From punch list signoff to compliance verification to client-ready PDF in 30 minutes — not 4 hours. This is the exact pattern running at a $20M Mid-Michigan construction firm right now. Built by the operator who runs it. From $18,000.
Inside a regional GC or specialty contractor running 30+ concurrent jobs, closeout is the single largest source of stuck cash on the balance sheet. The work is done. The client has accepted it. But you cannot bill the final draw — or in some contracts, any of the invoice — until the closeout package is delivered, signed, and accepted. So a $48K job sits uninvoiced for 22 days while one office coordinator manually assembles a closeout package that takes 4 hours of focused work.
Open a typical closeout folder on the shared drive. There’s 52 jobsite photos that need to be sorted, labeled, and matched against the per-task checklist. There’s 3 different compliance forms (industry-specific closeout forms; LEED documentation, ABLs, or jurisdiction-specific permits in commercial). There’s a punch list from the field manager that nobody’s officially closed. There are 2 missing OSHA compliance docs because nobody caught that the apprentice never uploaded his daily THA on the third day of the job. The coordinator opens a Word template, copy-pastes about 40 fields manually, embeds 14 photos, exports to PDF, realizes she missed a field, redoes it.
Meanwhile the master tracker says “closeout pending” for that job. Same status as the other 7 jobs ahead of it. The office coordinator can do 2 closeouts a week if she has no other interruptions. The backlog grows. Cash compounds in someone-else’s-account-land. The owner’s line of credit utilization creeps up. Quarterly cash position looks tighter than it should because $230K of finished revenue is sitting in a closeout backlog.
The worst part: this is the work that’s already done. You spent the labor. You bought the materials. The risk is gone. All that’s left between you and getting paid is paperwork. That is the most expensive paperwork on the planet.
A 40-person Michigan GC running 35 concurrent jobs and closing roughly 8 jobs per month. Each closeout takes 4 hours. The package sits another 18 days on average before the GC’s closeout coordinator signs it off.
The labor savings are real ($12K+ per year recovered). The real prize is killing the closeout backlog. Cut average closeout time from 4 hours to 30 minutes, and your single coordinator goes from doing 2 a week to doing 12. The standing AR balance drops by 60% in 90 days. That’s the move that paid for itself in a single month at the real engagement documented in our $140K AR-unlocked case study.
The bot walks your project folder structure, pulls every photo tagged for that job, classifies them against the per-task checklist using a vision model, runs the field-collected data (THAs, JSAs, daily reports) through your template engine, and assembles a draft package. Coordinator opens it and only handles exceptions. Time to first draft drops from 90 minutes (manual) to 8 (automated).
Knows which closeout forms each project type requires (punch list signoffs, lien waivers, warranty certs, O&M manuals, as-builts, and any industry-specific compliance docs). Verifies each document is present, signed, and dated. Flags gaps with the specific document name and where it should live. Coordinator gets a chase list, not a guessing game.
Different clients want different things. A national chain wants compliance docs structured one way; a commercial GC wants AIA-formatted closeout binders; a private owner just wants a PDF with photos and a signed punch list. We build the per-client template variations and the bot picks the right one based on the project record.
Every closeout sent gets a tracking record. Internal review, client review, signed acceptance. Dashboard shows what’s waiting where. Nudges fire on day 7 and day 14 if a client closeout coordinator is sitting on signoff. Stuck closeouts stop disappearing into someone’s inbox.
We document every closeout type you produce, every per-client variation, every required form, the photo tagging convention, and the current folder structure. We pull 5 historical closeouts as the training set.
The bot is wired to your project folders. The compliance checklist for your top 2 client types is encoded. First test runs against 3 real (recently-closed) jobs in shadow mode. We compare the bot output to the manual output and tune.
Branded PDF templates for each client variation. Signoff tracker dashboard built and populated with the current open closeout queue. Office coordinator paired with us for two working sessions.
Production cutover. The next 5 closeouts run through the new system. We watch every one with the coordinator and tune the edge cases. By the end of week 2 the team is autonomous. We monitor passively for the rest of the 30-day support window.
Closeout is the one pillar where Essentials is usually not enough — the assembly bot alone gets you halfway, but you also need the compliance verifier and the PDF generator to get full value. Standard ($18,000) is the right entry. Turnkey ($42,000) is for firms with 5+ client format variations or 50+ closeouts per month, where the volume justifies a full custom template engine.
No. We build on top. The bot pulls from whatever your field is already using for photos and documentation. The assembly engine talks to your storage layer (Dropbox, SharePoint, Google Drive, Procore Document Management) and your project tracker. We add the assembly + verification layer that none of those tools do well.
That’s exactly why this works. Generic SaaS can’t handle 6 different per-client formats. We build one template variation per client type, and the bot picks the right one based on the project record. The variation cost is small after the first one.
The build runs in parallel. Your current process keeps working. We shadow-run the bot against 5 already-completed closeouts to prove parity before we cut over. Cutover is one morning. The new system replaces the old, the old folders stay intact, you can revert if something breaks. We’ve never had to.
The bot runs on your storage and your accounts. Source code, templates, and runbook are yours. We hand off documentation that a competent in-house person can maintain or hand to another developer. We earn the retainer by being useful. Lock-in is not part of our business model.
Yes. Essentials ({'$'}7,500) is the assembly bot built for your single highest-volume client type. It’s a legitimate pilot. If it works (it will), Standard adds the verifier, the PDF generator, and the signoff tracker. Most firms come back for Standard within 60 days because the pilot proves it.
The vision model handles classification on the back end. Foremen don’t need to change how they shoot. We can suggest tagging conventions that improve accuracy (and we’ll provide them), but the system works on untagged photos from day one.
No. Everything runs on your tenants. We don’t store closeout content, project photos, or client documents on Qintova infrastructure. Your data never leaves your environment.
It will. Template updates are part of the post-launch support window. After the 30-day window, format changes run at $185/hr or are covered under a monthly retainer. A typical client format update is 30-90 minutes of work.
Three-minute assessment. Real cycle-time math. No sales call required.