Project engineer or document controller
RFIs out and answers back, submittals logged and sent to the architect, transmittals for every set, and the current drawings in the field.
RFIs, submittals, shop drawings, transmittals, meeting minutes
General contractors and subcontractors
From the first submittal to the last lien waiver, one job file.
Every RFI, change order, certificate and waiver filed to the right job and subcontract, routed to the right approver, and complete at closeout.
Four people own most of a job's paper.
Superintendent
A daily log every day, inspection sign-offs, delivery tickets, and a safety meeting sign-in sheet that has to end up somewhere other than the truck.
Daily logs, inspection reports, delivery tickets, toolbox talk sign-ins
Project accountant
The pay app to the owner, pay requests from every sub, and no check without a lien waiver and a current insurance certificate.
Pay applications, sub invoices, lien waivers, insurance certificates, W-9s
Payroll administrator
On prevailing wage jobs, a certified payroll every week for every crew, signed, and from every sub on the job too.
Certified payroll reports, statements of compliance, timesheets
Where jobs lose money on paper
It is never the whole job file. It is one page of it.
Submittal 08 71 00, Rev B
Door hardware was approved on Rev B. The copy in the trailer was Rev A. The installer built from the trailer.
Insurance certificate, drywall sub
The certificate on file expired in March. The crew was on site in April. Nobody knew until there was a claim.
Final waiver, second-tier supplier
Final payment and retainage wait on one supplier’s unconditional final waiver that is in someone’s email.
Certified payroll, week 23
The agency asks for the full run of payrolls. Week 23 is missing, and payments can be withheld until it turns up.
Content Central on the job
Change orders and submittals that route themselves.
A change order is filed to its job the moment it arrives, scanned in the trailer or emailed by the owner's rep, and its approval starts on its own. Small ones go to the project manager. Larger ones go on to operations. A stage that waits too long escalates, so nothing sits in an inbox while the work goes on.
When the last approver signs off, their saved signature is stamped on the change order and the signed copy is filed as a new version. Every decision, note and date is in the document's history.
Submittals and drawings use check-out and check-in. Only one person revises at a time, every earlier revision stays in the version history, and the copy everyone opens is the current one, so the field builds from the right set.
No sub on site with an expired certificate.
Each certificate of liability insurance is filed to its subcontract with the policy expiration date as a field. One rule watches the date and emails the project accountant and the project manager 30 days ahead, while there is still time to get the renewal.
Job 2417 · insurance certificates
Rule: 30 days before expiration
| Trade | Expires | Status |
|---|---|---|
| Concrete | Sep 30 | Current |
| Electrical | Jul 15 | Current |
| Drywall | Jun 1 | Reminder sent |
| Roofing | May 20 | Reminder sent |
Illustrative trades and dates.
Closeout, one subcontract at a time.
Set up a closeout file once: the documents every sub owes at the end, keyed on the subcontract number. Each sub's file fills itself as paper arrives and shows what is still missing. A scheduled report lists every sub with an incomplete closeout, and when the owner wants the package, each file merges into one PDF.
Subcontract 2417-09
3 of 5 in
Mechanical closeout
- Final unconditional lien waiver (in)
- Warranty letter (in)
- O&M manuals (in)
- As-built markups (missing)
- Attic stock transmittal (missing)
An illustrative closeout file. Your spec sets the list.
CapturePoint 6 in the job trailer
The stack from the trailer, sorted before lunch.
Feed it a week of mixed paper. CapturePoint 6 splits the stack into documents, works out what each one is and reads it. Point it at a folder of your own supplier invoices, purchase orders, certificates of liability insurance, daily logs, lien waivers or certified payrolls and it finds the fields by itself.
Every line item on an invoice is read and the math is checked, so a line that does not add up is caught before it is paid. Its AI runs on the PC, and finished files go to Content Central, a job folder, or SharePoint and OneDrive.
No sign-up. Download it and start using it today.
A worked example
Pay app week on Job 2417.
- Day 20
Pay requests arrive.
Subs email pay requests, conditional waivers and certified payrolls. Content Central picks them up from the shared mailbox; the trailer stack goes through CapturePoint 6.
- Day 21
Each sub’s request checks itself.
Each request files under its subcontract and pay period. Missing the waiver or the certified payroll? It shows Incomplete, and the report lists every sub still owing paper.
- Day 22
Approvals route by amount.
Sub invoices go to the project manager, larger ones on to operations, with a deadline on each stage.
- Day 25
The pay app goes out complete.
The approved backup merges into one PDF for the owner. Invoice data exports to QuickBooks, Sage or Epicor.
The rules that make a job file worth keeping.
Your counsel and your contracts set the details. Content Central keeps each document type on the retention schedule you set, and holds anything under a claim for as long as it takes.
01
Davis-Bacon and related acts
Federally funded and assisted jobs
Contractors and subs submit certified payroll weekly and keep payroll records for at least three years after the work is complete. Many states run their own prevailing wage rules.
02
State mechanics lien laws
Every job
Lien rights, notice deadlines and waiver forms are set state by state, and some states prescribe the exact waiver wording. Conditional and unconditional, progress and final, each is its own document.
03
OSHA recordkeeping (29 CFR 1904)
Employers required to keep injury logs
The OSHA 300 log, the 300A summary and 301 incident reports are kept for five years after the end of the year they cover.
04
Statutes of repose
Completed projects
Defect claims can come years after substantial completion, on a clock set by your state. The project record is your defense, so keep it whole.
05
Your subcontract terms
Every sub
Insurance minimums, additional insured endorsements and certificate requirements live in the subcontract. A current certificate on file is how you prove they were met.
More for builders
- Engineering document controlDrawings and specs approved before release
- Approval workflowsRoute by amount, with deadlines and escalation
- Document packetsFiles that show what is missing
- Invoice processingSupplier and sub invoices read and routed
- Invoice line item extractionGuide: line items read and checked
- Purchase order data captureGuide: POs read for matching
- Scan to SharePoint or OneDriveGuide: scans straight into the job site
- Invoice approval matrixTemplate: who approves what amount
- Records retention policyTemplate: a policy to adapt
Ademero has built document software since 2002 for more than 1,000 organizations, and Fortune 500 companies and government agencies review its security every year.
Free live demo
Bring a real closeout package. We will show you what is missing from it.
Book a free demo and we will show you around, answer your questions and run your real paperwork through it. No cost, no pressure.
- A live tour of the products that fit your work
- Your own documents, set up and shown working
- Your workflow and process, mapped with you
- Straight answers from people who build it
