The problem
The work is done, but your holdback sits waiting on paper from the trades.
One missing warranty or certificate and the owner will not sign off. Your PM spends weeks chasing trades who have already moved on to the next job.
The fix ↓
Close out the job. Get your holdback sooner.
The work is done, but the paper is not. This free checklist lists every document the owner will ask for. It also tracks which trade still owes you what, and how long you have waited.
Get a free closeout checklist. Every paper and step to hand over the job and get your last payment.
Get your AI employee to do this and moreGet a free closeout checklist. Every paper and step to hand over the job and get your last payment.
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Where closeout gets stuck, and what to do
- As-built drawingsChanges made on site that never reach the drawings.Free fix, start this week: Keep one red pen set on site. Mark each change the day it happens. Add the date and who asked. Free tool: As-Built Redline Log →Or hand it off: The AI Employee keeps the red pen log from site notes and photos. Your as-builts are ready at the end.
- Manuals and product sheets from each tradeThe papers the owner needs to run the building.Free fix, start this week: Send each trade one list now. Say what you need and by what date. Do not wait for the end. Free tool: Free Asset Register →Or hand it off: The AI Employee emails each trade, files what comes in, and lists what is still missing.
- WarrantiesWho covers what, from when, and who to call.Free fix, start this week: Make one list: trade, item, start date, end date, phone. Add each one as soon as you get it. Free tool: Warranty Tracker →Or hand it off: The AI Employee pulls the terms out of the papers. It tells you before each one ends.
- Deficiency listSmall items left open that hold up the last payment.Free fix, start this week: Walk the job with the owner. Number each item. Name the trade. Add a photo and a date. Send it that day. Free tool: Deficiency List Tracker →Or hand it off: The AI Employee sends each trade its own items. It tracks them until they are done.
- Holdback and final paperworkMissing papers that hold up your money.Free fix, start this week: Before you pay out holdback, get each trade's WSIB clearance and signed statutory declaration. Keep them in one folder. Free tool: Project Folder Standard →Or hand it off: The AI Employee tracks who sent what. It tells you what is still missing before you pay.
- The 11 month warranty walkThe visit that is easy to forget a year later.Free fix, start this week: On handover day, put the 11 month walk in your calendar and send the owner the date. Free tool: 11-Month Warranty Walk Checklist →Or hand it off: The AI Employee books the walk. It reminds the owner and the trades, and makes the list on the day.
Want this done on every job? Our AI Employee does this work for your team, and 100 more office jobs.
Book a free callTrusted by 85+ businesses across the GTA for 6+ years
Hours back. Less rework.
a week is spent by each person just to find drawings and files. The AI Employee finds them for you.
a week is lost by each person on your team. Most of it goes to redo work and to chase info. You get that time back.
of redo work starts with bad notes or wrong info. Clear records stop it before it starts.
Each number comes from the study named on its card. Your own number is in your free result.
Free. No call needed.
File what came in. Find what is missing.
Five papers came in from the trades this week. Tap one to file it in the closeout binder. Then let the AI Employee file the rest and chase what is still out.
In the inbox 5 new
Closeout binder
An example with made-up job details. On a call we run it on your own closeout list, trade emails and specs.
Want every closeout paper chased from the trades until the package is complete?
Here is what you get.
You can see it all before you give us anything.
Warranties from every trade.
WarrantyManuals for the owner.
ManualsAs-built drawings.
DrawingsCertificates and inspections.
CertsDeficiency list and sign off.
FixesKeys, cards and spare stock.
Hand overHoldback, final bill and lien dates.
MoneyA tracker for papers you are still waiting on.
Chase
Want it filled in for you? We show you on a free call.
Let AI do the busy work. Your team stays in charge.
- The AI Employee builds the closeout list for the job from your contract and specs.
- It emails each trade for the papers they still owe and logs what comes in.
- It sends a reminder when a paper is late and tells you who is holding things up.
- Your project manager checks the package and sends it to the owner.
Around this job, the same AI Employee also:
- Writes the weekly owner update from the daily reports
- Chases RFIs, submittals and late papers
- Reads supplier and sub quotes into one sheet
- Builds progress invoices and tracks holdback
- Answers the office phone and books site visits
- Finds bids and grants that fit your company
30 minutes. We show you this job done on your own work.
The last 5 percent takes the longest.
One missing paper can hold up the final payment.
Holdback
The owner holds back money until the job is closed. Missing papers mean a later payment.
Chasing
Twenty trades, one document each. Someone has to ask, and ask again.
Owner trust
A clean closeout package gets you the next job.
Beyond closeout.
One AI Employee works across your whole company, from the first estimate to the last warranty call, plus the office work around it. Let AI do the busy work. Your team stays in charge.
- Email triage and replies
- Client and owner updates
- Follow-ups on quotes
- Invoices and payment chasing
- Meeting notes and action items
- New lead replies
- Website and marketing posts
- Booking site visits and calls
Works with the tools you already use.
Don't see yours? We connect it for you, built to order.
- 85+businesses served
- 6+ yearsacross the GTA
- 5 of 5stars on every review
Highly recommend the team at Veebar Tech! They’ve been a great partner for our web development, coding, and AI needs, taking the time to understand our business and recommend practical solutions. They explain technical concepts clearly, communicate well, and are easy to work with. A knowledgeable, professional, and reliable team—we’re glad to have their support.
Great company to work with, incredibly detail oriented and easy to work with. We really appreciated how they focused on solving the problem, not just appeasing customer desires. The work was returned ahead of schedule with capabilities on par and beyond what we were expecting. …
From free call to live, in 4 steps
30 minutes. We show you this job done on your own work. You keep the free tool either way.
Built around your company, your templates and your tools. Your team does not learn new software.
Ready in 4 to 14 days for most companies. You get the date in writing first.
Not happy in 30 days? You get a full refund.
Free call. No pressure. You keep the files either way.
Short answers.
What is included in a construction closeout package?
Most often: as-built drawings, O&M manuals, warranties, test reports and final sign-offs. Your contract and specs list what the owner needs.
How long does project closeout take?
It depends on the size of the job and how fast the trades send their papers. Collect papers as you go, not at the end. That keeps it short.
When is holdback released?
In Ontario, the 10 percent holdback is paid once the lien period ends with no liens. Other provinces have their own rules. In the US it is called retainage. Your contract and state law set it.
What is substantial vs final completion?
Substantial completion means the owner can use the building, with only small items left. Final completion means every item is done, the deficiency list and the closeout papers too.
What is a deficiency list?
It is the list of small things left to fix before the owner takes the job. In the US it is called a punch list.
Can AI help with project closeout?
Yes. Our AI Employee can email each trade for the papers they still owe. It logs what comes in. It tells you when the set is done. Your PM checks it and hands it to the owner.
Still have a question? Ask it on a free call.
Every paper in. Every trade done. Then you get paid.
Want the chasing done for you? Book a free call and we show you.