Collect closeout documents from subcontractors
Each package gets its own closeout checklist, and Maito chases the missing warranties, manuals and certificates.
Operations · Construction · On a schedule · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Box
- Dropbox
- Notion
- Airtable
Slack
Gmail
Microsoft 365
Superhuman Mail
Box
Dropbox
Notion
AirtableHow do you collect closeout documents from subcontractors?
To collect closeout documents from subcontractors, run a weekly Loop. Maito checks each package against the closeout checklist, the received emails and the project files, lists what is missing, flags documents that do not match the approved submittal, and drafts the requests. They go out only after you say send.
How it's done today
Warranties and manuals are chased one at a time across inboxes.
What Maito does
- Build the checklist for the package
- Log what has arrived
- Draft requests for what's missing
- Check names and versions
Example
Loop run: Thursday 10:00 AM · Weekly closeout check
Mechanical package (Pkg 7): 6 of 9 items received. Missing • Boiler warranty (Acme Mechanical) • Boiler O&M manual (Acme Mechanical) • Test and balance report (Globex Air) Catch: the chiller warranty from Globex covers model CH-200, but the approved submittal says CH-250. It could be a typo or the wrong paperwork, so I've not counted it as received. Checked against the closeout checklist, the received emails and the project files. Drafts to Acme and Globex are ready, asking for everything by Oct 23.
@Maito Send both.
Sent. The Globex note also asks them to confirm the chiller model on the warranty. I'm not marking the package complete; the mechanical engineer still needs to review.
Maito (10:00 AM):
Mechanical package (Pkg 7): 6 of 9 items received.
Missing
• Boiler warranty (Acme Mechanical)
• Boiler O&M manual (Acme Mechanical)
• Test and balance report (Globex Air)
Catch: the chiller warranty from Globex covers model CH-200, but the approved submittal says CH-250. It could be a typo or the wrong paperwork, so I've not counted it as received.
Checked against the closeout checklist, the received emails and the project files. Drafts to Acme and Globex are ready, asking for everything by Oct 23.
Jo (10:07 AM):
Send both.
Maito (10:08 AM):
Sent. The Globex note also asks them to confirm the chiller model on the warranty. I'm not marking the package complete; the mechanical engineer still needs to review.
How to set it up
- Ask your agent
“Every Thursday at 10, check closeout documents for each package against its checklist, draft requests for anything missing and post the status in #closeout.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It checks documents against the checklist and the submittals. It cannot judge whether a warranty or manual is technically adequate.
Questions
In your project files in Google Drive, Box, Dropbox, Notion or Microsoft 365, and in email in Gmail or Microsoft 365. The checklist can live in Airtable.
It does not count it as received and asks the subcontractor to confirm.
No. The engineer still reviews it, and you decide when it is complete.
