How Good Documentation Can Prevent Construction Headaches

What if you stand to lose a million dollars in spite of putting in all the work, only because you failed to document your work properly? Let's take a quick look at a real-life case study and understand the importance of documentation in construction projects.

Imagine losing out on $1.3 million due to lack of documentation

One of KYRO’s earliest customers were questioned by their clients about the billable hours logged for a particular construction project. The original estimate was approximately $400,000 but they had billed their client over $1.3 million.

Naturally, the client wanted specifics to understand this major cost increase. Considering that the project was completed a considerable while ago, it could have been virtually impossible for them to produce the necessary documentation and justify the price billed.

Luckily for them, KYRO saved the day. With detailed daily reports and timesheet data recorded and stored in KYRO, they were able to quickly produce the necessary documentation, preventing huge losses in terms of revenue and customer trust.

This shows why adopting software is essential. Having detailed records like daily project updates, timesheets, and revised drawings can be invaluable if your work is ever audited or questioned. And since all the information is stored in the cloud, it is easily accessible through any device.

What is documentation in construction?

Documentation refers to the process of recording details and information about a construction project. This includes keeping track of plans, changes, costs, communication, and more. Proper documentation is crucial for the success of any construction project for several reasons:

  • Accountability and organization - Documentation provides a paper trail to show what was planned vs. what was built. This helps manage costs, identify problems, and hold stakeholders accountable. Maintaining records makes it easy to find important project information.
  • Dispute resolution - Documentation provides evidence if disagreements arise over project responsibilities, costs, or quality issues. Detailed records can help settle disputes out of court.
  • Compliance - Construction projects must comply with building codes, contract requirements, and regulations. Documentation proves the project followed specific standards and legal obligations.
  • Audits - Documentation can justify costs if projects undergo audits or reviews. Complete records prove the legitimacy of contractor billing and expenses.

Thorough documentation is essential from start to finish on any construction project. Keeping accurate, well-organized records saves time and money while avoiding a wide range of problems in the long run.

How KYRO helps maintain documentation

Project Progress Reporting

Daily and weekly progress reports are critical for documenting work performed and tracking project status. These reports provide a detailed record of tasks completed, issues encountered, changes implemented, and overall progress made against the project schedule and budget.

With KYRO’s forms and reports, project managers have recorded proof to demonstrate the work done over time. If questions arise later about how many hours were spent on certain tasks or what work was done in a given timeframe, the progress reports serve as evidence.

Moreover, KYRO provides access to a sizeable library of common forms that teams can use, with the option of customizing them to suit a company’s workflow.

Maintaining diligent project reporting protects against potential disputes and provides verification if audited. The reports also facilitate collaboration, allowing stakeholders to monitor status and risks. With consistent project documentation, teams can confidently validate efforts invested.

Timesheet Data

Without accurate construction timesheets, a contractor has no evidence for the time invested in a project. In the event of an audit, vague time reporting could raise red flags. Auditors may question whether the hours were actually worked if there is no detailed documentation.

With KYRO, teams can work anywhere (even in areas without internet connectivity) and log their time accurately. Our AI helps track and resolve anomalies like excessive overtime, while our geo-fencing capability ensures that location fraud is prevented.

With KYRO’s timesheet data, companies can confidently present data at the time of audits or disputes. Additionally, KYRO’s AI Copilot can provide the necessary information instantly, saving time on extracting data manually. The best part? All users need to do is ask our Copilot in natural language.

Updating Drawings

As-built drawings show changes made during construction and are a crucial form of documentation. They record deviations from the original design and reflect the actual completed project. Some key reasons to maintain accurate as-built drawings include:

  • Records for future reference. Many modifications happen during construction that may not get thoroughly documented. With KYRO, changes made to drawings are updated immediately for all relevant team members, ensuring continuity. This will also help with future maintenance work, as each member will possess the latest versions to reference from.
  • Capturing hidden elements. Details like buried utilities, structural reinforcements, and behind-wall components may not be visible but are documented on as-builts. KYRO allows users to markup and measure such elements and tag them accordingly. As always, these changes reflect to every team member.
  • Legal and regulatory requirements. Some authorities mandate submitting as-built drawings for permitting reasons. Having updated records makes it easy to produce these drawings on time and avoid legal hassles and the ensuing delays.

Keeping drawings up to date during construction is challenging. Workers are focused on building, not creating records. KYRO allows field crews to redline changes in the field and streamline the process. The as-built drawing set becomes an incredibly useful reference for owners and facility managers over the lifespan of a building or infrastructure project.

You never know when you will be audited

In the event of an audit, documentation provides critical proof and justification to keep construction projects moving. Audits typically examine whether the project activities, timeline, and costs align with what was originally proposed and estimated. Without proper documentation, contractors are vulnerable to accusations of overbilling, waste, or fraud if they cannot produce evidence to validate and explain cost increases or timeline changes.

With KYRO, construction firms can rest assured that they have a reliable record to justify expenses, validate work performed, and resolve conflicts if they arise. In an industry where record-keeping is both important and mandated at certain levels, KYRO helps teams achieve this with simplicity and accuracy.

April 26, 2024