Project closeout package builder. A tracked subcontractor upload portal for one project type.
At the end of every commercial project, the owner withholds the final 5 percent retention until the contractor delivers a complete closeout package: O&M manuals for every piece of installed equipment, manufacturer and workmanship warranties, as-built drawings, training sign-offs, code compliance certificates, final lien waivers, attic stock inventory, balancing reports, commissioning reports. 50 to 200 documents per project. The PM emails every subcontractor and vendor asking for their docs, fields PDFs of varying quality over two to four weeks, and combines everything into a binder or single PDF.
It starts when a project hits substantial completion.
The moment that kicks off the workflow. Today this is the email someone reads, the call someone takes, the document someone walks across the office. The tool replaces the human router.
4 steps. The tool handles them.
- 01
We encode your closeout checklist for one project type
Pilot weeks 1 to 2: we encode the standard closeout checklist for the project type you build most often (the required documents, the responsible sub, the deadline window).
- 02
Subs and vendors get auto-emailed upload links
Each sub gets an email naming exactly what they need to upload and by when. Each has a project-specific upload link, no account required.
- 03
PM dashboard shows what is in and what is missing
PM sees a single dashboard: status per sub, per document, per scope item. Missing items flag automatically. Late items get auto-reminders.
- 04
PM hours chasing documents drop in 30 days
The PM stops chasing documents over email; subs see what they owe and upload. The pilot stops here; automatic final-package assembly grows in next.
30-day proof.
The pilot delivers one thing: a tracked sub-and-vendor upload portal for your most common project type, with auto-emails for required documents and deadlines, and a PM dashboard showing what is in and what is missing. The first 2 to 3 weeks, we encode the closeout checklist for that project type. By day 30, PM hours spent chasing documents drop, and closeout assembly time compresses because the documents are landing in the portal as they get produced instead of waiting on the PM's end-of-project chase.
From there it grows. On the monthly, the next tool layers in automatic final-package assembly (taking the uploaded PDFs and producing a single owner-ready closeout package). The one after expands the checklist library to additional project types. The one after adds owner-specific customization for clients with non-standard closeout requirements. Eventually the destination is the full closeout coordinator the Solutions Library describes.
Your monthly is flat once the pilot graduates onto Starter. Small refinements stay included. Adding automatic assembly, the full project-type library, or owner-specific templates is each a new tool, and we tell you about each one openly before we build it. The released retention dollars from each closeout cycle usually fund the next tool.
$800 pilot: tracked sub-and-vendor upload portal for one project type, with auto-emails and a PM dashboard. 2 to 3 weeks to build, 30 days live. After the pilot, the engagement graduates onto Starter ($295/mo). The tool grows from there as automatic package assembly, more project types, and owner templates layer in.
Where this build fits, where it does not.
This fits small and mid-sized commercial general contractors and larger trade contractors with retainage tied to closeout completion. Typical fit: 15 to 50 person contractors with $5M to $50M revenue, running 3 to 15 simultaneous projects. Also fits MEP specialty trades (building-equipment, building-finishing, structure-exterior, utility-system) whose project portfolios involve owner-required closeout packages. It works when your closeout deliverables are document-intensive. It does not fit contractors whose closeouts are simple sign-off-and-walk-away with no document assembly.
Built on top of what you already run.
The pilot stands up a web app accessible to PMs, subs, and vendors with the closeout checklist encoded for your most common project type. Subs upload through a project-specific link (no portal account). No automatic final-package assembly, no full project-type library, no project-accounting integration in the pilot. As the tool grows on the monthly, automatic assembly, additional project types, owner-specific templates, and optional project-accounting and document-portal integration (SmartVault, ShareFile, OneDrive Business, Box) layer in one tool at a time.
Specific questions buyers ask about this build.
What does the $800 pilot actually deliver, exactly?
A tracked sub-and-vendor upload portal for your most common project type, with auto-emailed deadlines and a PM dashboard showing missing items. By day 30, PM hours chasing documents drop and closeout assembly time decreases. Automatic final-package assembly and additional project types layer in over the monthly.
What if every customer has different closeout requirements?
The pilot focuses on your most common project type with the most common owner template. On the monthly, additional owner-specific templates layer in; once a template exists for a customer, every subsequent project for that customer reuses it.
What if a sub does not return their lien release on time?
The dashboard surfaces the gap to the PM with the sub's contact info and a deep-link to the upload request. PMs chase the sub directly from the closeout view. Many GCs find closeout-week-driven sub discipline materially improves once the subs see the same dashboard the PM sees.
Will the monthly nickel-and-dime me?
Your monthly is flat. Small refinements to a running tool are included. Adding automatic final-package assembly, more project types, or owner-specific templates is each a new tool, and we tell you about each one openly before we build it. Most clients stay at their starting tier, and that is fine with us.
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