Thirty-four months, four project leads, one file that never left.
Every protocol, drawing, change order and invoice was read the day it arrived and filed under the project it belongs to. Whoever runs it today opens the same file the first project lead started, with every source still attached and nothing retyped.
Project P-2210 · Ashworth Precision
plant extension, hall 3 · month 34 of 36 · four project leads so far
The questions a new project lead asks in year three, answered from the file.
Ask for a month, and you get that month: the protocols, the emails, the change orders as they stood then, not as they stand today. How far back the file reaches is set per company.
What did we agree with Ashworth on the bracing in month fourteen?
Additional steel bracing on the east gable, confirmed on site on 14 March of that year and priced at €8,400 net in change order #3 a week later. The drawing referenced is rev. D.
site_protocol_14-03.jpg · RE: change order #3 · CO-3_bracing.pdf
Which of the seven change orders are on the milestone invoices, and which are not?
Five are billed: #1, #2, #4, #5 and #7 across milestones 4, 6 and 8. Change order #3 and #6 are agreed in writing but appear on no invoice. Together they come to €21,900.
invoice_M4.pdf · invoice_M6.pdf · invoice_M8.pdf · CO-3_bracing.pdf · CO-6_cabling.pdf
Who signed off milestone 9, and were there reservations?
Signed on 2 February by T. Ashworth for the client and R. Okafor for us, with three reservations: paint finish on the mezzanine, one missing handrail, and the cable tray labelling. Two of the three are closed in later protocols.
acceptance_M9.pdf · site_protocol_02-02.jpg · site_protocol_12-03.jpg
You do not have to ask. It also speaks up.
When the whole project sits in one file, what is missing from it shows: a change order that was agreed but never billed, a milestone that depends on a delivery that is late, a date in the contract that nobody wrote in a calendar.
What it watches for →Change order not billed
CO #6 · agreed 11 November · €13,500 · missing from milestone invoices 8 and 9
Milestone at risk
Milestone 10 · due 30 May · Corbett Fasteners eight days late on the last delivery it needs
A date in the contract
Warranty starts at final acceptance · retention of €64,000 is released 12 months later · noted, not forgotten
The monthly report to the client writes itself from the file.
On the first of the month the agent gathers what changed: milestones reached, change orders agreed, open reservations, the next dates. It drafts the report in the tone of the last one, with the protocols attached, and waits for your approval the first time. After that it runs on its own, checked against your instructions before anything is sent.
How the agent is built →Built for plant builders, engineering firms and anyone delivering projects that outlast the people who started them, with 20 to 250 staff and no one whose job is keeping the file.
Bring one live project and ask it about month fourteen.
In the call we build the file from what you bring and answer the question your last project lead took with them.
No integration project to start · Your data stays in the EU