RC‑001CloseoutIn development

Closeout Software for the Person Doing the Closeout.

You shouldn’t need Procore, Excel, Outlook, OneDrive, Bluebeam and another closeout platform open just to work out what one subcontractor still owes you.

  1. Procore
  2. Procore, another tab
  3. Excel tracker
  4. Outlook
  5. OneDrive
  6. Bluebeam
  7. Closeout platform
Open at once, most days.

Why It Exists

I Did Closeouts Eight Hours a Day.

Jack Horrigan

The first big responsibility I had in construction was closeouts. For a while it was the whole job: eight hours a day, forty hours a week, with all of that open at once.

One piece of information got found once and typed into three places. Emailing every sub on a project took hours of switching windows, and moving everything into the closeout platform at the end added hours of its own.

I started building Closeout to take those steps out of the job. The judgment calls stay with you; the busywork around them doesn’t.

How It Works

Follow One Sub Through the Whole Closeout.

Eight short chapters, from setup to handover, following Cascade Mechanical on a sample job. Click through them in order, or jump straight to the one you want.

01The Old Way

Ten Steps to Ask. Seven More to File.

One round with one sub, the way I used to do it. Each color is a different program, and the same few facts get copied between them.

Steps 1 to 10 repeat for every sub on the job, and 11 to 17 for every document that comes back. In Closeout the round is three steps, with nothing to download, file or rename.

17steps

6programs

7switches between them

Asking for it

  1. 01Check what the sub owesExcel
  2. 02Open the projectProcore
  3. 03Find the subin Procore
  4. 04Find the right personin Procore
  5. 05Copy their emailin Procore
  6. 06Copy their phone numberin Procore
  7. 07Go back to the trackerExcel
  8. 08Check what’s missingin Excel
  9. 09Start a new emailOutlook
  10. 10Write the request againin Outlook

Filing what comes back

  1. 11Download the attachmentOutlook
  2. 12Find the right folderOneDrive
  3. 13Save it therein OneDrive
  4. 14Rename itin OneDrive
  5. 15Mark it in the trackerExcel
  6. 16Pull a combined PDF apartBluebeam
  7. 17Upload it again, laterPlatform

3steps in Closeout

  1. 01Open the subTheir contacts, and everything they still owe
  2. 02Send the requestTheir list and their link are already in it
  3. 03Look at what they sentApprove it, or send it back with the reason

02Setup

Start From What’s Already in Procore.

Export the budget, the commitments and the directory from Procore, and Closeout builds the job from them: subs, contacts and cost codes. By hand, that’s a couple of hours of copying into a spreadsheet and a checklist.

Not on Procore? Add subs yourself, or from a simple list.

A live Procore connection, with no exporting. Planned

CSVBudget

CSVCommitments

CSVDirectory

Riverside Medical Office Building

5 subs, 14 contacts, 9 cost codes

  • 23Cascade Mechanical3 contacts
  • 26Kelso Electric4 contacts
  • 07Summit Roofing2 contacts
  • 21Apex Fire Systems3 contacts
  • 14Vertex Elevator2 contacts
A sample job. Each sub arrives with its cost code and its people.

03The Tracker

Who Owes What, and Where Each Item Stands.

No Excel sheet open beside everything else. The tracker is the same list your subs work from, so when Cascade uploads their test and balance report, it’s already marked received and waiting on you.

Their contacts sit on the same screen, with the number to call.

Cascade Mechanical

Dana Ruiz, project manager, (404) 555‑0143

3still owed

No.DocumentStatus
01Warranty, HVAC equipmentApproved
02O&M manualsRooftop units, VAV boxes, fans, controlsApproved
03Test and balance reportUploaded this morning, waiting on youReceived
04Final lien waiverAsked Sept. 14, followed up Sept. 21Requested
05As-built drawingsSent back: wrong documentRejected
06Training record, controlsMissing

04The Request

Their List and Their Link, Already in the Email.

Requests start from a template, from the first ask through a recap after a phone call to a final notice. What the sub owes and the link to their list fill themselves in. You add the line that matters.

Replies come back to the people on the project, like any other email.

Follow-ups that send themselves on a schedule. Planned

Initial requestFollow-upCall recapFinal notice

From
Sarah Kim, project engineer
To
Dana Ruiz, Cascade Mechanical
Subject
Riverside Medical Office Building: closeout items

Hi Dana,

Filled in by Closeout

Cascade still owes us these for Riverside:

  1. Final lien waiver
  2. As-built drawings
  3. Training record, controls

Sarah’s lineFor the as-builts we need the field set with your markups, not the bid set.

Reply with them attached, or upload them against your list here: Riverside, Cascade Mechanical. You won’t need an account.

Thanks,
Sarah

05The Sub’s Side

Reply to the Email, or Use the Link.

A sub who works for a lot of general contractors won’t learn a new system for each one. They can reply like any email, or open the link: their own list for this job, with no account or password.

They can take back a wrong file before you’ve looked at it, and the same file twice is caught. Links expire after three business days, and each request carries a fresh one.

Riverside Medical Office Building

Cascade Mechanical

  • Final lien waiver Upload
  • As-built drawingsNot accepted: wrong documentUpload again
  • Training record, controlsUpload
What Cascade sees when they open the link, as a sample. If they reply to the email instead, the files land in your inbox, and you drop them into the Vault.

06The Vault

Drop the Files In. It Works Out Where They Go.

Drag in a few files, a folder or the zip a sub sent you. Closeout reads them, scans and photos included, and suggests what each one is and whose.

Approve it and it’s filed in folders already built from your cost codes: division, then company, then the checklist. No AI yet; it goes by what the document says.

Document Vault Drop files, a folder or a zip

  • PDFCascade warranty.pdf Looks like a warranty from Cascade Mechanical Approve 23 HVAC › Cascade Mechanical › Warranty
  • JPGIMG_4471.jpg Looks like a final lien waiver from Kelso Electric Approve 26 Electrical › Kelso Electric › Final lien waiver
  • PDFTAB report rev 2.pdf Looks like a test and balance report from Cascade Mechanical Approve 23 HVAC › Cascade Mechanical › Test and balance
Sample files. Nothing is filed until you approve it.

07PDF Split Planned

One 384‑Page PDF Becomes the Ten Documents in It.

Mechanical subs often send everything in one file, and pulling it apart in Bluebeam takes an afternoon. Closeout will find where each document starts and stops, split them, name them and file them, keeping the original exactly as it arrived.

AI will take the files the rules can’t sort, and stays switched off until it does better than them.

Planned

PDFCascade Mechanical closeout.pdf384 pages

  1. 1–4Warranty, HVAC equipment
  2. 5Final lien waiver
  3. 6–71O&M manual, rooftop units
  4. 72–140O&M manual, VAV boxes
  5. 141–198O&M manual, exhaust fans
  6. 199–260O&M manual, building controls
  7. 261–290Product data, ductwork
  8. 291–320Product data, grilles and diffusers
  9. 321–350Product data, duct insulation
  10. 351–384Test and balance report

10documents, each filed where it belongs

08Handover Planned

A Manual the Owner Can Find Things In.

Two years from now, someone in the owner’s facilities office will need the warranty for one rooftop unit. A four-hundred-page PDF with no contents page won’t help them find it.

Closeout will build the turnover manual from what you’ve collected, with a contents page by division and every line linked to its page. Owners will also be able to open it in Ridgecap, bookmark what they come back to, and download the PDF whenever they like.

Planned

Riverside Medical Office Building

Turnover manual, Division 23, HVAC

  1. HVAC equipment, warranty41
  2. Rooftop units, O&M manual (bookmarked by the owner)45
  3. VAV boxes, O&M manual111
  4. Exhaust fans, O&M manual180
  5. Building controls, O&M manual238
  6. Product data: ductwork, diffusers, insulation300
  7. Test and balance report390
In the PDF, every line opens the page it names. The owner has bookmarked the rooftop units.

Status

In Development.

Closeout is in use today on real jobs at one general contractor, and isn’t open to other companies yet. Anything marked Planned can’t be done yet, and there’s no date for it, because we don’t have one worth publishing.

If you do closeouts, tell us what yours look like. It shapes what gets built next.

Ask to see it

RC‑001Closeout

Ask to See Closeout.

We’ll walk you through what’s built and tell you plainly what isn’t finished yet. A person replies, usually within one business day.

We use this only to reply to you. No mailing list, and no automated emails. Privacy.