The shared project record

Nothing gets buried.

The paper trail, without the paperwork.

Plumb Record turns the emails and documents already exchanged across a building project into one shared record, connecting decisions, changes, payments and outstanding items so everyone knows where things stand.

Request a Demo See how it works

No new software for your project team — just the email they already send.

Riverside Community Centre

Shared project record · filed 12 minutes ago

Phase 5 of 8 · Construction

Open items: 14
Waiting on you: 3
Pending changes: $18,900

PCO 017 · Fire separation upgrade at the link corridorApproval needed
Required by the City's plan review. Reviewed by the architect; the owner's approval is needed.
Next step: Owner · Updated Oct 12 · 3 linked emails
RFI 21 · Roof drain locationsNo recent update
With the architect for 19 days. The roofer is waiting on it to finish the parapet.
Next step: Architect · Updated Oct 14 · 2 linked emails
Pay application 8 · AugustComplete
Certified by the architect on Sep 16. The contract sum matches the signed change orders.
Updated Sep 16 · 5 linked emails
Email from M. Tanaka · Oct 12Suggested link· 82%
This email may relate to PCO 017. Review and confirm the link.
Confirm · Dismiss

Example project. Names, dates and amounts are fictional.

Offered by the people already on your project

Your architect, engineer, contractor or lender can provide Plumb Record at kickoff. Give your clients clarity. Get a smoother project back.

Architects & engineersYour clients see the work you're doing.
ContractorsApprovals move when owners can see them.
LendersDraw documentation, already organized.
Owners & committeesFollow your project without becoming a full-time project manager.

How partners offer it

The problem

Five parties, five records.

The owner, architect, engineer, contractor and lender each keep their own inbox and their own folders. Every one of them is careful. None of them has the whole picture.

So items stall in the space between: each side reasonably believes the other one has it. A change order sits unsigned because it was attached to a reply nobody opened. A report everyone mentions was never actually sent.

Ownerown inbox
Architectown inbox
Engineerown inbox
Contractorown inbox
Lenderown inbox

RFI 21 · Roof drain locations

The contractor thinks the architect has it. The owner assumes it was answered at the site meeting. The record shows it was sent to the architect on Oct 5 and has been waiting 19 days.

Example from a fictional project.

How it works

CC one address. The record builds itself.

1
Email Flows in as Usual
Each project gets one address. The team copies it on the email they were already sending. Nobody installs anything or learns a new system.
2
The Record Connects It
Plumb Record links each email and attachment to the decision, change, payment or deadline it belongs to. A person confirms anything it isn't sure about.
3
Everyone Sees Where Things Stand
What's waiting, who has the next action, and for how long. The same history for every authorized party.

Example project address: riverside-4107@plumbrecord.com

See how it works, step by step

A look at the record

What's waiting, who has it, and why it matters.

The owner's view leads with a plain summary, then the items waiting on you, then the money in a sentence. Any item can show who still needs to review or sign it, in order.

Owner view · Oct 24

Riverside Community Centre · Gymnasium & program wing

Three things are waiting on you. Seven change orders are signed, and the money is up to date through the September pay application.

Waiting on you (3)

1
PCO 017 · Fire separation upgradeApproval needed
Adds $14,300. Required by the City; the architect recommends it.
Sent to you Oct 12 · held 12 days · due Oct 30
2
Divider curtain: manual or motorized?Approval needed
The architect needs your choice to finalize the gym ceiling.
Asked Oct 12 · held 12 days · due Oct 30
3
Draw 6 to Prairie Credit UnionNot yet recorded
Ready to send once the contractor's updated cost-to-complete arrives.
Lender asked Oct 15 · due Nov 5

Money

The contract is $2,214,930 after Change Order 11. $1,742,600 has been paid through Pay application 12, and every billed change order matches what was signed.

Example project. Names, dates and amounts are fictional.

Who reviews and signs

Draw 4 · $214,380.00 to Prairie Credit Union

1
Submits · Northstar ConstructionDone · Oct 18
Pay application 12, from the contract
2
Certifies · Halden ArchitectsDone · Oct 22
Certificate for payment, signed
3
Signs · Owner · Jordan EllisDone · Oct 23
Authorized signer 1 of 2
4
Signs · Owner · Sam OkaforTheir turnWaiting
Authorized signer 2 of 2, per the loan agreement
5
Releases funds · Prairie Credit UnionNot yet
After both owner signatures are recorded

Each step links to the email or document that recorded it.

Example project. Names, dates and amounts are fictional.

What it catches

The things that slip between inboxes.

Plain statements of fact, with dates and amounts. No blame, no alarm. Just what's waiting and what would move it.

Missing Documents
The rooftop unit submittal is on its third review. Permanent heat for the gym floor, and the floor install, depend on it.
Gaps in the Numbering
Change requests 14 and 16 are recorded. Number 15 is not yet recorded.
Stalled Handoffs
RFI 011 has been with the mechanical engineer for 12 days. A response is needed to finalize the roof framing.
Money That Changed After Signing
Change Order 9 was signed at $4,200.00. Pay application 12 bills it at $4,850.00.
Sign-Offs That Aren't Clear
An email says “looks fine.” That isn't recorded as an approval. Confirm who signs, and in what order.

What it's worth

It pays for itself the first time it catches something.

Construction money moves in large, uneven amounts. One missed credit, one early holdback release or one approval that sat in an inbox can cost more than the record ever will. The examples below are from Riverside, our fictional demo project.

For owners
Catch it before you pay.
Every pay application is checked against the signed change orders, the holdback the law requires and the paperwork that should come with it.
- Pay application 8 arrived without the contractor's workers' comp clearance letter.
- Pay application 6 took 34 days to pay; the record shows where it waited.
- $180,600 of holdback stays held until the closeout paperwork is on record.
See it in the demo
For everyone
Approvals and payments move sooner.
When the owner can see what's waiting on them, with its due date, changes get signed and bills get certified without the chasing.
- PCO 017 ($14,300) sits at the top of the owner's list with its due date, not in an inbox.
- Pay application 9 has been with the architect for certification for 19 days; everyone can see it.
See what's waiting
For partners
Time back on every project.
The status call, the update email, the "where are we on…" thread: the record answers them before they're asked.
- Two hours a week on a 40-week job, at $90 an hour, is $7,200 of project manager time.
Run your own numbers

Early access: free for the first partner projects.We're looking for a few architects and builders to run it on live projects with us.Request a Demo

For owners

Built for the owner's side of the table.

Most construction software runs the builder's job. Plumb Record helps the person paying for the project follow along in plain language, without becoming a full-time project manager.

Terms like RFI, change order and draw are explained where they appear.
Shows how many days each party held an item, including you.
For developers, businesses, nonprofits, churches, schools and owner's reps.

Plumb Record for owners

Follow your project without managing it.

Email stays the main channel. Nobody else on the project has to log in. Sign in when you want to look something up, confirm a link or make a decision.

Trust

Facts you can check. Suggestions you confirm.

Suggestions Are Labelled
Anything the AI infers is marked as a suggestion and confirmed by a person. Nothing inferred is ever shown as an approval.
Every Entry Has a Source
Each item traces back to the email or document it came from, so anyone can check it.
The Record Belongs to the Project
Whoever provides it, every authorized party sees the same history, and it can't be quietly rewritten.
Data Stays in Its Home Region (Planned)
Each project's data and files will live in the region it belongs to. Canadian projects stay in Canada.

How we handle project data