Punch lists and closeout

Add the companies

1. In the project, click “Companies” › “Import from awards” to bring in the subs you awarded in Bids. Use “Add company” for anyone else.
2. Each company gets one private link on bidmates.app. They're emailed it the first time they get items. Use “Copy link”, “Regenerate link” or “Turn off link” any time.

Walk the job

1. Click “Punch” › “Start a punch list” › “New punch list”. Under “Who walks it?”, choose “Our team”.
2. Before you go, open “More” › “Take sheets offline…” and save the drawings you'll need.
3. Click “Add item”, tap the drawing where it is, and fill in “What needs fixing”. Add photos with “Take photo”.
4. Pick the “Responsible company” (suggestions are shown, nothing is picked for you), a priority and an optional due date, then “Save item”.
5. No signal? Items say “Saved on this device” and upload when you're back online.

On iPhone, add EstiMates to your home screen for the most reliable offline walk. Uploads happen when the app is open.

Verify the fixes

1. The bar at the top shows how many items are “ready to verify”.
2. Open an item: under “Verify the fix”, compare the “Before” and “After” photos.
3. Click “Close”, or “Reject” and say “What is still wrong?”. The sub is emailed and the item goes back to them.
4. Items a sub marked “not ours” wait for you to reassign them.

Tie items to the contract

1. In an item, set the “Contract line” it belongs to and an optional “Holdback”.
2. “More” › “Open punch by contract line” shows the value of open punch by company and line.
3. Extra work? Click “Convert to change order” and add it to a new or existing change order draft. The item is marked “Moved to change order”.
4. Export with “Download CSV”, “PDF by company” or “PDF by sheet”.

Owner or architect walk

1. Open “More” › “Owner walk link…”, click “Create link”, choose which drawings they can see, and send them the link.
2. Items they add land with you to sort. They never go straight to a sub.

Closeout and handover

1. Click “Closeout”. Under “Closeout documents”, use “Add the defaults” or “Add a requirement”. Subs see these on their link and upload them.
2. For each upload, “Accept” or “Send back”. You can also “Waive” a requirement or “Upload it yourself”.
3. Under “Completion certificates”, click “New certificate”, choose “Substantial completion” or “Final completion” and the contract, then “Send to the owner”. A final certificate can't be sent while items are still open.
4. Under “Handover for the owner”, tick what to include, add the owner's name and email, and click “Publish”. The owner gets one link with everything and a “Download everything” ZIP.

Mark a plan set “Mark as as-built” on the project page so it appears in the handover as as-built drawings.