Six core modules that replace the spreadsheets, phone calls, and email chains slowing your projects down.
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Subcontractor Scheduling
Construction schedules are living documents that change daily. HardHatBot keeps your master schedule, look-ahead schedules, and sub notifications in sync automatically. When concrete gets delayed by rain, every downstream trade knows within minutes, not days.
The AI detects scheduling conflicts before they happen — flagging when two trades are booked in the same area, when predecessor tasks are incomplete, or when weather forecasts threaten outdoor work.
Master schedule with Gantt-style timeline view and critical path tracking
3-week look-ahead generation with automatic sub notifications
Weather-aware scheduling that monitors forecasts and flags at-risk activities
Drag-and-drop rescheduling with cascading impact analysis
Sub confirmation tracking — know who has acknowledged their schedule
Integration with P6 and Microsoft Project for import/export
📋
RFI Management
Requests for Information are the lifeblood of construction communication, but they die in email inboxes. HardHatBot centralizes every RFI with automatic routing to architects and engineers, deadline tracking, and full audit trails that hold up in dispute resolution.
AI assists with RFI drafting by pulling relevant spec sections and drawing references, reducing the back-and-forth that delays responses by weeks.
Centralized RFI log with status tracking: draft, submitted, in review, closed
Auto-routing to architect, engineer, or owner based on CSI division
Deadline tracking with escalation alerts at 7, 3, and 1 day before due
AI-assisted drafting: suggests relevant spec sections and drawing references
Photo and document attachments with markup tools
Response distribution to all affected parties
Full audit trail for claims and dispute documentation
Bulk export to PDF for project close-out binders
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Permit Tracking
Missing a permit inspection can halt a project for days. HardHatBot tracks every permit, scheduled inspection, and compliance requirement across all your active projects. The AI monitors your schedule to proactively suggest when to call for inspections so you never block your critical path.
Permit status dashboard: applied, issued, active, expired, closed
Inspection scheduling with reminders tied to construction milestones
Proactive inspection suggestions based on schedule progress
Failed inspection tracking with corrective action workflows
Document storage for permits, certificates of occupancy, and approvals
Multi-jurisdiction support for projects spanning different municipalities
Expiration alerts for time-limited permits
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Daily Logs
The daily log is the most important document on a construction project and the one most likely to be skipped. HardHatBot generates comprehensive daily reports from minimal field input — your super spends 60 seconds, and the AI produces a complete log including weather, manpower, equipment, work performed, delays, and visitors.
Every daily log is timestamped, immutable, and instantly searchable — critical for delay claims, OSHA incidents, and dispute resolution.
AI-generated daily reports from simple field inputs and photos
Automatic weather data capture from local stations
Manpower tracking by trade with headcount and hours
Equipment log: on-site, idle, and mobilization/demobilization
Delay documentation with cause codes and responsibility assignment
Photo integration: site photos linked to log entries with GPS tags
Visitor and safety incident logging
Immutable audit trail — logs cannot be edited after 24 hours
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Punch Lists
Punch list management is where projects go to die a slow death. HardHatBot turns closeout into a structured, trackable process. Each item gets a photo, an assigned sub, a due date, and a verification step — so nothing falls through the cracks and substantial completion actually happens on schedule.
Photo-based punch items with annotation and markup tools
Auto-assignment to responsible subcontractor based on trade
Location tagging by floor, room, and grid line
Priority classification: life safety, functional, cosmetic
Due date tracking with automatic sub reminders
Completion verification with before/after photo comparison
Substantial completion tracking and certificate generation
Export to PDF for owner and architect sign-off
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Pay Applications
Pay apps should not take your project accountant an entire day. HardHatBot auto-populates AIA G702/G703 forms from your schedule-of-values progress, tracks retainage, and manages the approval workflow from sub to GC to owner. Lien waiver collection is automated so payments are never held up by missing paperwork.
AIA G702/G703 format pay application generation
Schedule of values linked to project schedule for progress tracking
Automatic percent-complete calculations from field progress
Retainage tracking with configurable rates and release milestones
Sub pay app collection and consolidation into GC pay app
Lien waiver management: conditional and unconditional, auto-collection
Approval workflow with digital signatures
Change order integration: approved COs automatically update SOV