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Punch List System

Create, track, and resolve punch items with contractor assignment, severity levels, archive/restore, and AI-powered documentation

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OverviewCreating Punch ItemsAssigning to ContractorsTracking ProgressArchiving Punch ItemsAI-Powered Knowledge BaseTipsQuestions

Overview

The punch list system helps builders track defects and incomplete work during construction and at final walkthroughs. Create punch items with photos and floor plan pins, assign them to contractors, track resolution progress, archive items to clean up your active list while keeping them recoverable, and build a permanent RAG-embedded knowledge base of common issues and how they were resolved.

Creating Punch Items

Adding a Punch Item

  1. Open a property detail page
  2. Go to the "Punch List" tab
  3. Click "New Punch Item"
  4. Fill in details:
    • Description: What needs to be fixed (required)
    • Trade: Select trade responsible (plumbing, electrical, drywall, etc.)
    • Severity: Choose severity level (low, medium, high, critical)
    • Location: Specify where the issue is located
    • Notes: Add any additional context
  5. Attach photos (optional) - Show the issue visually
  6. Pin to floor plan (optional) - Mark exact location on property layout
  7. Click "Create"

Severity Levels

  • Low: Minor cosmetic issues that don't affect function
  • Medium: Issues that need attention but aren't urgent
  • High: Problems that need quick resolution
  • Critical: Safety hazards or major defects requiring immediate action

Assigning to Contractors

How Contractor Assignment Works

When you create a punch item, BlueClerk suggests contractors based on:

  • Trade match - Contractors who work in the relevant trade
  • Phase history - Contractors who worked on this phase before at this property
  • Recent usage - Contractors you've assigned to recently across your subdivisions

BlueClerk never auto-assigns - you stay in control, reviewing suggestions and choosing who to assign with one tap.

Assigning a Punch Item

  1. Create or open a punch item
  2. Review contractor suggestions ranked by relevance
  3. Select a contractor from the list
  4. Click "Assign"
  5. Contractor receives a magic link via SMS to view and resolve the item

Magic Link Resolution

Once assigned, the contractor receives:

  • SMS notification with magic link
  • No BlueClerk account needed - link works instantly
  • View punch details - description, photos, location
  • Mark as resolved - one-tap completion with optional notes

Tracking Progress

Punch Item Statuses

  • Open - Created but not yet resolved
  • In Progress - Contractor is working on it
  • Resolved - Contractor marked it complete
  • Verified - Builder confirmed the fix
  • Archived - Removed from active list but kept in history

Verification Workflow

After a contractor marks a punch item resolved:

  1. You receive a notification
  2. Review the work at the property
  3. Verify if the fix meets standards
  4. Or reopen if more work is needed

Archiving Punch Items

Why Archive?

Archiving removes punch items from your active list while keeping them in the database for reference. This is useful for:

  • Cleaning up completed items - Keep your active list focused on current work
  • Historical reference - All archived items remain searchable
  • Warranty tracking - Keep records of past issues and resolutions

How to Archive

  1. Open a punch item that's been verified
  2. Click "Archive"
  3. The item disappears from active lists but remains in the database
  4. Access archived items via the "Show Archived" filter

Restoring Archived Items

If you need to reopen an archived punch item:

  1. Filter by "Archived" status
  2. Find the item you want to restore
  3. Click "Restore"
  4. Item returns to Open status and appears in active lists

AI-Powered Knowledge Base

How It Works

Every punch item you create is automatically embedded into your company's AI knowledge base using RAG (Retrieval Augmented Generation):

  • Descriptions are indexed - Issue text is searchable
  • Photos are analyzed - AI learns common defect patterns
  • Resolutions are tracked - How each issue was fixed
  • Context is preserved - Trade, location, and contractor info

Using the Knowledge Base

When creating new punch items, the AI assistant can:

  • Suggest similar past issues - "This looks like the drywall crack from Lot 42"
  • Recommend contractors - "John fixed this same issue in 3 days last time"
  • Provide resolution notes - "Last time we used XYZ repair method"

Tips

  • Take photos immediately - Visual documentation prevents disputes
  • Use specific descriptions - "1-inch crack in drywall above master bedroom door frame" vs "drywall crack"
  • Assign quickly - Contractors can't start until assigned
  • Verify thoroughly - Don't close items without in-person verification
  • Archive completed items - Keep your active list focused on current work

Questions

Q: Can I assign multiple contractors to one punch item? A: No - each item has one assigned contractor. If multiple trades are needed, create separate punch items for each.

Q: What happens if a contractor doesn't have BlueClerk? A: They receive a magic link via SMS that works without an account. They can view details and mark items resolved directly from the link.

Q: Can I reopen a resolved item? A: Yes - click "Reopen" if the work wasn't done correctly. The contractor receives a notification.

Q: Will archived items sync to accounting software? A: No - punch items are for internal tracking only. They don't create invoices or sync anywhere.

Q: How do I find archived items later? A: Use the status filter on the Punch List tab and select "Archived" to view all archived items. You can restore any item with one click.

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