We take your project documents, in whatever state they're in, and return a submission-ready closeout package in 1 to 10 business days. Here's exactly what happens.
The problem isn't that GC PMs don't know what they're doing. It's that the information they need is scattered across a dozen different parties who've never been told to coordinate.
The TAB report comes from the balancing contractor. The hydraulic calculations come from the engineer. The backflow test comes from a licensed cross-connection tester. The equipment warranties come from each manufacturer. No one party has everything, and no one has been told to deliver it all to a single place.
A $1M chiller submittal arrives as 'Document1.pdf.' A sprinkler O&M manual is emailed as 'FinalFinal_v3.pdf.' Equipment warranties are buried inside 200-page submittals. Sorting, reading, and classifying hundreds of documents is a full-time job, not a 20-minute task.
Owners and architects are checking against CSI MasterFormat spec requirements: specific documents required by specific NFPA codes, ASHRAE standards, and project specifications. Most GC PMs don't know the NFPA 13 dual-signature requirement until they get a rejection letter. By then, you've already used 6 weeks of retainage carrying cost.
Closeout happens at the end of a project, when the GC PM is also dealing with punch list, sub final pay applications, and often starting the next project. Assembling a closeout package properly takes 40–80 hours. Most PMs don't have 40 hours to spend on it, so corners get cut, and owners reject the first submission.
Closeout Desk exists to solve a coordination problem, not a knowledge problem. We know exactly what every commercial division requires. We read every document you upload and identify it. We check every required item against what's present. And we deliver a package that's ready on the first submission.
From intake to delivery. No calls, no check-ins, no status emails to chase.
Fill out the intake form with your project name, contract value, divisions in scope, and a brief description of where you are in closeout. No documents required yet. We review your scope and confirm the fee, usually within a few hours during business hours. You pay via Stripe after scope is confirmed.
Once your project is created, you receive a secure upload portal link. Upload everything you have: O&M manuals, warranties, test reports, certifications, submittals, specs, punch list documentation. Any format, any order, any file name. You can also share the portal link with your subs so they can upload directly without routing through your inbox.
Our processing pipeline reads every document you've uploaded using OCR. Each document is classified by trade and type: O&M manual, test report, warranty letter, inspection certificate, specification section, or as-built drawing. Equipment data is extracted to build the register: manufacturer, model number, serial number, warranty dates. A gap analysis identifies which required items are present and which are missing.
A trained operator reviews the AI's classification results, resolves ambiguous documents, validates the equipment register for accuracy, and finalizes the deficiency report. This is the step that separates a software tool from a professional service: human judgment on the edge cases that AI gets wrong.
The operator assembles your master closeout PDF, division-indexed, bookmarked, and searchable. The equipment and warranty register is exported to XLSX and PDF. The deficiency report is formatted with severity ratings and resolution guidance. The project summary memo is drafted. Everything is bundled into a ZIP archive.
You receive a secure delivery link by email. The delivery portal shows each deliverable individually and as a bundle. You can review everything, then share the link directly with your GC, architect, or owner. First download is auto-acknowledged. You receive a notification when the owner opens the delivery.
Five deliverables in every package, regardless of tier.
The document your owner opens first.
A single, searchable PDF organized by CSI MasterFormat division, the same structure architects and facility managers use. Division 01 general requirements. Division 21 fire suppression. Division 22 plumbing. Division 23 HVAC. Division 26 electrical. Division 28 fire alarm and security. Bookmarked so anyone can navigate to any section instantly. PDF text layer means full-text search works on every document inside.
The asset record your owner's FM team will use for the next 20 years.
Every piece of installed equipment extracted from your documents: air handling units, chillers, boilers, fire pumps, sprinkler systems, electrical switchgear, generators, access control panels, and everything in between. Each entry includes: manufacturer, model number, serial number, installation date, warranty expiration date, and the source document it was drawn from. Delivered as both XLSX (for the FM team's asset management system) and PDF (for the closeout package).
Your pre-submission checklist. Know what's missing before the owner tells you.
Every item required by division spec that isn't present in your documentation set, organized by division and labeled by severity. Critical items (required for owner acceptance, may block occupancy) are flagged separately from major items (frequently requested) and minor items (best practice but rarely enforced). Resolution notes explain what each missing item is and how to obtain it. This report is what turns your first submission from a rejection into an acceptance.
The cover page that passes the desk review.
A one-page executive summary written for the owner's project manager or facilities director, not for the technician. Project name, location, GC, and contract summary. Division coverage: which trades are documented and which are outstanding. Document count and completeness percentage. Overall readiness assessment. This is the first page the architect reads. If it's clean and professional, the detailed review starts from a position of trust.
Everything in one file, ready to forward.
All four outputs, the master PDF, equipment register (XLSX + PDF), deficiency report, and project summary memo, in a single ZIP archive. Delivered via secure tokenized link. Share the link directly with your GC, owner, or architect. The delivery portal shows each file individually and as a bundle. Download tracking confirms when the owner has accessed the package.
Delivery is the end of our process. Here's what it unlocks on yours.
Share the delivery link or download the ZIP and submit through your normal process. The master PDF and the project summary memo are what the architect reviews first. Most submissions are complete enough on the first pass to trigger the owner's acceptance review.
The architect or owner's PM checks the package against the project spec, typically CSI MasterFormat 01 7700 (Closeout Procedures). The deficiency report tells you in advance what will be flagged. If critical items are present in the package, the review typically passes on the first submission.
Once the closeout package is accepted and outstanding punch list items are resolved, the architect issues the G704. This triggers the warranty period clock and is the condition precedent for final retainage release under most AIA contracts.
With the G704 issued, the GC submits the final pay application. Under AIA A201, the owner has 30 days to pay. Retainage, typically 5 to 10% of contract value held throughout the project, is released with the final payment. This is the payment your closeout package unlocks.
The one-year warranty period (per AIA A201 Section 12.2) runs from the date of substantial completion, not from project completion. Having accurate documentation of the equipment installed, including serial numbers, warranty registration confirmations, and factory startup reports, matters when a warranty claim arises.
Your equipment register becomes the owner's preventive maintenance schedule. The O&M manuals in the master PDF are what their facilities team references when servicing installed equipment. A well-organized closeout package reduces warranty-period service calls because the FM team knows what was installed and how to operate it.
All timelines are in business days and start from when you mark your project ready to process, not from when you submit the intake form or pay.
Best for projects with no hard deadline. You need the package to be thorough and correct, and you have time to work through any revision rounds before the final owner submission.
Use when: retainage holdback is releasing on a scheduled schedule, or you're assembling the package in advance of a planned owner walk-through.
Best for projects tied to an imminent payment application or owner deadline. Your project enters the queue ahead of all Complete-tier projects.
Use when: your GC has a pay app due date, the owner has set a submission deadline, or you're trying to get the retainage released before the end of a fiscal period.
Best for packages that are largely complete and need fast final assembly. Works best when you've already collected most of the documentation; this tier is about speed, not about chasing missing documents.
Use when: there is a hard deadline, such as a lien period, a specific payment date, or a final CO inspection, and the cost of missing it exceeds the premium.
Timelines assume your document set is ready for upload when the project begins. Projects with very large document volumes (>500 files) or complex specialty scopes may require an extra business day.
Upload everything you have. You don't need to pre-sort or pre-label anything. But here's a list of what to look for across your project folders and your subs' submittals.
Don't worry if you're missing items from this list. Upload what you have. The deficiency report will tell you exactly what's missing and how critical each item is before you submit to your owner.
Tell us about your project. We'll review scope and confirm the fee before you pay anything. Most reviews complete within a few hours.
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Closeout Desk