Handover and Close-out Agent
The Handover and Close-out Agent assembles the close-out documentation: as-built drawings, O&M manuals, warranties and guarantees, compliance certificates such as the electrical certificate of compliance, and the documents the municipality requires for an occupancy certificate. It tracks what is outstanding for practical and final completion, so handover packs are complete and retention release is not held up by missing paperwork.
Ideal forProject managers
The difference
From 2-3 weeks per project to 3-4 days
Project teams close out faster and move to the next project instead of chasing certificates for months.
Done by hand
2-3 weeks per project
With the Vanine agent
3-4 days
Time returned to your team
70%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Handover without the paper chase
Close-out documents are spread across dozens of trades and suppliers. The agent tracks every required item and chases what is missing well before handover.
Occupancy on time
Missing compliance certificates delay the occupancy certificate and, with it, the client's ability to use the building. Early visibility keeps occupation on programme.
Cash released sooner
Complete practical and final completion documentation supports timely release of retention and guarantees under JBCC, NEC or GCC contracts.
Capabilities
A complete close-out pack at handover, not months after the keys change hands.
Built for project managers, principal agents, document controllers and developers handing over building and civil projects to South African clients, owners and facilities teams.
Close-out register
Builds a register of every required close-out document by trade and system, from the contract and specifications.
As-builts and O&M manuals
Tracks as-built drawings and O&M manuals by discipline and checks they are complete and consistent with the final design.
Warranties and guarantees
Collects warranties and guarantees, recording start dates, periods and conditions for the owner's records.
Compliance certificates
Tracks electrical CoCs and other statutory and engineering certificates required under SANS 10400 and the National Building Regulations for the occupancy certificate application.
Completion lists
Maintains practical and final completion lists, linking outstanding snags and documents to the responsible parties.
Handover pack assembly
Compiles an indexed, searchable handover pack for the client and facilities team in the agreed format.
How it works
From your systems to a result you sign off
The principal agent certifies practical and final completion, and the responsible registered professionals sign their compliance certificates.
Connect the places your close-out documents already live.
Contract documents, specifications, submittals, drawings and certificates from Aconex, Procore, Autodesk Construction Cloud or SharePoint. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Aconex and Procore
- Autodesk Construction Cloud (BIM 360) and Revit
- SharePoint handover libraries
- Facilities management systems
Runs weekly in the months before completion, or on request in Teams or OpenAI Frontier.
A close-out register in Excel, requests to trades by email, and an indexed handover pack for the client.
Step by step
- 01
The project approaches completion and the agent builds the close-out register.
- 02
It collects submitted documents and requests what is missing from each trade.
- 03
It checks documents for completeness and tracks completion lists.
- 04
The project manager reviews the pack and resolves outstanding items.
- 05
The principal agent certifies completion and the handover pack is issued to the client.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"List every close-out document required"
- project
- Community centre
- documents
- 164
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your close-out documents never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your close-out documents stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your close-out documents. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLOSE-OUT DOCUMENTS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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