Construction handover, reinvented
Eliminate post-construction risk. Hand over a financially stable asset.
Substrata AI captures every asset from your construction documentation and turns it into a complete, independently certified handover package — the maintenance schedule, capital works plan, manuals and depreciation schedules a building needs to be run, funded and insured properly from day one. Captured at source, automatically, before the building is even handed over.
From construction documentation to a managed asset
A developer's incentive ends at completion, yet a complex asset transfers to people who aren't equipped to run it. Owners can't maintain what they can't see, strata managers can't set levies against a capital works forecast that doesn't exist, developers stay exposed through the defects liability period, and insurers can't price the risk. Every one of those problems starts in the same place: the data needed to run the building was never handed over.
Thousands of pages of construction documentation handed over as unstructured PDFs. Assets buried in schedules. No usable maintenance, capital or compliance data.
Every asset extracted and structured automatically into foundational building data — a maintenance schedule, a funded capital plan and a certified record — so the building is ready to manage, fund and insure from day one, and the data keeps working for decades.
Foundational building data
What you receive
Illustrative sample| Asset | Location | Activity | Frequency | Est. cost |
|---|---|---|---|---|
| Fire indicator panel | Fire control room | Inspection & test | Monthly | $220 |
| Lift — passenger | Core 1 | Service & test | Monthly | $480 |
| Domestic water pumps | Plant room L1 | Performance check | Quarterly | $310 |
| Roof membrane | Level 14 | Visual inspection | Annual | $650 |
| Mechanical AHU | Plant room L1 | Filter change & test | 6-monthly | $540 |
Annual capital works fund contributions, modelled against expected replacement timing for every major common-property asset. Peak year highlighted.
The result is post-construction risk designed out before the keys change hands. The developer hands over a financially stable asset, owners get a building that is funded and maintainable from day one, and the data keeps working to manage risk for decades.
How it works
Three steps to a certified handover
From construction documentation to a certified, delivered handover.
Connect or send your construction documentation
Connect your Procore project or send drawings and specs — that's all we need.
AI extracts and structures every asset
Into your asset register, maintenance schedule, capital works plan and the manuals built on them.
QS-certified and delivered
Your certifying QS reviews and certifies online; the package is delivered through the portal before your AGM.
The handover package
What we deliver
Everything a building needs at handover, produced from one set of construction data, certified by an independent Quantity Surveyor and delivered through the portal.
Certified Maintenance Schedule
Every common-property asset with its maintenance and inspection activities, frequencies and estimated costs — the schedule the building is run on from day one. Independently certified and ready for the first AGM.
40-Year Capital Works Plan
A 40-year capital expenditure forecast for every major common-property asset — expected life, replacement timing, inflation-adjusted costs and recommended annual fund contributions — independently certified and data-linked to the maintenance schedule.
QS certification of both
Independent review and certification of the maintenance schedule and the Capital Works Plan by MBM, Chartered Quantity Surveyors (RICS). The QS Certification Statement is delivered to the owners corporation before the first AGM.
O&M Manual
The building's operations and maintenance manual: each asset's maintenance regime, its warranties, the subcontractor and supplier register and the system documentation, assembled from the handover set and linked to the asset register.
Homeowners Manual
A plain-language guide issued to every lot: what the owner maintains and what the owners corporation maintains, how the building's systems work, the warranties, and who to call.
Onboarding videos
Short walkthrough videos for owners, committees and the strata manager, covering the building's systems, the maintenance obligations and how to use the handover package.
Scope of Works maintenance pack
Ten trade-specific Preventative Maintenance Agreements scoped from the maintenance schedule, so the strata manager can go straight to market for maintenance contractors.
Depreciation schedules
Per-lot Division 40 and Division 43 depreciation schedules, in diminishing-value and prime-cost form, produced from the building's real record with QS-reviewed methodology.
Every deliverable is built from the same asset register, so the schedule, the plan, the manuals and the depreciation figures agree with each other.
Certified deliverables
Maintenance Schedule & Capital Works Plan
Two independently QS-certified products, produced from the same construction data.
Certified Maintenance Schedule
The building's maintenance schedule, built from the construction drawings and independently certified, ready for the first AGM.
- Send us your construction documentation, we handle everything else
- Complete maintenance and inspection schedule for every common property asset, activity descriptions, frequencies, and estimated cost per activity
- Issued on the prescribed statutory form wherever state law requires one, ready for the first AGM
- Independent review and certification by MBM, Chartered Quantity Surveyors (RICS) and members of the Royal Institution of Chartered Surveyors, confirming the maintenance schedule supports the initial levy estimate.
- QS Certification Statement delivered to the owners corporation before the first AGM.
Send us your construction documentation and we'll scope it for your building.
40-Year Capital Works Plan
Without a capital forecast, strata managers can't budget levies, reserves run dry, and owners get hit with special levies. The Capital Works Plan fixes that from day one.
- A 40-year capital expenditure forecast covering every major common-property asset: roofs, facades, lifts, pumps, fire systems, mechanical plant and finishes
- Expected useful life and replacement timing for each asset
- Condition and lifecycle modelling per asset
- Inflation-adjusted replacement cost estimates, independently certified by MBM, Chartered Quantity Surveyors (RICS)
- Recommended annual capital works fund contributions so the owners corporation can budget levies that meet future costs
- Data-linked to the maintenance schedule, so the asset register and the capital plan stay consistent
- Delivered as a structured, exportable schedule for the strata manager
Send us your construction documentation and we'll scope it for your building.
Delivery is subsidised by insurance commissions developers and strata managers already carry — no new budget line.
Portals
One building record, three ways in.
The developer, the owners corporation and the certifying QS each work from the same record.
Developer Portal
Upload or connect documentation, track every run, answer information requests, download deliverables and manage every scheme in one place.
Owner & strata-manager portal
The maintenance schedule, the capital works plan and the levy position online, with the manuals, videos and maintenance pack — the building's record, kept current after handover.
QS portal
The certifying Quantity Surveyor reviews, queries and certifies online, with every adjustment recorded against the register it changed.
Integrations
Data in from where it lives. Data out to where the building is run.
Procore
Connect your Procore project and we read the drawings and specifications directly from it — nothing to re-upload, and every deliverable traces back to the sheet it came from.
DLP Manager
The asset register and maintenance schedule flow into DLP Manager, so the defects liability period runs on the same building record the handover package was built from.
Partners
Certified, delivered and run with partners
The partners who carry the building after handover work from the same building record we produce.
Certification partner
MBM
Chartered Quantity Surveyors (RICS). MBM independently reviews and certifies every maintenance schedule and capital works plan we deliver, and issues the QS Certification Statement to the owners corporation.
Visit →Defects liability partner
DLP Manager
The platform builders and developers use to run the defects liability period. The asset register and maintenance schedule flow into DLP Manager, so defects and maintenance run on the same building record the handover package was built from.
Visit →Risk advisory partner
Unlockt
Unlockt uses the same building data to advise on, price and place building insurance, so the risk is priced on what is actually in the building.
Visit →Risk management
Built for risk management
Foundational building data isn't just a handover deliverable. It's the basis for ongoing risk management across the life of the building. As the data compounds, it unlocks:
Better-maintained buildings
A working maintenance framework from day one, not years later.
Real-time compliance
A live compliance baseline that tracks obligations as they fall due.
Building-performance score
A benchmark for the asset, derived from its real data.
Insurance on real data
Risk priced on actual building data instead of guesswork.
These capabilities grow as the wider Substrata Group builds on the same foundational data.
Independently certified. Defensible for the life of the building.
Every maintenance schedule and capital works plan we deliver is reviewed and certified by MBM, Chartered Quantity Surveyors (RICS), before it reaches the owners corporation. The certification confirms that the maintenance schedule supports the initial levy estimate and that the capital works plan funds the replacement of every major common-property asset over its life.
Because every line item is built from the construction drawings and specifications, each one traces back to the sheet it came from. If a question is raised at an AGM, during the defects liability period or in an insurance placement, the evidence trail is structured and auditable.
Where state legislation prescribes a statutory maintenance schedule, capital works fund plan or certification timing, the package is issued on the prescribed form and certified to meet it.
Request a project assessment
Send us your project details and construction documentation. We'll scope it for your building and come back within one business day.
Email sales@aiconstruct.coGroup context
Part of the Substrata Group
Substrata AI is the data-transformation engine of the Substrata Group. We turn raw construction documentation into structured, foundational building data — the asset register, maintenance schedule, capital works plan, compliance baseline and O&M manual — captured at source, before a building is even handed over. That foundational data is the moat the whole group is built on.
Substrata is an AI-native risk business. Foundational building data is the moat; post-construction risk management is the proposition. Each layer adds value — Substrata AI captures and structures the data, DLP Manager runs it as a living operating record, and Unlockt uses it to advise on, price and manage building risk, including products like the Substrata building-performance score and decennial liability insurance.
Substrata AI captures and structures the foundational data layer that powers everything above it.