The binder becomes a database.
Assets, warranties, and procedures extracted from documents the project already produced.
Turn over a record, not a binder.
Specset reads the specs, equipment schedules, approved submittals, and the O&M package into a structured asset record: locations, systems, assets, warranties, and maintenance plans, with every field cited to the page it came from.
AHU-2 · Air handling unitCommissioned
System · HVAC · Level 3 air sideLocationLevel 3 · Mech 3-01A-103
ManufacturerTraneM-601
ModelCSAA012M-601
SerialK21-04487O&M p.14
InstalledJun 3, 2026Cx report
CommissionedJun 20, 2026Cx report
ResponsibleApex MechanicalSub 23 73 00
Warranties
Manufacturer · parts & labor5 years from commissioning
Active · exp Jun 2031Workmanship2 years · Apex Mechanical
Active · exp Jun 2028Maintenance
Quarterly PM · 12 checklist itemsFilter ΔP reading · number, in. w.g., min–max
Documents
O&M manualWarrantyCx reportSubmittal pkg
Built from M-601, approved submittals, and the O&M package612 assets on this project
Every serial traces to a page.
Fields carry citations, and anything the extraction cannot resolve is flagged for a person, not guessed.
Warranties and PM plans, not PDFs.
Expiration watchlists, typed maintenance checklists, and an asset registry operations can query.
Trusted by the teams delivering public work
“Turnover used to be four gigabytes of PDFs on a shared drive. Now it's an asset registry with warranty dates we can actually query.”
90K+Drawing sheets read into project records
14K+Submittals processed on Specset
01 · How the record is built
Closeout starts on day one, not at punch.
The information owners need at turnover already exists in the schedules, submittals, and manuals the job produced. Specset assembles it while the project runs, instead of in a scramble at the end.
01 · The sources
Equipment schedulesM-601 · E-601 · P-601 · one row, one asset
Spec Part 2 + approved submittalsBasis of design, reconciled with as-submitted
The O&M packageWarranties · IOM manuals · Cx reports
The record you already built during construction is the input. No re-keying, no spreadsheet handoff, no data-entry phase at the end of the job.
02 · The graph
One linked record
Locations214
Systems38
Assets612
Products183
Companies42
Every asset knows its room, its system, its product, and who installed it. Ask for the chiller and you get the chiller, its documents, and its people.
03 · The extraction
“1-yr parts, 5-yr compressor” becomes two warranty rows, not one blur.
“5 years from installation” anchors to the asset's real install date.
An IOM maintenance table becomes a typed quarterly checklist on every installed unit.
Warranty terms and preventive maintenance come out as structured rows with citations, then roll up into an expiration watchlist and a maintenance calendar.
02 · Already have the binder?
Import the package you were handed.
When the contractor delivers a thousand PDFs with their own naming scheme, one agent reads each file, matches it to its asset, and files it by role. The convention is learned from the package itself, and anything ambiguous goes to a human.
Operating the record after turnover, from work orders to warranty questions, lives on our facilities page.
Closeout package · import1,214 PDFs
Pier B 3.1.13 Samsung 560 Install Manual.pdf→Asset 3.1.13 · Installation manual
Combined Warranties - Mechanical.pdf→Split · warranties on 14 assets
TAB Report - Level 2.pdf→Level 2 · certification
SCAN_0119.pdf→Needs review · unmatched
One agent per file · nothing guessed, unresolved files flagged
Common questions
What teams ask about closeout and operations.
01What gets built from the project record?
A linked graph of locations, systems, assets, products, and companies, read from the Division 01 sections, the MEP spec divisions, the equipment schedule sheets, and approved submittals. Every extracted field carries a citation back to its source page.
02How are warranties handled?
Each distinct coverage becomes its own row: fixed windows, start-plus-duration, and duration-only terms like five years from installation, which anchor to the asset's real install or commissioning date. Component-specific terms split into separate rows, duplicates across documents are merged, and expirations surface on a 90-day watchlist.
03Can it ingest a closeout package we were handed?
Yes. The import reads the contractor's own naming convention out of each filename, matches or creates the asset, and files the document by role: installation manual, warranty, commissioning report. Combined files are split across the assets they cover, and anything unresolved is flagged for review instead of guessed.
04What maintenance data comes out?
Preventive maintenance from the IOM manuals becomes typed procedures: checklist items, pass or fail inspections, and numeric readings with units and acceptable ranges, grouped by frequency. Plans attach to every installed asset and feed a maintenance calendar with calendar, runtime, and cycle-based frequencies.
05How does this relate to closeout submittals?
The submittal log tracks the deliverables the spec requires: O&M manuals, warranties, attic stock, record documents, training. Closeout is what happens to that content after approval, turning the delivered documents into the operating record. The two run on the same project.
06What happens after turnover?
The record keeps working. Operations teams ask who to call and what the warranty says and get cited answers, work orders and meter readings run against the same assets, and spare parts carry min and max levels with reorder escalation.
Start with one building
Hand over something they can operate.
Send the project record, or the closeout binder you were handed. We'll return the asset registry with warranties and maintenance plans, cited field by field.