CONSTRUCTION & RENOVATION

Meeting reports for Construction

Site meeting, client visit or after-sales callout: Recapro turns your recording into a report structured by trade, with the schedule, snags and action items. Hosted in France, or deployed on-premise on your own walls when your data must not leave.

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3

formats: client visit, site, after-sales

On-Premise

available, your data stays put

The time spent retyping the report in the evening, after the site meeting, bills to no one.

What

What falls through the cracks in a generic report

The language of the site disappears

Dimensions, drawing references, trades and work packages, snags, action owners, schedule tracking: a generic report flattens everything that makes a site meeting worth having.

Retyping the report, meeting after meeting

After every visit, the notes have to be written up, formatted and shared. So many hours taken off the site, or off the evening.

A poorly recorded snag weakens the file

Snags raised, non-conformities, commitments made verbally: badly noted, they become hard to find and hard to lean on when a dispute arises.

The “who said what” gets lost

The duty to advise and the decisions taken are proven far more reliably in writing than from memory. Between two meetings, spoken exchanges fade and no one knows who owned which action.

A snag, a dimension, a decision, anything not written down always ends up being argued over.

Recapro.ai

What Recapro brings

A report structured by trade

Recapro sorts the exchanges by trade and by work package: structural work, fit-out, services, finishes. Everyone finds what concerns them without rereading the whole meeting.

The schedule at the centre

Progress, milestones, deadlines expressed in weeks: the report surfaces the state of the schedule and what remains to be met, meeting after meeting.

Snags and actions, with an owner

Every snag and every action identified is captured with the person in charge and the associated deadline.

On-premise, your data stays put

A server installed on your own walls or at the host of your choice. The recording, transcription and summary stay on your infrastructure, nothing is sent to a third-party model.

What Recapro handles concretely

From the first appointment to signing off the snags, three formats cover the daily life of the building trades.

Client visit and technical survey report

Discovery meeting, technical survey, measuring up, quote presentation: the client’s needs, the constraints spotted and the points to price are captured as you walk out.

Site meeting and site visit report

Site meeting, visit, coordination: progress by trade, milestones and deadlines, blocking points, snags, decisions and actions to take are gathered in a single document.

After-sales callout report

Breakdown, maintenance, diagnosis, snag sign-off: the callout is recorded with the findings, the work done and what remains to be dealt with.

From the first client meeting to the site

A house is sold over several meetings. The site inherits all of them.

First discovery meeting, plan approval, budget presentation, then the hand-off to the site manager: at every step, what was said has to follow the project. With Recapro, the salesperson records the meeting on their phone and the report writes itself, with nothing to retype. The file reaches the person who builds the house complete.

01
Discovery meeting

The client’s needs, plot, target budget and constraints are captured as soon as the meeting ends, with no form to fill in at night.
02
Plan approval

Requested changes, chosen options and open points go into a dated report the client can read back.
03
Budget presentation

Trade-offs, the cost items discussed and the commitments made out loud are on record. The site manager was not in the room: they will read what was decided.
04
Technical review and site

The site manager picks up the file with the history of every meeting, then records their own site meetings: progress by work package, snags and action items.

Your site manager was not at the budget meeting. They still need what was said there.

What you say in front of the client, and what you say on the way out

Back in the car, the salesperson knows what they did not say out loud: a doubt about the financing, a neighbour likely to object, an option not to forget. Those points have no place in the report sent to the client. Recapro keeps them in a private debrief, recorded separately.

The client report

Shared with the client, factual and easy to review.

Stated needs and chosen options
Dated decisions and next steps
Documents each side has to provide

The private debrief

Recorded on the way out, for the team only.

Watch-outs on the project or the financing
How the client felt, and weak signals
Instructions for the site manager

The debrief is a separate recording with its own report: nothing from it goes into the client report. On a site with no network, the app still records, and transcription starts once the connection is back.

Read: keep the client report apart from internal watch-outs

For whom

If your day plays out as much on the site as in front of a screen

Building firms and all trades

Structural work, all-trades contractors, general firms: standardise your site reports without spending your evenings on them.

Tradespeople and fit-out

Plumbing, electrics, joinery, painting, roofing: keep a clean record of every client appointment and every callout, alone or as a team.

Project management and site supervision

Architects, site managers, coordinators, design offices: centralise the progress, snags and decisions of every coordination meeting.

Need deployment support?

For optimal Recapro integration in your organization, our partners NoBullshit Conseil support document process auditing, deployment and team training.

Discover the full journey

The questions you are going to ask

01

How do you quickly write up construction site meeting minutes?

You record the site meeting from your phone, and Recapro (recapro.ai) turns it into minutes structured by work package: progress, snags cleared or raised, decisions and action items with their owner. The document that used to take an evening of retyping is ready in minutes, in your project management format.

02

Does construction meeting minutes software work with no network on site?

Yes. The app records offline on site, even with no mobile coverage, then runs transcription once the connection is back, on our servers in France or locally in an on-premise deployment. The ground-floor meeting does not wait for 4G.

03

How do you structure site minutes by work package and by stakeholder?

Recapro sorts the discussion by your trades and stakeholders: structural work, technical packages, contractors, client side. Each snag is tied to the relevant contractor and a due date, so the minutes feed straight into execution tracking.

04

Does the project data (drawings, contracts, BIM model) stay confidential?

In an on-premise deployment, the recordings and the minutes stay on your server. On the Cloud plan, they are hosted in France and pass through Cloudflare, which terminates TLS at the network edge. Either way, the AI models run on our own servers or on yours, with no call to an external AI provider at inference.

05

Can you deploy in an isolated (air-gapped) environment for sensitive projects?

Yes. For sites under security requirements, such as classified sites or defence projects, Recapro installs on infrastructure cut off from the Internet. Transcription and writing then happen entirely offline.

06

Will my salespeople have to type up their client meeting reports?

No. The salesperson starts recording at the beginning of the meeting and stops it on the way out. Recapro (recapro.ai) writes the client meeting report from the audio: needs, decisions, next steps. The salesperson reviews it and corrects it if needed, retypes nothing, and the time saved goes back to selling.

07

Where do the audio recordings of our client meetings and site meetings go?

On the Cloud plan, the audio and the reports are hosted in France and pass through Cloudflare, which terminates TLS at the network edge. If nothing may leave your premises, the On-Premise plan installs the server on your site: recording, transcription and writing then stay on your infrastructure.

08

Are our meetings used to train an AI?

No. Your recordings and reports are not used to train any AI model. The transcription and writing models run on our servers, or on yours with On-Premise, with no call to an external AI provider at inference.

09

Can we keep what we tell the client apart from what we say internally?

Yes. The meeting report is the one you share with the client. The private debrief is a second recording, made on the way out, with its own report for your team only: watch-outs, how the meeting felt, instructions for the site manager. The two stay separate.

10

Can the report feed into our business software?

The report is structured (needs, decisions, action items, due dates) and exports as PDF or Markdown text from the web and desktop app, ready to attach or paste into your client or site tracking software. Direct CRM connections are not open yet: tell us which one you use.

Dig deeper

A site meeting takes place in the site cabin, not on a video call, and sometimes with no network at all. These pages address those constraints.