Contractor paperwork

You finish the install. I'll finish the paperwork.

I prepare rebate packets, bid paperwork, submittal logs and closeout binders for small trade contractors.

Call or text (518) 227-1252 brendon@fivetonineai.com

Your first Clean Heat packet is free. Send one job and judge the work before you pay for anything.

All work is done remotely, for trade contractors anywhere

Clean Heat rebate packets are for New York jobs only

Services

The paperwork that slows jobs down, handled

You do the work and sign. I make sure the documents are complete and filed before the deadline.

Clean Heat rebate packets

New York only · for heat pump installers enrolled in NYS Clean Heat

Invoice checked for the labor and materials split, with the incentive shown as a utility discount
Model numbers matched across the invoice, cutsheets, NEEP listing and nameplate photos
Photo date stamps confirmed and every file kept under the 10 MB upload limit
The 60-day filing deadline and the 30-day correction window tracked for you

ASHP packetPer job

GSHP or Weatherized Tier packetPer job

Fix a kicked-back application or CARPer fix

Your first packetFree

Weatherized Tier jobs (new Sept 1, 2026) pay more but need extra proof, like a post-2010 building permit or a prior weatherization program letter. I track that down.

Public bid paperwork

For small trade shops bidding public work in their own state

A Monday email of open bids in your trade from your state and local bid portals
Mandatory pre-bid meetings flagged, since missing one disqualifies the bid
The owner's bid form filled in except price and signature, with required state certifications
Workers' comp and disability forms checked, plus exact insurance and bond wording for your agent

Weekly bid watchMonthly

Compliance pack, simple bidPer bid

Compliance pack, state bid with MWBE/EEO formsPer bid

Registration, WC/DB and insurance wordingOne-time

I don't estimate or sign bids, and I'm not an attorney or a surety.

Submittals and closeout

For subs who just won a job and need the documents moving

A submittal register built from your spec sections, with product-data packages and transmittals
Packages uploaded to the GC's Procore or Autodesk Build if you add me as a user
An O&M and warranty binder organized to Division 01 so the architect can sign off and you get final payment
As-built markups turned into a clean, bookmarked record set

Each resubmittal roundPer round

Closeout binderPer job

Both on one jobBundled

Every job gets a written quote before I start.

No risk on the first one

Your first Clean Heat packet is free.

Pick a recent install that hasn't been filed. I'll return a checked packet and a field-by-field entry sheet, and you decide from there.

Call or text (518) 227-1252

How it works

From your folder to a finished packet

You drop the job files in a shared folder

Photos, invoice, load calc and the signed acknowledgement for a rebate job, or the bid documents and spec sections for a public job. The folder stays in your account.
I check it and send one list of what's missing

One message, not a drip of questions. Then I build the packet, rename the files, and line everything up against the program manual or the spec.
You review it and submit under your own login

For Clean Heat you get an entry sheet listing every portal field in order, so it goes in during one session before the 20-minute timeout.

Ground rules

You stay in control of your accounts and signatures

The program rules are strict about who logs in and who signs, and so am I.

I never ask for your password

The Clean Heat portal terms bar sharing login credentials. You or your office submit, or I walk you through it on a screen share while you're logged in.

I never sign for you or your customer

Customer acknowledgements and bid forms carry your signature or your customer's. I prepare the pages and mark where they get signed.

Questions

What contractors usually ask first

Who actually submits the application or bid?

You do. For Clean Heat, the participating contractor's own authorized user enters the application. For bids, you price and sign the bid, then deliver or upload the envelope. My job is making sure everything in it is complete and consistent.

Do you need my portal password?

No, and I won't take it. The Clean Heat portal terms say credentials can't be shared. If it helps, I can guide your office through entry on a screen share while you stay logged in.

What deadlines do you track?

For Clean Heat jobs, upstate utilities require applications within 60 days of installation (Con Edison allows 30), and you get 30 days to fix anything the utility kicks back before the application is cancelled. I track both clocks for every job. For bids I track the due date, the question deadline, addenda and any mandatory pre-bid meeting.

What does it cost?

It depends on the job type and how many documents are involved, so I quote each one in writing before I start: per packet for Clean Heat, per bid or monthly for bid work, per job for submittals and closeout. Your first Clean Heat packet is free, so you can judge the work before paying for anything.

Where do you work?

Everything is done remotely through a shared folder, email and phone. Clean Heat packets are for New York jobs only, since it's a New York utility program. Bid and closeout paperwork works for contractors anywhere.

Paperwork is one piece. Where else is your week going?

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Get in touch

Send one job and see the result.

Call or text with what you're working on. If it's a fit, you'll get a written quote before I start.