# Closeout Documents: Collect Them From Subs

Source: https://maito.app/workflows/collect-closeout-documents-from-subcontractors

Every week Maito checks closeout documents against your checklist, drafts requests to subcontractors for what is missing and posts status in Slack.

Each package gets its own closeout checklist, and Maito chases the missing warranties, manuals and certificates.

[Operations](https://maito.app/workflows/team/operations) · [Construction](https://maito.app/workflows/industry/construction) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   Box
-   Dropbox
-   Notion
-   [Airtable](https://maito.app/workflows/tool/airtable)

## How 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

1.  Build the checklist for the package
2.  Log what has arrived
3.  Draft requests for what's missing
4.  Check names and versions

## Example

Loop run: Thursday 10:00 AM · Weekly closeout check

**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

On a schedule Collect closeout documents from subcontractors

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

### Where does it look for documents?

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.

### What if a warranty is for the wrong model?

It does not count it as received and asks the subcontractor to confirm.

### Does it mark a package complete?

No. The engineer still reviews it, and you decide when it is complete.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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