The construction file that files itself.
Site photos, project emails and documents land on the right project automatically — with a timestamp and the original file. You find things by asking: “All photos of the basement waterproofing before backfill.” Answers in seconds instead of hours.
Everything gets documented. Nothing gets found.
The data exists — on phones, in inboxes, on network drives. Just not where it's needed in the decisive moment: in the variation, in the defect defence, at handover.
Site photos live on seven phones, in WhatsApp threads and under C:\Photos_final_new. When the variation gets negotiated, nobody finds the one picture that proves it.
Commitments, instructions, notices: the correspondence that decides a dispute sits in personal inboxes. If the colleague is out, the file is gone.
Site managers and engineers spend hours every week hunting for documents, photos and emails instead of building — a five-figure sum per head, per year.
O&M manuals and handover documentation take weeks of manual work at project close — exactly when the team is already on the next site and the final invoice is waiting.
A construction file proves its worth years later.
In the variation claim, in the defect notice in warranty year four, in the tax audit: what decides then isn't whether things were documented — it's whether you can produce them in minutes.
Without the photo of the as-found condition and the email with the instruction, a variation is a claim the client disputes. With both, it's an invoice that gets paid.
Four years after handover the defect notice arrives. What decides it now: whether you can produce the sign-off, the manufacturer approval and the photo of the installed layer in minutes — or not at all.
Business correspondence, invoices, project records: depending on country and document type, construction records must stay retrievable for 6 to 10 years. “Somewhere in the archive” doesn't meet that duty.
With Syntact, the handover and O&M documentation builds itself as a by-product — from day one. At completion you press “compile” instead of collecting for three weeks.
What does the time your team loses to searching cost you?
A conservative calculation: 44 working weeks/year, search and filing time only. Lost variations, failed defect defences and the weeks of manual work on handover documentation aren't even counted yet.
Abolish filing instead of digitising it.
No new device, no new app, no folder discipline: your people keep working in Teams, Outlook and SharePoint. The construction file builds itself in the background — complete and findable.
The site drops photos into the Teams chat like it always has, project emails flow in automatically, drawings and minutes live in SharePoint as before. Nobody renames files, nobody maintains folder trees, nobody learns a new app.
The AI recognises project, trade, building element and BoQ reference: the rebar photo lands under structural works / ground-floor slab, the email with the instruction under variation 07. Everything with a timestamp and the original file — the record stays audit-proof.
“All photos of the basement waterproofing before backfill.” “The correspondence on the facade sample approval.” The photo-finder answers in seconds — and the handover and O&M documentation compiles itself at the push of a button.
Control stays with you: the AI assigns and suggests — permissions, approvals and deletion rules follow your Microsoft 365.
DMS and field apps manage files. Syntact understands what's in them.
A filing system that runs on discipline loses to every stressful site day. A file that keeps itself wins every variation it can prove.
DMS projects fail because people are supposed to sort files. With Syntact the AI does the sorting — your people keep working the way they do today, in Teams, Outlook and SharePoint.
Not the file name, not the folder: Syntact recognises what a site photo shows. “Rebar, ground-floor slab, before the pour” finds the image — even if it's called IMG_4711.jpg.
Project correspondence is assigned to the right construction file automatically instead of ageing in personal inboxes. Commitments and instructions stay findable, even when people leave.
No WhatsApp island your IT despairs over: Syntact runs inside your Microsoft 365 — your users, your permissions, your SharePoint filing.
Timestamps, original files, change history: a construction file you can stand on for variations, defect notices and warranty claims — for up to ten years.
After the construction file, the site diary, invoice verification or your knowledge assistant run on the same platform — one foundation, every next use case gets cheaper.
Your systems stay. Syntact connects them.
The construction file builds itself where your data already lives: Microsoft 365 as the foundation, AVA and commercial systems connected, existing field apps stay in use.
Missing connectors we build for free — contractually guaranteed. Compatible with anything that exports GAEB DA XML or ÖNORM A 2063.
We carry the risk. You keep the control.
A construction-file pilot on a real project, with your photo and email stock — on terms where doing nothing is the most expensive option.
If your construction file isn't live in production after 90 days, we keep working for free until it is.
You pay no platform license while the pilot isn't in production. The risk is on us.
We index a live project including its photo and email stock in the pilot — you see the photo-finder on your data, not on our demo dataset.
90 days of direct access to the person who builds your use case — no ticket system, no call centre.
If the pilot doesn't ship to production, you pay only half the implementation.
Missing an interface to your system? We build it for free — written into the contract.
The mechanism is already running — for real customers, on real construction data.
Syntact indexes construction data like BIM models (IFC) and makes it queryable in natural language — the same platform that keeps your construction file and powers the photo-finder. Syntact is the AI foundation platform for enterprise: one foundation for every use case, operated in the EU, all the way to on-premises.
- Drawings, photos, emails and reports in one semantic data layer
- Permissions & audit log on every level
- After the construction file: site diary, invoice verification, knowledge assistant — same platform
With Syntact, we successfully unified all our product, pricing, and logistics data and achieved ROI from the very first use case.
30 minutes. Your photos. One search query.
No slide deck: bring a live project — we show how the photo-finder and automatic email filing work on your data.
- Feasibility on your projectA live demo built on your photo and email stock — not on our demo dataset.
- A concrete 90-day pilot planSteps, timeline, and what we need from your IT (little).
- Pricing in black and whitePlatform, implementation, guarantees — no surprises.
- An engineer, not a salespersonYou talk to the solutions architect who builds the pilot.
Questions from site managers, owners & IT.
Yours is missing? Ask us directly.
Looking for daily reporting first? Go to the digital site diary— same platform, same guarantees.
- What is construction document management?
- Construction document management — the digital construction file — brings every project record of a build together in one place: drawings, contracts, correspondence, daily reports, photos, minutes and compliance evidence. The difference to paper binders or folder chaos on a server: everything is findable, timestamped and accessible to everyone authorised. With Syntact there's one more difference — the file keeps itself. AI assigns photos, emails and documents to the right project and matter automatically.
- How long do construction records have to be kept?
- It depends on the country and the document type. Statutory retention for business records commonly runs 6 to 10 years, and limitation periods for construction claims often run longer — around 6 years for contract claims in England and Wales (12 under deed), 5 years for building defects in Germany. The practical rule: your construction file has to be able to answer questions for a decade. A file that does so in minutes instead of days is worth real money.
- How does the photo-finder work?
- Syntact analyses the content of every site photo: what's shown, which trade, which building element, which stage of the works. Together with the timestamp, the project context and — where available — the BoQ reference, this builds a searchable index. You ask in plain language (“all photos of the basement waterproofing before backfill”) and get the hits in seconds, no matter what the file is called or who took the picture.
- How do emails get into the construction file automatically?
- Syntact connects to your Microsoft 365 and recognises project correspondence by content, participants and project context. Relevant emails including attachments are assigned to the right construction file — automatically, in the background, with the original file. Personal and non-project mail stays untouched; you define the rules together with your data protection officer.
- Is a digital construction file legally robust and audit-proof?
- There is no prescribed form for a construction file — what counts is completeness, traceability and tamper-resistance. Syntact stores original files with timestamps and a change history in your own Microsoft 365 environment. In a dispute, that makes the digital file far more robust than scattered inboxes and photo folders whose origin nobody can prove any more.
- What does it do for variations and defect claims, concretely?
- Variations rarely fail on the merits — they fail on the evidence: whoever can prove as-found condition, instruction and execution without gaps gets variations paid instead of negotiated away. With defect claims in the warranty period the same works in reverse — the photo of the properly installed layer and the documented sign-off fend off unjustified claims. Syntact turns both into a search query instead of an excavation of the archive.
- We already have a DMS or a field app — why Syntact?
- Your DMS stays. The problem isn't the storage location, it's the way there: under time pressure people don't file, and a DMS only finds what was sorted and named correctly. Syntact automates the assignment and lays a semantic search layer over your existing filing — SharePoint, network drive or DMS. Existing field apps like PlanRadar can stay too; Syntact is the platform underneath, not another island.
- How much work is handover and O&M documentation with Syntact?
- Because every document, photo and record is classified from day one, the handover documentation is no longer a project at the end of the project. Syntact compiles O&M manuals and as-built records along your structure — and a gap list shows what's missing while the team is still on site, not three months later.
- How is Syntact different from PlanRadar, Procore & co?
- Field apps capture new data in yet another app — Syntact organises the data that gets created anyway, right where it gets created: in Teams, Outlook and SharePoint. Nobody has to learn a new interface or maintain data twice. And the photo-finder searches content, not forms: it finds the rebar photo even if it was never tagged.
- What about data protection — especially for emails?
- Syntact is operated GDPR-compliant in the EU — on request in your own cloud or on-premises. Email assignment follows rules you define; permissions come from your Microsoft 365, and every access is logged. We provide the documentation your DPO and works council will ask for.
- What does construction document management with Syntact cost?
- The platform starts at €800 per month — and the license only starts once you're in production. Setup and indexing of a pilot project are included in the pilot package, and the implementation is covered by the 50/50 guarantee. In the demo we'll build the business case with your numbers: the search time of a few engineers already carries the license — every variation you get paid is a bonus.
The next variation is coming either way. The question is whether you can prove it.
A construction file that keeps itself — and delivers the photo, the email and the record that decides the money, in seconds.