Start a manual

Your O&M,
chased, written
and delivered.

Send us your project contact list. We chase every subcontractor and supplier, two independent AI checkers read every document, and an engineer signs off the manual in your branding.

Start a manual See a sample manual
From £495fixed price, excl. VAT
15 minutesof your time to set up
Every pageengineer signed off
Follow a job

The job's finished. The paperwork isn't.

Practical completion is close, the main contractor wants the O&M, and half the certificates are still sitting in someone else's inbox.

Your site team should be closing out snags, not chasing datasheets. Meanwhile your retention waits.

Chasing it yourself
30+ hrs
With OnTrack
15 mins

Your team's time on a typical mid-size M&E manual. The chasing hours are an estimate; set-up time is what we ask of you.

1You send

Send us your contact list.

Your project directory, the O&M spec and your logo. From the spec and the asset list we work out every document needed, from every company.

0documents needed
0companies

Harbour Point project directory.xlsxFictional example

CompanyTradeDocs
Kelvair LtdAHU supplier24
Fluxon ClimateVRF installer21
Controlix ControlsBMS and controls18
Safeflow DampersFire dampers14
Linear DuctworkDuctwork11
Aquaboost PumpsBooster set12
Therma-PointWater heaters13
ProFlush Water HygieneWater hygiene9
Northwind M&E LtdInstaller20
2We request

Every company gets one clear list.

One email per company, not fifty. Each item has its own reference so replies land in the right place, and anyone can just reply with attachments.

Sent from our mailbox with your project manager's introduction, so suppliers know it's genuine.

3We chase

We chase, so you don't.

Reminders every 5 working days, only listing what's still missing. If someone goes quiet, you get one email with exactly what they owe, so you can use your contract.

Day 0 requestDay 5 reminderDay 10 firm reminderDay 12 escalate to you

Documents received0 of 142

142 needed
4We check, twice

Every document is read by two independent checkers.

The moment a document arrives, Checker A reads it against the job: right project, right equipment, signed, dated, in date. Checker B reads it again from scratch, without seeing A's answer.

If they agree, it's filed into the manual. If they don't, it goes on the engineer's short list with both readings side by side.

AHU-01 commissioning certificateHP-AHU-01-CC

Checker A
Project
Asset ref
Serial no.
Model
Date
Signed
Checker B
Project
Asset ref
Serial no.
Model
Date
Signed
Both agree. Filed into section 7, certificates.
  • 5 agreed and filed automatically
  • 4 sent back to the supplier to fix
  • 2 put to the engineer
5We build

Built in your branding.

Your logo, your colours, your font. A bookmarked manual and a tidy electronic folder, with a third check that every serial, model and date on the page matches the source document.

Asset registerPlanned maintenanceIsolationCertificatesWarrantiesSparesAs-built drawings

Try a client brand0 pages

Operation and maintenance manualHarbour PointMechanical services
6Engineer signs off

A building services engineer signs it off.

A fourth check reads the whole manual for gaps: statutory items, isolation, warranties that depend on servicing. The engineer then reviews only what the checkers flagged, and signs.

4separate checks
100%of manuals signed off
0engineer minutes
HighFire damper drop tests FD-04 to FD-06 not received
HighF-gas records for CU-02 outstanding
CheckCheckers disagree on a booster set serial no.
CheckWater heater warranty needs annual service
CheckMicrobiological results, one outlet retest
7You hand over

Your manual, on their phone.

Every manual comes with Ask This Building. The maintenance team ask a question on site and get an answer that points to the exact page, certificate or drawing. First 3 months free.

Try it on the sample building

Ask This BuildingHarbour Point
Where do I isolate the booster set?
Local isolator next to the control panel in the ground floor plant room, then close V-12 and V-13 either side of the set.Section 6, Isolation, page 13
When's the F-gas leak check due?
CU-01 and CU-02, every October.Section 5, Planned maintenance, page 10

Fixed prices. No surprises.

One price per manual, agreed up front. 50% when you instruct us, 50% at final issue, and you see a watermarked draft first.

Trade Section

£495excl. VAT

One trade's section, such as a ventilation or controls subcontractor.

  • Up to 40 assets and 5 parties
  • Chasing, checking and sign-off
  • Ask This Building, 3 months free
Most jobs

M&E Package

£995excl. VAT

Combined mechanical and electrical, small or mid commercial.

  • Up to 120 assets and 12 parties
  • Weekly status report every Friday
  • Ask This Building, 3 months free

Full Building

£1,995from, excl. VAT

Main contractors, all trades. Scope agreed at quote.

  • Every trade in one manual
  • Building log book and H&S file add-ons
  • COBie data on request

15% off when you instruct us 8 weeks or more before practical completion. Rush service available.

Why contractors use OnTrack

We chase, you don't.

Most services only compile what you upload. We get it from your supply chain.

Read twice, signed once.

Two independent checkers on every document, then an engineer's sign-off.

Nothing made up.

Certificates only ever come from the company that did the work. Gaps are listed, never filled in.

Always visible.

A live tracker and a Friday report show exactly who owes what.

Questions

Do you contact our subcontractors directly?

Yes, with your written authority and an introduction from your project manager. We never instruct or agree anything on your behalf.

What if a subcontractor won't respond?

We chase three times, then send you one email with exactly what they owe, so you can use your contract. Anything still missing is listed in the manual with who owes it.

How do the two checkers work?

Each document is read by two separate AI checkers using different models and prompts, and neither sees the other's answer. They check the project, equipment reference, serial number, model, date and signature. If they agree with high confidence, the document is filed. If not, it's flagged to the engineer with both readings side by side. Every decision is logged, so any line in the manual can be traced to its source.

Can you use our template or the main contractor's?

Yes. Send it with your order.

When should we instruct you?

At start on site, ideally. Chasing early means a complete manual at practical completion, and you get 15% off for 8 or more weeks' notice.

Is our data used to train AI?

No. We only use AI providers whose business terms don't allow your data to be used for training.

Start your next manual today.

Send your project directory and we'll send your required information list within 1 working day.

Email your project directory Download the handover checklist