delivery dates or using ranges rather than exact MM/DD/YYYY dates, which undermines lien timing and dispute resolution.
  • Failing to attach supporting documents such as delivery tickets or photos, leaving line items unverified and subject to challenge.
  • Using vague descriptions like 'materials' instead of specific part numbers, quantities, or units, causing confusion during invoice reconciliation.
  • Missing signatures or failing to record signer authentication method, which weakens evidentiary value in contested payment claims.

Consequences of Inaccurate or Late Supply Lists

Lien Rights Lost: Possible loss
Payment Delay: Holdbacks or disputes
Backup Withholding: 24% tax risk
Increased Legal Costs: Litigation expense
Statute Time Bars: Claims barred
Reputational Harm: Contractor relationships

eSignature Pricing and Capability Comparison

Pricing and core capabilities vary by vendor and plan. signNow is shown first for direct comparison across common criteria.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 env/user/yr Varies Varies Varies

Frequently Asked Questions About Materialmen Supply Lists

Answers to common questions about formality, e-signatures, evidence, and next steps when payments are disputed.


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