Fourteen months on site, and all of it in one place.
The contract is on the server, the change order in an email, the protocols are scans from a phone, the acceptance is a PDF with a signature. fluctor recognises that they all belong to H-1180 and keeps them as one file, with every source still attached.
Site H-1180 · Hartwell Logistics Park
project · client Hartwell Developments Ltd · signed 9 January · 14 months on site
The questions you ask on site, answered with the page.
What was agreed, what was signed, what is still open. Each answer names the document and the line it was read from, which is what you need when the client disputes it a year later.
What did we agree with Hartwell on change order #3?
Additional steel bracing for €8,400 net, agreed by email on 2 April and confirmed on site on 14 June. It is not on the final invoice of 18 July.
RE: change order #3 · site_protocol_14-06.jpg · invoice_H-1180-F.pdf
Which of the three reservations from the acceptance are still open?
Two. The handrail on stair B was signed off on 21 July. The drainage test and the fire door certificate are still outstanding.
acceptance_H-1180.pdf · page 2 · RE: stair B handrail
When is the retention on H-1180 due, and who signed the acceptance?
€46,000, due for release on 2 July next year. The acceptance was signed on 2 July by the site lead for Hartwell, with the three reservations noted.
contract_H-1180.pdf · clause 9 · acceptance_H-1180.pdf
You do not have to ask. It also speaks up.
Because the whole project sits in one file, what is missing from it stands out: a change order that never reached the final invoice, a retention that is about to fall due, a subcontractor invoice with no signed protocol behind it.
What it watches for →Change order missing from the final invoice
H-1180 · change order #3 · €8,400 · agreed 2 April
Retention release coming up
H-1180 · €46,000 · due in 30 days · reservations still open: 2
Subcontractor invoice without a signed protocol
Pryce & Dale Ltd · invoice PD-2317 · no site protocol on file for that week
The milestone invoice drafts itself. You approve the first one.
When a milestone is signed off, the agent drafts the invoice from the contract schedule and the signed protocol, and attaches both. When a retention falls due, it drafts the release request the same way. You approve it the first time. After that it runs on its own, checked against your instructions before anything leaves.
How the agent is built →Milestone 5 signed off
site_protocol_27-06.jpg · signed by the site lead
Invoice drafted
invoice_H-1180-5 · €138,000 net · schedule of values, line 5 · protocol attached
Waiting for your approval
first run · sent only when you say so
From then on
the same steps on every signed milestone · checked against your instructions first
Built for contractors, plant builders and engineering offices with 20 to 250 people, where a project runs for a year or more and its paperwork is spread across the office, the site and a dozen subcontractors. Engineering offices get the same file per project, with change orders and service phases in it.
Bring one project folder from a site you finished.
In the call we show you the file it turns into, and what was still unbilled when the site closed.
No integration project to start · Your data stays in the EU