As-Built Documentation: Definition and Modern Best Practices

What Is As-Built Documentation and Why Does It Matter?

As-Built documentation provides an accurate record of a building’s existing conditions — a crucial resource for remodel and renovation projects, asset management and commercial real estate planning. At PPM, we deliver detailed As-Built drawings that support design, construction and post-construction efforts.

Although it’s most common for architects to request As-Builts before remodeling begins, PPM is equipped to capture existing conditions at any stage of a project. These precise drawings give architects, designers and project managers a reliable foundation to build on and help reduce the risk of costly missteps down the line.

Why Accuracy Matters

Even small discrepancies between original plans and actual site conditions can create significant challenges during renovation or construction. Misplaced walls, incorrect dimensions, or overlooked fixtures can result in rework, change orders, and delays. Accurate As-Built documentation helps teams plan with confidence, avoid surprises and keep projects on track.

Explore real-world applications of our work:

• An Iconic Hotel Revitalized
• Adapting an Antiquated Home

Key Components and the Creation Process of As-Built Documentation

At PPM, our As-Built documentation process is designed to deliver total confidence before design begins. Unlike other measurement providers, our structured, QA-driven workflow ensures accuracy, consistency, and usability from site visit to project delivery.

What’s Included in an As-Built?

Our As-Built plans capture all the essential components needed for accurate design work and long-term decision-making, whether it’s a residential remodel or a commercial tenant improvement. This includes:

• Structural layout
• Walls and partitions
• Windows and doors
• HVAC, plumbing, and electrical systems
• Room dimensions and elevations

These elements help minimize project risks by reducing the likelihood of misunderstandings or surprises related to the building’s existing conditions.

At PPM, we provide As-Built drawings that reflect your building exactly as it stands — so your team can move forward without visiting the site, second-guessing measurements or having to make edits before the design phase even starts.

Customized for Your Needs

Many of our clients request As-Builts for immediate or near-future renovations. That’s why we offer fully customizable deliverables in AutoCAD, Revit, or Archicad that are tailored to your architect’s workflow, template, and software preferences. This saves your team valuable hours (or days) editing files, so you can start designing right away.

We also support clients using As-Built plans for real estate marketing, asset management, and leasing. No matter the use case, accurate documentation supports better planning, decision-making, and long-term building management.

The PPM As-Built Survey Process

We follow a detailed, hands-on process for every project. Here’s what sets PPM apart as a trusted As-Built provider:

1. Pricing and Proposal

We define your scope, schedule, and deliverables with clear timelines and format options.

2. Project Scheduling

Our team coordinates site access and confirms survey timing.

3. Site Visit

Our expert as-built surveyors use a tailored mix of tools during a site visit — including 3D laser scanners, rangefinders, tape measures, and cameras — based on the building’s size and accessibility. We walk the site, capture detailed scans, document with photos, and use manual tools for hard-to-reach details. This QA-driven process ensures every measurement is accurate and consistent. Surveyors review all data before leaving the site, checking for alignment and accuracy.

4. Drafting

Our in-house team creates CAD drawings or BIM models with all the essential details, including structure, systems, dimensions, and architectural features requested by the client.

5. Quality Control

Our internal QA team rates every dataset and provides feedback, ensuring consistent quality and completeness, eliminating return visits.

6. Project Delivery

Final drawings are delivered in your preferred format and ready for immediate use by your design team.

7. Post-Project Support

We’re here after delivery to answer questions, provide clarifications and discuss how our drawings can support future planning. Our goal is to build lasting partnerships by being a reliable resource throughout your project journey and beyond.

HOW TECHNOLOGY ENHANCES ACCURACY AND REDUCES RISK

The integration of advanced technologies like laser scanning, BIM, and 3D modeling has transformed the way As-Built documentation is created. These tools allow for the capture of accurate measurements from every angle and even inside hard-to-reach spaces, ensuring that no detail is overlooked. Here’s how PPM’s technology ensures accuracy in every project:

Laser Scanning:

Laser scanning technology offers the ability to capture precise 3D data of a building’s structure. This tool can measure hard-to-reach areas and provide a detailed Point Cloud, eliminating the need for manual measurement and reducing errors.

Point Clouds:

Point Clouds are the detailed 3D datasets generated through laser scanning technology. At PPM, we use these data-rich files to capture the full geometry of a building with exceptional accuracy, including structural elements and sequestered areas.

3D Modeling:

3D modeling offers a digital representation of the building, allowing teams to review all elements from various perspectives. This visualization helps architects and design teams collaborate and be on the same page with their project.

BIM (Building Information Modeling):

BIM integrates 3D models with detailed specifications about the building’s systems, materials, and construction methods. This tool helps visualize how the building operates, making it easier to plan future modifications and renovations while ensuring that all building systems are properly aligned.

RISKS AND COMMON PITFALLS IN AS-BUILT DOCUMENTATION

Not all As-Builts are the same quality, and when documentation falls short, the consequences can be costly. Inaccurate or incomplete plans often lead to failed inspections, design delays, change orders, legal issues, and major construction setbacks.

Poor documentation can take many forms: missing details, measurement errors caused by manual capture and limited tools, inconsistent formatting or outdated templates. These issues typically stem from rushed site visits, lack of quality control, or teams that cut corners to reduce costs. While some providers may offer a lower upfront price, their lack of expertise and outdated processes can result in far greater expenses later on.

Common pitfalls include:

Poor Data Capture

Inaccurate measurements, missing dimensions, or incomplete documentation due to inadequate tools or rushed surveys.

PPM uses advanced LiDAR laser scanning to ensure data accuracy. Every project is completed with precision tools and a proven process that delivers highly detailed Point Clouds.

Lack of Coordination

Misaligned efforts between site surveys and drafting teams, especially with large projects.

PPM delivers standardized, fully integrated documentation that helps keep all stakeholders on the same page, supporting smoother coordination on even the most complex jobs.

Inadequate Review

Skipped QA steps that allow errors to slip through and cause problems later in the design or construction phase.

PPM’s multi-step QA process follows a stringent internal checklist, ensuring every plan is verified for accuracy, completeness, and usability before delivery. PPM’s accuracy is often cited in client satisfaction surveys, thanks in part to this rigorous review process.

Lack of Expertise

Surveying requires more than just a tape measure and floor plan software — it demands a deep understanding of building systems, spatial relationships, and documentation standards.

At PPM, each surveyor is trained through a comprehensive in-house program of over 200 hours, ensuring consistent accuracy and attention to detail across every project. It’s part of why PPM has successfully completed over 24,000 projects nationwide.

At PPM, we’ve spent more than 23 years refining a rigorous, quality-focused process that avoids these risks. Our expert surveyors use a proven combination of advanced laser scanning, manual verification, and internal QA to ensure every drawing reflects the building exactly as it stands. Each project is completed with the same accuracy and consistency, no matter the size, scope, or location, so your team can move forward with total confidence.

THE FUTURE OF AS-BUILT DOCUMENTATION

As-Built documentation is evolving with technology. Cloud collaboration and 3D modeling are making the process faster, more efficient, and accurate by creating dynamic, real-time records that update as changes are made. These advancements reduce long-term costs and improve ROI by enabling better decision-making and predictive maintenance.

Traditional documentation methods can’t support smart building tech or dynamic remodels, but adopting digital tools early helps future-proof your assets. Technologies like augmented reality (AR) and virtual reality (VR) will further enhance visualization, allowing teams to interact with and modify designs before construction begins.

WHY TO CHOOSE PPM FOR YOUR AS-BUILT DOCUMENTATION NEEDS

At PPM, we combine precision, cutting-edge technology, and a deep understanding of your project to deliver As-Built documentation you can trust. Using tools like LiDAR laser scanning and BIM, our expert team captures every detail accurately, providing a reliable foundation for your design and construction phases. Whether it’s a small renovation or a large-scale redevelopment, we deliver the highest standard of As-Built documentation, tailored to your needs.

What truly sets PPM apart is the power of our people and our process. Our surveyors bring more than 100 years of combined field experience, and clients consistently tell us it shows. We don’t just rely on the best tools — we pair industry-leading technology with real-world expertise to get the job done right. This winning combination allows us to deliver highly accurate, dependable As-Builts that design and construction teams can move forward with, confidently.

Our clients  include top-tier architects, engineers, and construction teams who rely on us to kick-start their projects with confidence. With our support, they save time, cut costs, and avoid expensive mistakes, all thanks to documentation that sets the stage for success.

Ready to get started? Contact PPM today to learn how our proven process and industry-leading tools can help your project run smoothly from day one. Let’s make your vision a reality.