Poor-quality As-Built drawings can derail remodel projects, leading to costly rework and delays. If you’re experiencing these, you’re likely looking at switching As-Built service providers. That’s because these challenges aren’t just frustrating; they can lead to extra costs and effort or even dissatisfied clients.
This guide explains why you might consider switching As-Built service providers and how to evaluate, select, and onboard them. When you know how to choose the best new As-Built provider, you can rest assured you’ll receive quality work and an elevated customer experience.
Signs It’s Time To Switch Providers
There are some clear signs it’s time to consider switching As-Built providers, and it’s important to catch them early. The faster you notice these issues, the quicker you can act to find a new provider and get them up to speed, mitigating lengthy delays.
Some key signs it might be time to change As-Built providers:
- Accuracy concerns: If measurements don’t align with field conditions or require clarification, this can introduce delays or require additional coordination.
- Turnaround time challenges: As-Built documentation is often needed before design can begin. When schedules shift or documentation arrives later than expected, downstream tasks may also be impacted. Some teams also benefit from providers who offer expedited delivery when timelines tighten.
- Limited flexibility with deliverables: Every project is different. If your provider cannot adjust file formats, templates, or levels of detail to fit your workflow, it may be worth exploring other options that better align with your requirements.
- Technology constraints: As the industry evolves, some teams prefer providers who use a broad mix of tools, including 3D laser scanning, to meet accuracy expectations and support smoother design integration.
- Communication gaps: Clear communication helps projects stay organized. If it becomes difficult to get updates or align on scheduling, exploring a provider with a more structured communication process may be helpful.
- Unclear pricing structure: Unexpected fees or inconsistencies in pricing can make it harder to plan. Choosing a provider with transparent billing can support smoother collaboration.
- Limited post-project support: As-Builts are often referenced long after initial delivery. Providers who offer support for follow-up questions or updates can make long-term planning easier.
- Service alignment: If interactions feel out of sync with your team’s expectations or working style, it may be a sign to explore options that offer a better operational fit.
“At Precision Property Measurements, we deliver a partnership built on speed, accuracy, and trust. Our nationwide coverage allows us to support projects in any region, backed by consistent processes and a rigorous quality assurance standard. You get your final deliverables with exceptional quality and accuracy.”
– Amber Metoyer, Marketing Director
How To Choose the Right Replacement
If you’re preparing to bring in a new As-Built provider, taking time to evaluate your options can help ensure your next partner is the right long-term fit.
These steps can help you make the right decision for you:
- Define your goals: First, clarify your priorities and decide what’s most important: speed? Accuracy? You’ll likely need some combination thereof. Respondents in a recent client survey ranked PPM’s accuracy 4.7 out of 5 thanks to our investment in extensive training for surveyors and drafters, as well as our stringent QA process.
- Check industry expertise: When you’re clear on your needs, analyze what each provider offers. See how long they’ve been in service and how many projects they’ve completed. Also, note how many clients they’ve served.
- Review their As-Built process: Look into each provider’s specific process. They’ll all have unique drafting processes, software, technology, and surveying tools. Make sure their standards align with yours and that they follow As-Built documentation best practices.
- Compare deliverables: Ensure your chosen provider can deliver in the formats and software your team relies on including AutoCAD, Revit, Archicad, or SketchUp. Be sure to also confirm that their tools support the accuracy level your project requires.
- Verify their customization abilities: Some teams prefer providers who can adjust to their templates, standards, and internal workflows. PPM supports custom templates and project-specific requirements to make files usable immediately.
- Evaluate responsiveness: Strong communication helps keep schedules on track. Providers with structured updates and consistent touchpoints make collaboration easier. At PPM, every project includes a dedicated Project Manager who communicates proactively throughout the As-Built process.
- Ask about expedited service: Weather delays, last-minute changes, and other factors can threaten to push back project timelines. No matter the reason, you should ensure that your As-Built provider can deliver expedited service as an option.
- Assess project scalability: Some projects require a provider who can support multiple sites, large portfolios, or repeat work across regions. PPM coordinates projects of all sizes nationwide.
- Request references: Client reviews, testimonials, and case studies are a helpful way to understand how a provider collaborates and the quality of their work.
- Note the project follow-up process: No As-Built project is complete when deliverables change hands. A reputable As-Built provider will continue communication during and after the timeline wraps. PPM offers post-project support, so you can reach out with questions or feedback after a project has been delivered.
- Look for a partner, not just a vendor: A true partner goes beyond simply doing the work you request; instead, they serve as a collaborative partner who offers flexibility and support tailored to your team.
No two providers work the same way, but it’s helpful to work with one that’s fast and accurate, trusted in the industry, and has a comprehensive and transparent QA process. For example, PPM’s drafter and modeler QA and audit process includes more than 14 steps, from verification of measurements to final review and revision before delivery.
“When choosing an As-Built provider, it is critical to evaluate their drafting, modeling, and quality assurance processes. Without a disciplined and transparent workflow, errors and oversights become a greater risk in the design and construction phase.”
– Peter Coe, Director of CAD/BIM Production
Preparing for a New As-Built Provider
As you likely know, some providers offer more value than others. Working with them can equip you with the tools and information to complete a successful project.
As-Built processes, tools, and standards can differ from provider to provider. Understanding these differences helps set clear expectations and ensures the documentation you receive meets the needs of your project.
While cost is always a factor, it’s helpful to consider value alongside price. The tools, experience level, and quality standards used during As-Built documentation can influence long-term project efficiency. Choosing a provider whose offering aligns with the complexity of your project helps reduce risk and supports a smoother design process.
To ensure a smooth transition to a new As-Built provider, here are a few key steps:
- Establish expectations: Start on the right foot by agreeing on expectations. This includes expected deliverables, timelines, and quality standards.
- Back up existing plans and files: Avoid losing legacy data or critical reference documents by backing up all existing files, plans, and documents. Whether you ultimately need to share them with your new provider or not, it’s better to have them just in case.
- Address compatibility and proprietary format issues: Discuss if you’ll need to convert templates and files for CAD, Revit, or Archicad. If there are potential issues, agree on how to resolve them before you get too far into the work.
- Understand the new provider’s process: Make sure everyone on your team understands the process your As-Built provider commits to. Also, make sure everyone is clear on how clients should prepare for an As-Built survey visit.
- Build a long-term partnership mindset: View the provider as an extension of your team, not just a vendor or contractor. That means addressing issues as soon as they arise, finding ways to collaborate, and ensuring prompt two-way communication.
PPM drafts directly from point cloud data and uses advanced tools such as the Leica RTC360, FARO Orbis, and GeoSLAM scanners. These tools, combined with our structured QA approach and extensive training, help produce accurate, design-ready documentation.
Reviewing Performance After the Switch
Once you’ve completed a switch, pay attention to how projects go over time. After all, you want to be sure the new provider meets your expectations and doesn’t run into the same issues that led you to switch.
To do this, establish qualities and metrics to track, such as:
- Accuracy
- Turnaround time
- File usability
- Communication
Monitor these qualities over time, and establish a feedback loop between your team and the provider. This will let you surface concerns or ideas or commend work done well, leading to continuous improvement.
The PPM Difference in Outsourcing
PPM isn’t just another As-Built provider. Here’s what makes the difference:
- Experience and expertise: PPM has been in business for over 23 years, serving 6,500 clients and successfully delivering over 23,000 projects.
- Fast, reliable delivery: Not only does PPM prioritize completing projects on time, but you can also request “Rush Delivery” service if needed to have projects delivered within a guaranteed time frame.
- Partnership approach: PPM offers best-in-class service and collaborates with you to ensure every As-Built project is completed to your satisfaction from all angles. Plus, custom templates and usable files make everything seamless.
Partnering with an As-Built provider should involve a genuine and constructive alliance, not just a contract. PPM distinguishes itself by fostering true partnerships.
“Our clients value not only accuracy and speed but also the way we’re able to tailor our service to their specific needs. We treat every project as a collaboration, not a transaction.”
– Tawny Correa, Operations Director
We meticulously assess your specific requirements and preferences, and we use our experience to ensure a cohesive and collaborative experience. Our work seamlessly integrates with your existing templates, and we engage with your clients using your established communication protocols.
Partner With the Right As-Built Provider
If your current provider’s processes or tools no longer align with your needs, whether that relates to timing, communication or file formats, it may be time to explore options that support your project more effectively.
Partnering with a provider who fits your workflow helps you set clear expectations around scope, timeline and budget and ensures your team and the provider stay aligned from the start.
PPM delivers reliable As-Builts and precise measurements that save time, reduce errors and create a strong foundation for your project. Get your free quote to learn how PPM can be the right partner for your team.
Frequently Asked Questions
What Should I Look For In a Replacement As-Built Services Provider?
When seeking a replacement As-Built services provider, look for accuracy, evidence of consistency, use of advanced technology and tools, the right industry expertise, strong QA processes, and excellent communication and flexibility.
What Metrics Should I Track After Switching Providers?
After switching As-Built service providers, monitor metrics like accuracy of measurements, speed, and cost. These will help you understand what is working well and where you can suggest improvements.
For instance, in PPM’s recent annual client survey, most respondents named accuracy, quality, and speed as some of their top reasons for partnering with PPM instead of another As-Built provider.
How Often Should As-Built Drawings Be Updated?
As-Built drawings should be updated after major remodels or changes to design plans, or before remodeling and renovating if documentation is not up to date. For operational accuracy, consider updating them at least every few years.
The exact frequency will depend on the type of building and project requirements. A major benefit of partnering with a company like PPM is quick turnaround times and high process efficiency, which means updates aren’t a significant drain on your schedule or resources.