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, operation 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.
Sample scheme: certified handover package
150 lotsAssets scheduled
109
Year-1 capital levy
$244,700
Plan horizon
40 years
40-year capital expenditure
Certified, delivered and insured with
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
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.
Who it's for
Built for everyone who inherits the building
Four parties inherit the building at handover. The same certified record serves each of them.
Developers
Hand over a financially stable asset and close out the defects liability period on the same record, and give the people who run the building structured data in a format they can actually use.
Strata managers
A certified maintenance schedule and a funded capital works plan to levy against from day one, so the first budget is built on real numbers instead of an estimate.
Building managers
Every asset, its maintenance regime, its warranty and the contractor who installed it, in one place, plus trade-ready scopes of work to go straight to market.
Insurers
Deliver an insurer-ready evidence base at handover. When insurers can assess risk confidently from day one, they underwrite less defensively.
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. Delivered as Word and Excel, plus a live capital works model online that updates as the building changes.
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.
Sample deliverables
Sample deliverables you can click through
De-identified from a certified handover: a 150-lot mixed-use scheme, residential apartments over ground-floor retail with two basement levels. Structure, task detail and figures are indicative samples of what we deliver.
The workbook the strata manager receives: one row per asset task, costed by trade. Select a trade to filter the sheet.
Assets in this trade
109
Indicative annual cost
$177,684
Cost basis
Excl. GST, today's dollars
| Code | Asset | Location | Qty | Tasks | Frequency | Type | Annual cost |
|---|---|---|---|---|---|---|---|
| AR01 | Bin Hoist | Basement 01, Ground Level | 2 |
| Quarterly | Maintenance and inspection | $2,514 |
| AR02 | Flood Barrier | Ground Level | 2 |
| Annually | Maintenance and inspection | $629 |
| AR03 | Roller Shutter / Garage Door | Ground Level / Basement 01 | 1 |
| Quarterly | Maintenance and inspection | $950 |
| AR04 | Skylight | Level 01, Level 02 | 6 |
| Annually | Maintenance and inspection | $1,048 |
| AR05 | Painting System — Internal Common Areas | Common Areas — All Levels | 1 |
| Annually | Maintenance and inspection | Included |
| AR06 | Garbage Chute Cleaning | Garbage chute / waste rooms | 6 |
| Annually | Maintenance | $2,970 |
| AR07 | Pest Control - Common Areas | Common areas / waste areas | 1 |
| Quarterly | Maintenance | $3,690 |
| AR08 | Parcel Lockers | Ground Level / Mail Room | 1 |
| Annually | Maintenance and inspection | $2,578 |
| AR09 | Common Area Carpet | Common corridors, lift lobbies, stairs | 1 |
| Annually | Maintenance | $4,050 |
| AR10 | Letterboxes (150 units) | Ground floor / entry | 150 |
| Quarterly | Maintenance and inspection | $1,620 |
| AR11 | Building Signage (Statutory & Wayfinding) | Common areas, stairwells, fire exits, lobbies | 1 |
| Annually | Maintenance and inspection | $540 |
| AR12 | Outdoor Park Furniture | All common outdoor areas — park furniture, seating, tables | 1 |
| Monthly | Maintenance | $1,080 |
"Included" marks assets serviced under the trade's bundled maintenance contract, priced at the contract line.
Every figure above traces back to the same asset register: the schedule, the plan, the manuals and the depreciation figures agree with each other.
Insurance partnership with Unlockt
The price of risk is set by what the building can prove
An insurer prices what it can see. An insurer-ready evidence base at handover means the building is assessed on what is actually in it rather than on assumption, and when insurers can assess risk confidently from day one they underwrite less defensively.
A sum insured that holds up
Replacement values come off the same QS-certified cost spine as the capital works plan, so the figure is evidence-based and defensible at every renewal instead of last year's number carried forward.
The evidence underwriters ask for
Insurers scrutinise new buildings for deferred repairs and undocumented maintenance, particularly around water ingress, façades and ageing plant. A certified asset register and a maintenance schedule with a completion record answer those questions before they are asked.
Placed by Unlockt
Unlockt uses the same building record to advise on, price and place the cover, from decennial liability during construction to strata insurance at handover and the renewals that follow.
For developers and strata managers
One building record does two jobs: it certifies the handover and it evidences the risk. It is worth most when it starts at practical completion, so talk to us before the building is handed over.
Insurance is arranged by Unlockt (Unlockt Insurance Solutions Pty Ltd, an authorised representative of Ausure Pty Ltd, AFSL 238433). This page contains general information only; consider the relevant Product Disclosure Statement before acquiring any insurance product.
After handover with DLP Manager
The data keeps working after handover
Underwriters assess a building on four things: how much defect exposure is still open, how well the building is documented, whether maintenance is actually being done, and how transparent the risk picture is. The handover package answers three of them on day one, and the DLP Manager integration answers the fourth.
Maintenance that can be evidenced
Every activity, its frequency and its cost, tracked against the schedule as it is completed. Documented maintenance is what separates a straightforward renewal from a difficult one.
Levies that hold
The capital works plan funds replacement across a 40-year horizon, so the owners corporation budgets against real costs instead of discovering them as special levies.
A benchmark that improves
Every building the platform processes sharpens the cost and lifecycle data behind the next one, so the estimates a building is run on get more accurate over time.
These capabilities grow as the wider Substrata Group builds on the same foundational data.
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.
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.
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.
- Completion tracked against the schedule after handover, so maintenance can be evidenced at renewal
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, façades, 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 Word and Excel, plus a live capital works model online that updates as the building changes
Send us your construction documentation and we'll scope it for your building.
Every deliverable can be independently handed to the people who run the building as structured data they can actually use, not a folder of PDFs nobody opens.
Partners
Certified, delivered and run with partners
The partners who carry the building after handover work from the same building record we produce.
Certification partnership with MBM
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 partnership with DLP Manager
DLP Manager
The digital backbone for post-construction handover. Builders and developers use DLP Manager to run the defects liability period, and the asset register and maintenance schedule flow straight into it, so defects and maintenance run on the same building record the handover package was built from.
Visit →Insurance partnership with Unlockt
Unlockt
Unlockt advises on, prices and places building insurance from the same building record, so the risk is priced on what is actually in the building rather than a postcode average. Cover runs from decennial liability during construction to strata insurance at handover and the renewals that follow, each placement made against the certified register.
Visit →Portals
One building record, three ways in
Each party gets its own interface onto the same building record, and sees only the projects it has been given access to.
Developer Portal
Upload or connect your construction documentation, track every project through extraction and certification, answer information requests and download the finished package. You see every scheme you own, and nothing else.
Strata Portal
The building's certified record, kept current after handover. Strata managers and owners corporations see only the buildings they are responsible for.
QS portal
The certifying Quantity Surveyor reviews, queries and certifies online, with every adjustment recorded against the register it changed. Reviewers see only the projects assigned to them.
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.
Request a project assessment
Tell us about the project and what documentation you have. We'll scope it for your building and come back within one business day.
Prefer email? sales@thesubstratagroup.com
Group 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.