Frequently Asked Questions

Commercial construction only; no residential. We're built for projects in the $250K to $10M contract value range across MEP trades: HVAC, plumbing, fire suppression, electrical, and electronic safety & security. We also handle Division 01 general requirements documentation. We work best on projects with substantial mechanical and electrical scope; the more documentation-heavy the project, the more value we provide.

No. The entire process is async. You submit your project details through the intake form, we review scope and confirm the fee, and you pay through a secure Stripe link. No sales call required. If your project has unusual complexity or you have specific questions, we're reachable by email; most projects go from intake to payment without a call.

Submit the intake form and we'll tell you. The intake takes 3–5 minutes. If your project is outside our scope, such as the wrong project type, too early in construction, or divisions we don't support, we'll let you know before you pay anything. Generally speaking, if you have a commercial MEP project at or near substantial completion with at least some documents to upload, it's a fit.

You can start collecting documents before substantial completion is reached. Many GC PMs use us to run a pre-closeout gap analysis: upload what you have now, see what's missing, and use the deficiency report to get ahead of the owner's final review. Contact us about pre-closeout scope if this is your situation.

We work with whoever is responsible for assembling the owner's closeout package. Usually that's the GC's PM. Sometimes a mechanical or electrical sub contacts us to build their own sub-package before handing it to the GC. Both are fine. We don't communicate directly with owners or architects; the package is always delivered to whoever hired us.

No. Upload everything in whatever state it's in: folders, individual files, a single zip archive. Manuals named 'Document1.pdf', specs still in their original submission format, warranties scanned sideways. Our system reads, classifies, and organizes every document. Your job is to upload it. Our job is to make sense of it.

Yes. Your project portal has a secure upload link you can share with any of your subs. They upload to a dedicated, tokenized URL; they can't see your project data, only the upload interface. This makes it easy to collect documents from the electrical sub, the fire alarm contractor, the TAB contractor, and the sprinkler sub without routing everything through your own inbox.

Your documents go through our processing pipeline: each document is read and classified by trade and document type (O&M manual, test report, warranty letter, certification, etc.). Equipment data is extracted to build the register. A gap analysis compares what's present against what's required per CSI spec. Then an operator reviews the AI's work, resolves edge cases, and assembles the final package. You're notified when delivery is ready.

Once your project is created, you receive a project status page link. It shows where your project is in the pipeline, such as upload, processing, assembly, or delivered, and what's been received. You'll also receive email notifications at key milestones.

During the upload window, before your project enters active assembly, you can add or replace documents through your portal. Once assembly has begun, additions require a revision round. If you're close to upload and realize something is missing, email us; we can often hold the project briefly.

Processing and assembly happens during business hours. Turnaround windows (7–10 days for Complete, 3–5 for Priority, 1–2 for Critical) count business days. If you're submitting on a Friday afternoon and need Critical turnaround, contact us first to confirm capacity.

Five deliverables: (1) Master Closeout PDF, searchable, bookmarked, and organized by CSI division; (2) Equipment and Warranty Register, every piece of installed equipment with manufacturer, model, serial number, and warranty expiration; (3) Deficiency Report, every missing required item organized by division and severity; (4) Project Summary Memo, a one-page executive summary of scope, coverage, and readiness; (5) Complete Digital Bundle, all four files in a single ZIP archive delivered via secure download link.

Searchable, text-layer PDF with bookmarks by CSI division. If you open it in any PDF reader, you can search for 'TAB report' or 'NFPA 13' and find the relevant documents instantly. The division structure follows CSI MasterFormat, the same organization architects and facility managers use. Your owner's FM team will be able to navigate it without a guide.

Via a secure, tokenized delivery link, not an email attachment. You receive the link first. You can then share it directly with your GC, architect, or owner. The delivery portal shows each file individually and as a bundle. It tracks whether the owner has downloaded the package, which is useful for your records.

Yes, that's what it's designed for. The delivery portal is a clean, branded page showing the project name, a summary of what's included, and download links for each file. The first time anyone opens the delivery link and downloads, it's automatically acknowledged. You receive a notification.

We document it. The deficiency report lists every missing required item with its severity rating: critical (required for owner acceptance), major (frequently requested), or minor (best practice). You'll know exactly what to chase before you hand the package to your owner. Missing a TAB report won't prevent us from delivering a package; it will appear in the deficiency report with a clear note on why it's critical.

No. We are not engineers or contractors. We organize, classify, and package documentation that exists. We do not draft warranty letters, generate test reports, produce O&M manuals, or create any technical document. If a document doesn't exist, we flag it as missing in the deficiency report so you know what to obtain.

A revision round is available for $750 flat. You upload the new document(s), we reprocess and update the master PDF, equipment register, and deficiency report, and deliver a revised package. Revision rounds can be opened within 60 days of the most recent delivery.

Yes, this is one of the most common situations we handle. If you received a rejection letter or deficiency list from an architect or owner, upload it along with your documents. We'll build a new package that addresses the specific gaps identified in the rejection, and the deficiency report will confirm which items remain outstanding.

Multi-division projects are our normal. If your project includes all six of our fully supported divisions (01, 21, 22, 23, 26, 28), plus additional divisions with their own documentation, contact us before submitting. Projects with significantly more than 6 divisions or specialty scopes (medical gas, process piping, data centers) are handled under a custom quote. We'll confirm scope and fee through the intake form.

Yes. LEED closeout documentation, including energy model summaries, commissioning agent reports, waste diversion logs, and material certifications, lives in Division 01 and is treated as part of the general requirements package. We classify and include LEED documentation in the master PDF and flag any missing LEED-specific items in the deficiency report.

Yes. Each phase is treated as a separate project with its own intake, upload portal, and package. If Phase 1 is turning over substantially complete before Phase 2 is finished, we can process Phase 1 independently and handle Phase 2 later. Each phase is billed separately.

No. We work with you, the GC or sub, and deliver the package to you. You hand it to the owner or architect through your normal process. We don't communicate with your owner, respond to architect review comments, or represent you in any contractual capacity. We build the package; you deliver it.

Yes, as an add-on for $350 plus shipping. The physical binder matches the digital package: same division structure, same document order, tabbed and labeled. Most owners prefer digital delivery, but some institutional clients still require physical binders. Confirm this at intake if you need one.

Yes. The AIA G706 (Contractor's Affidavit of Payment of Debts and Claims) and G707 (Consent of Surety to Final Payment) cannot be executed until the closeout documentation is accepted and the architect has issued the G704 Certificate of Substantial Completion. Our package gives the GC and architect exactly what they need: O&M manuals organized by CSI division, a complete equipment and warranty register, and a deficiency report documenting any outstanding items. On bonded projects, the G707A (Consent of Surety to Reduction in Retainage) follows the same pattern; the surety needs to see that the project is substantially complete and documentation is in order before they will consent. If incomplete closeout documentation is holding up your G706, G707, or retainage reduction, our service addresses that directly.

After we review your project scope and confirm the fee. You submit the intake form, we review it (typically within a few hours during business hours), and we send you a Stripe payment link with the confirmed fee. No charge until we agree on scope and you approve payment.

No setup fees, no per-document fees, and no hidden charges. If your project scope requires an add-on (unusual division complexity, physical binders, revision round), we discuss it during scope review before you pay anything. The fee we confirm at intake is the fee you pay.

The base fee covers a standard commercial MEP project with up to 6 divisions (01, 21, 22, 23, 26, 28) and a reasonable document volume, typically 50 to 300 documents. Very large projects with 500+ documents or highly complex specialty scopes may carry an add-on fee. This is confirmed at intake before payment.

If we determine after intake that we can't process your project, you receive a full refund before assembly begins. Once a package has been delivered, we don't offer refunds; but if something is wrong with the delivered package, contact us. We stand behind our work.

Your files are uploaded through a secure, tokenized project portal; each project has its own URL that only you and anyone you share it with can access. Documents are stored encrypted and are used solely to assemble your closeout package. We don't share your documents with third parties.

Yes, on request. Most GC PMs don't require a formal NDA, but we understand that construction project documentation is confidential. Contact us before starting if your organization requires an NDA prior to document sharing.

Your documents and assembled package are retained for 60 days after final delivery, long enough to cover a revision round if needed. After 60 days, documents may be deleted from active storage. If your organization has specific data retention or deletion requirements, contact us at intake to arrange handling.