Skip to main content
All guides

Getting started

What is Submittal Kit Your First Project Search Everything The Dashboard Help and What's New Abbreviations We Understand

Projects & Schedule

Project Settings Schedule and Milestones

Equipment Register

Equipment Register Basics Import a BOM Equipment Documents

Parts & Library

The Parts Library Part Documents Find Datasheets The Document Library Search Inside Documents

Submittals

Create a Submittal Configure Sections Choose Equipment Scope Compile a Submittal Checks Before You Submit O&M Manuals Submittal Numbering Cover Pages Package Layouts

Submissions & Review

Issue a Submission Submittal Log Returned Reviews Comment Response Log Record an External Submittal Share with an outside reviewer

RFIs

RFI Basics RFI Log RFI Layouts

Field & QA

Punch Lists As-Built Redlines

Specifications & Scope

Upload Specifications Spec Check

Procurement & Change Orders

Quotes and Purchase Orders Coverage and Lead Times Change Orders Budget and SOV

Directory & Team

Firms & Contacts Team & Access Personnel & Certifications

Settings & Billing

Company Identity Library Vocabulary Billing and Plans

Integrations

Connect an Agent

Help Submittals

O&M Manuals

Build closeout manuals from the submittals you already issued, without rebuilding the equipment list.

Closeout is usually a scramble: months after the submittals went out, someone rebuilds the same equipment list from memory to assemble the O&M manual. Here the manual starts from the submittal you already issued, equipment included.

Create one from an existing submittal

  1. Open the action submittal that covers the equipment.
  2. On an approved submittal, the header offers Create O&M manual from this submittal. Otherwise open the Linked tab and click it there.
  3. Adjust the name (it defaults to the submittal's name plus O&M) and pick a closeout type: O&M Manual, Warranty, or Record Documents.
  4. Click Create.

Walkthrough 7 steps · 0:38 video

  1. O&M Manuals, step 1: the screen with the control outlined
    Step 1 of 7 Open the action submittal that covers the equipment.
  2. O&M Manuals, step 2: the screen with the control outlined
    Step 2 of 7 The Linked tab lists every submittal that shares or copied this equipment list.
  3. O&M Manuals, step 3: the screen with the control outlined
    Step 3 of 7 Click Create O&M manual from this submittal.
  4. O&M Manuals, step 4: the screen with the control outlined
    Step 4 of 7 The name defaults to the submittal's plus O&M. Pick a closeout type.
  5. O&M Manuals, step 5: the screen with the control outlined
    Step 5 of 7 Click Create.
  6. O&M Manuals, step 6: the screen with the control outlined
    Step 6 of 7 The manual opens ready to compile, and shares the submittal's equipment list live. The link shows on both pages' Linked tab.
  7. O&M Manuals, step 7: the screen with the control outlined
    Step 7 of 7 Each side links to the other.

The manual shares the submittal's equipment list live: one list in both packages, and a change made in either shows up in both. Approved substitutions made during review are already in the manual with nothing retyped. The link between the two stays visible on both pages.

You can also create a manual from scratch on the Submittals page; pick a closeout type in the New Submittal form and scope equipment into it as usual.

Built for turnover

A manual is a submittal with a closeout recipe, so everything works the way you already know. The standard O&M template opens with cover and table of contents, then record drawings, the bill of materials, the maintenance schedule, and Equipment chapters that collect each item's datasheets and manuals. It closes with Testing & Commissioning for startup and test reports, Supplemental Documents, and Warranties, which collects every document typed Warranty that the equipment carries, each printed once. The other section roles closeout asks for are one click away in the section palette:

  • Emergency Contacts and Competent Persons, generated from your personnel roster with the people you check off.
  • Company Policy Documents, pulling in reusable PDFs such as your safety manual.

Add, reorder, or rename sections exactly as on any submittal.

Warranty letters

Keep your warranty letters in Settings > Letters. In a Warranties section, turn on Include company letter to copy one in. Edit the copy there; the company letter stays as it was, and Reset to company letter copies it again. Values such as {project_name} and {warranty_effective_date} fill in when the manual compiles.

The effective date defaults to the project's substantial completion date, the sign date to the issue date, and the signer and contact to the letter's own. The letter prints on your letterhead first, then the warranties, then the files uploaded to the section. A Warranty-type submittal starts with the letter on. Preview shows the letter as it will print.

Name, compile, issue

Manuals follow their own name format, set by admins under Settings > Numbering & review with the same tokens as submittal numbers; see Submittal numbering. Compile produces the same bound, bookmarked PDF, and Mark as submitted issues a submission onto the log like any other package.

Create the manual early and let it ride the shared equipment list all job long. At closeout, you compile instead of scramble.

← Previous Checks Before You Submit Next → Submittal Numbering

Updated Oct 17, 2026

Can't find it? [email protected]