Document Management
Upload documents to a project, space, component, milestone, or task.
Builders
Stop losing documents. Start handing over.
Every permit, product spec, warranty, inspection photo, and change order, captured on site and filed automatically. Nothing lost between the slab and the day you hand over the keys, and the homeowner turnover package builds itself from the record.
The problem
The binder scramble every single project.
Documents scattered across email, group texts, a shared drive nobody can search, and someone's phone. Then a homeowner binder assembled in a frantic weekend at closeout.
How it works
One record, for the whole build. From blueprint to turnover.
Open a project, invite the team, and capture as you build. The record grows with the house, and the handover assembles itself from it.
- 1Turnover
Handover assembles itself
A complete, branded turnover package, generated in minutes.
- 2Set up
Project created your way
Spin up a project in minutes. Certification standard optional.
- 3On site
Field capture begins
Snap photos from a phone. PassiveTask tags and files them automatically, even offline.
- 4Throughout
Everything in one place
Permits, specs, warranties, change orders, and versions, searchable in seconds.
Document management
Filed and findable.
One source of truth.
Upload to a project, space, component, or task. Or drop any file and let the AI classify it.
Auto-Classification
Ingested documents are auto-classified to the correct checklist item, in any format.
Version Management
Track changes and view previous versions of any document.
AI-Assisted Search
Find any document or asset on any project through AI-assisted search.
Multi-Dimensional Document Views
View documents by project, space, component, milestone, or task.
Smart Document Ingestion & OCR
Drop any file — product certificate, test report, specification sheet — and Azure Document Intelligence extracts U-values, lambda values, and expiry dates, routing the document to the right checklist item automatically.
Field capture
Evidence taken on site.
Even offline.
Photos, narration, and annotations captured on a phone and filed against the work they document.
Guided Field Capture
Site workers snap photos on-site and the system captures them straight into the project.
AI Photo Tagging
Azure Vision auto-tags captured photos to the correct open checklist item so nothing is filed by hand.
Upload Site Photos from Your Phone
Capture and upload photos to a project directly from a mobile device in the field.
Speech-to-Text Narration
Use speech-to-text to narrate and annotate files at the moment of capture for fast classification.
Annotate Drawings & Photos
Mark up drawings and photos to call out specifics, so an assignee knows exactly what is being referenced.
Offline-First Field ModeNew
Full PassiveTask functionality in the field with zero signal. Capture photos, update checklists, and log site observations — everything syncs silently and automatically when connectivity returns.
Collaboration
The whole team contributes.
No per-seat fees.
Architect, builder, trades, vendors, and the homeowner, each with a role-appropriate view.
Universal Contributor Model
Every project stakeholder — architect, builder, contractor, vendor — works from one shared record. No per-seat fees. The whole team contributes; PassiveTask keeps everything organized.
Direct Vendor Upload
Vendors upload their own documents directly, eliminating re-entry of vendor data.
Role-Based Access
Access is scoped to each contributor's role.
Flat, No-Per-Seat Pricing
Unlimited contributors with no per-seat fees.
Handover & turnover
The package builds itself.
Warranties to as-builts.
A structured turnover package for the homeowner, or a submission package for a certifier.
Project Handoff Report
Auto-generate rich PDF handoff documents from configurable templates.
Branded Handover
Present the turnover package under your own project and company details — a professional, searchable artifact that markets your next build every time an owner opens it.
Configurable Export & Folder Structures
Download project documents in configurable folder structures for easy sharing or archiving.
Right-sized
Built for small teams. Adopted in days.
No configuration project, no consultant onboarding, no training budget. If your team can text photos, they can feed the record. See how PassiveTask compares ›
| Capability | PassiveTask | Spreadsheets & Cloud Drives |
|---|---|---|
| Per-seat fees | None | – |
| Field photo capture | Auto-tagged & filed | Manual, if at all |
| Find a document | AI search, seconds | Hope you named it |
| Version history | Automatic | Overwrite & pray |
| Homeowner turnover | Generated in minutes | A frantic weekend |
Your next build, documented. From day one.
See PassiveTask on your own project in thirty minutes. We'll set it up live, with your team.