Five stages, same backbone, every project.
From the first phone call to final delivery, every engagement moves through the same five stages. The duration changes; the structure doesn't. This is how we keep work consistent across 300+ projects spanning six service lines.
The stages are universal. What happens inside each one shifts based on which service you've engaged us for.
A reality capture firm without a process is just a freelance scanner. We built ours to be repeatable, auditable, and explicit — so every client gets the same standard of work, and our team can scale without losing the things that made the last project good.
Discovery call.
A 30-minute conversation. We listen first, ask the right questions, and figure out whether we're the right fit before we send anything in writing.
Most engagements start with a 30-minute discovery call — usually within 24 hours of inquiry. The goal is mutual qualification: we figure out whether we can deliver what you need, and you figure out whether our approach matches your project.
It's not a sales pitch. We don't try to upsell scope. If your project is too small for us, we'll tell you. If we're not the right fit for your service mix, we'll say so and suggest alternatives.
- Project description. Building type, location, square footage, condition, access constraints.
- Downstream use. Who's going to use the data, what tools they work in, what decisions hinge on it.
- Timeline. Target start date, hard deadlines, any phasing constraints.
- Existing materials. Old drawings, prior surveys, BIM models — anything that could shorten the engagement.
- Open questions. Anything you want to know about us before we send a proposal.
· A confirmed proposal arrival date
· No pricing yet — that comes in stage 02
Fixed-fee scope.
A written proposal lands in your inbox within one business day of the discovery call. Line-item scope, fixed fee, no hidden charges, no time-and-materials surprises.
The proposal is the contract. Every line of scope is itemized, every deliverable is named with its file format, every milestone has a date. Travel costs, if applicable, are listed as a transparent line item — never bundled into the project fee.
If you want to add or remove scope, we issue a change order with explicit pricing — no surprise invoices, no "scope creep" without your approval. Most clients sign within 3–5 business days; we hold pricing for 30.
- Scope statement. What we're doing, what we're not doing, where the boundary is.
- Deliverables list. Each output with format (.rvt, .dwg, .e57, etc.) and accuracy spec.
- Schedule. Field dates, processing window, delivery date.
- Fixed fee. Total project cost, payment milestones, travel as a separate line item.
- Terms. Standard MSA, or yours if you have a vendor-paper requirement.
- Optional add-ons. What you could add later (BIM upgrade, additional scan zones, faster turnaround).
· A confirmed field date (typically 1–2 weeks out)
· A point of contact for the project (your PM)
Field work.
Calibrated equipment arrives, ground control gets placed, and we capture the building or site. Most residential takes a day; commercial 1–3 days; campus or industrial a week or two.
Field crews arrive with calibrated equipment, established protocols, and a station map planned in advance. We work around your schedule — nights, weekends, off-hours, occupied buildings, all manageable. Most facilities don't need to shut down to be scanned.
Every scan is documented in the field: station coordinates, equipment used, environmental conditions, any anomalies. That documentation becomes part of the audit trail you receive at the end.
- Site walk & mobilization. Crew lead walks the space, confirms scope coverage, identifies access constraints.
- Equipment setup. Scanner stations planned for full coverage with overlap. GCPs placed where required.
- Capture. Stations executed in sequence. Each scan tagged with metadata; field notes logged in real time.
- Coverage check. Crew lead validates against scope before demobilization. Missing areas re-captured on the spot.
- Hand-off. Raw data transferred to the processing team that same day.
· Coverage verified against scope
· Data uploaded to processing pipeline
Registration & QA.
Point clouds get registered, models built, drawings produced. Internal QA checks against published tolerances before any deliverable leaves the office.
This is where most of the engagement time lives. Registration aligns scan stations into a unified coordinate system; modeling builds the BIM, CAD, or twin output; QA validates everything against accuracy thresholds. If the validation fails, we don't ship. We re-register, re-model, or re-scan as needed.
Every project gets at least two QA rounds — internal review by the modeling lead, then a second pass by a different team member. Mission-critical deliverables (FM-grade BIM, hospital twins, structural surveys) get a third review by the firm principal.
- Registration. Scan stations aligned into a single coordinate system. Drift checked at every link.
- Cleaning. Noise, ghosts, transient objects (people, vehicles) removed from the point cloud.
- Classification. Points categorized — ground, vegetation, buildings, MEP — depending on deliverable.
- Modeling. CAD plans, BIM models, or twin builds — whatever the proposal scoped.
- QA validation. Deliverables checked against ground control points, tolerance specs, and your scope.
- Format export. Final files exported in every format the proposal specified.
· Project documentation packet (registration report, QA log)
· Files staged for transfer to client
Hand-off & review.
Final files delivered through your preferred channel. 30-minute walkthrough call so your team knows what they have and how to use it. Then we're available for questions, indefinitely.
Files are transferred through whatever channel works for your team — secure FTP, Box, SharePoint, Google Drive, your VDI, or a shipped hard drive for very large datasets. The deliverables become 100% your property. We retain a working copy for QA and any future rescan you commission, but never resell, repurpose, or restrict access.
The walkthrough call is included in every engagement. We open the deliverables on a shared screen and walk your team through what's in each file, how to navigate the point cloud, where the QA documentation lives, and how to ask questions later.
- Files transferred. All deliverables in scoped formats, plus the project documentation packet.
- Walkthrough call. Live screen-share with your team — file structure, navigation, common workflows.
- Recording sent. Walkthrough call recorded and shared so future team members can reference it.
- Support contact. Direct email line to your PM for any follow-up questions, indefinitely.
- Final invoice. Sent within 5 business days of delivery; net-30 standard, faster terms negotiable.
· Recorded walkthrough call for reference
· Direct line to PM for ongoing questions
How long each stage takes per service.
The five stages are universal but their durations vary. Here's what to expect from each service line, end-to-end. All numbers are typical; actual schedules confirmed on the discovery call.
Three guarantees that hold across every project.
A repeatable process is only as good as the standards behind it. These three are non-negotiable on every engagement, regardless of size or service.
Tolerance, validated
Every dataset is validated against ground control points before delivery. Terrestrial work to 20mm accuracy, consistent with Matterport Pro3 capture. If validation fails, we re-scan on our cost.
Schedule, committed
Delivery dates in the proposal are commitments, not estimates. If we're going to miss a date, you'll know at least 5 business days in advance — never on the day of.
Open formats, always
Every deliverable ships in industry-standard open formats. You own the data; we don't lock it behind a proprietary platform or viewer.
Questions we get before every project.
A few of the things clients most often want to know before they engage us. Click any question to expand the answer.
Let's run your project through the process.
Stage 01 takes 30 minutes and costs nothing. Tell us what you're building, and we'll figure out together whether we're the right fit.
Leading provider of 3D Scanning services, specializing in residential, commercial, and industrial projects.