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Architectural review

ARC Submission

#ARC-2026-1421

Lot 142 · Section 3 · Davidson Homes

Under Review

Elevations

Plan 2845 · Front, Side, Rear (rev. 2)

Approved

Colors & Materials

Brick · Trim · Roof · Garage door

Approved

Site Plan

Setbacks verified · Anti-monotony passed

Pending

Documents

4 PDFs · 18 photos · submitted Apr 28

View packet →

Reviewer: Sarah Mattson · last activity 2 hours ago

Submission Workflows

Lot-level and master plan submissions move through Pipsy with multi-step forms, document and photo uploads, version history, and full traceability. Builders submit elevations, color schemes, and site plans through a tabbed portal that handles everything from initial draft to final approved packet - with field-level source labels so reviewers always know where data originated.

Anti-Monotony & Repetition Mapping

Built-in repetition rules enforce variety across the community based on your project's specific requirements. As builders fill out submission forms, watch "tentacles" extend in every direction across an interactive map - instantly revealing replication patterns and potential conflicts before they become problems.

The rule is now re-run on the server at both submit and approve, so a plan cannot slip through on a stale screen, and overriding a hold is a deliberate act that records who did it and why. Cities that impose their own repetition standards get their own overlay pack, judged on distance and elevation attributes and reported alongside your rules as advisory - so you can see a municipal conflict coming without it quietly blocking your own review.

Color & Material Management

Dedicated interfaces let builders submit color selections and materials for developer approval. Maintain community aesthetic standards without the back-and-forth of email chains and spreadsheets.

Saveable Color Schemes

Save and load schemes from nearby lots, then apply them to multiple lots at once. Full CRUD on the scheme library so your palette evolves with the community.

Color Repetition Awareness

When a builder submits a scheme, Pipsy surfaces the schemes already approved on neighboring lots so reviewers spot color clusters before they become a community-wide pattern.

Color & Material Submission

Scheme: Acme Coastal

Lot 142 · Section 3 · Davidson Homes

Under Review

Palette

Brick

Acme Blend #142

Trim

SW Oat Milk

Roof

OC Driftwood

Front Door

SW Naval

Shutters

SW Iron Ore

Garage

SW Modest White

Repetition Check

Brick color clusters detected

Acme Blend #142 is already approved on Lot 138 (3 lots away) and Lot 146 (4 lots away). Inside the 5-lot rule - reviewer can override.

Submitted Apr 28 · saved to scheme library as “Acme Coastal”

ARC Control Systems

Full management control for developers to review master plans and individual site submittals. Approve, reject, request revisions, or apply conditional approvals - all with the date stamps, attachments, and history you need to defend every decision.

Approve a submission with conditions attached so builders can move forward while addressing outstanding items, and grant a variance where you mean to depart from the guidelines on purpose. Both are real records, not notes: an open condition holds up final review and the deposit refund behind it, builders clear theirs by uploading evidence, and every one is tracked to closure.
Build a library of clauses lifted straight out of your guidelines - paste the document in and cite from it - plus decision templates for the language you write over and over. Turn on the requirement and no denial leaves the building without the clause it rests on, carried onto the record, into the builder's email, and onto the home's certificate.
Most guidelines promise a decision inside a set number of days, and some say an unanswered submission is deemed approved. Pipsy watches what is waiting, warns you before you blow the deadline, and warns again as the deemed-approval window closes. It tells you - it never approves anything on your behalf.
Reviewers see exactly what's queued, what's stuck, and what's ready for the next ARC meeting - with one-click access to approval packets and full lot history.
Generate complete approval packets on demand for any lot - elevations, colors, materials, site plan, conditions, and reviewer notes in a single PDF.

Master Plan Submittals

Complete elevation submission system for builders to upload and manage master plans with full version control. Handles bans by community, classification of standard vs. non-standard plans, and sqft reconciliation across marketing and ARC records.

Master Plan

Davidson Homes

Plan 2845 · The Magnolia

Standard

Elevations (3 of 4 approved)

Elevation A - Craftsman

rev. 3Approved

Elevation B - Traditional

rev. 2Approved

Elevation C - Modern Farmhouse

rev. 4Approved

Elevation D - Tudor

rev. 1Pending

Sqft Reconciliation

ARC

2,845

Marketing

2,845

Variance

match

Community Bans

Not approved for use in Phase 4 Estates

1 banned

7 lots in active build · last submitted Apr 24

Fence, Pool & Landscape Requests

The home is approved and built, and then the requests start: a fence on a greenbelt lot, a pool on a corner lot, a landscape plan that touches the trail easement. These have always been the requests that live in email and get decided from memory.

Now each kind has its own real form, and the rules come from the lot itself. Flag a lot as greenbelt, lake, corner, golf, trail, or drainage, and the rules you have written for that flag are enforced at submit - a request that breaks one is refused with your rule quoted back, word for word, beside the field it applies to. Conditions attached to a request gate that request alone, so a pending pool condition never holds the house hostage.

Builders Submit Where They Already Work

A Fence & Pool page in the builder portal, with the same form your reviewers see and the same rules applied before it is ever sent.

One Queue, With The Clock Running

Requests land in a reviewable queue beside everything else, and can seed the inspection template that verifies the work was actually built as approved.

Pool Request

Refused at submit

Lot 44, Block 2 · Sec. 12

greenbelt

Rear setback proposed6 ft

Greenbelt lot rule

“Pool water’s edge shall be no closer than 10 feet to the rear property line on any lot abutting a greenbelt.”

Decking materialBroom-finish concrete

Drainage planAttached

The builder sees the rule before you ever have to send the email.

The Approved Record

Years later, someone will ask what was actually approved on a lot, and under which version of the guidelines. Pipsy keeps that answer intact instead of leaving it in a folder.

Birth Certificates

When a home passes final review, Pipsy issues its birth certificate: the approved plan, elevation, colors, materials, conditions, and the guideline version it was judged against, sealed with a hash so the record cannot quietly change. Issue it at final pass, automatically at close, or by hand.

When a home passes final review, Pipsy issues its birth certificate: the approved plan, elevation, colors, materials, conditions, and the guideline version it was judged against, sealed with a hash so the record cannot quietly change. Issue it at final pass, automatically at close, or by hand.
Guidelines become immutable versions rather than a file someone overwrites. Superseded versions stay readable and badged, and the version in force at the time of a decision is snapshotted onto that decision - so a 2023 approval is still judged by the 2023 rules.
The HOA gets a real lot package on demand - documents of record, the approved home, and every certificate version - downloadable as one PDF, behind its own access gate.
Every file a site plan or master plan carries, grouped by kind with the current version in front and its history behind it. Drag in one file or many as new versions, preview inline, and hand over the whole packet as a single zip.
Each document is marked builder-visible or internal, decision documents lock so an approval letter cannot be swapped out, archiving asks for a reason and can be undone, and every download is logged.
A required-attachment checklist tells a reviewer what is still not there before the meeting, and existing files on a lot or plan index into the library in one pass.

ARC Reporting

A purpose-built reporting layer keeps developers and ARC committees honest about what's actually happening in the community.

Standard vs. Non-Standard Plans

See at a glance which builders are submitting plans that match your master library and which are deviating - with the ability to drill down into every exception.

See at a glance which builders are submitting plans that match your master library and which are deviating - with the ability to drill down into every exception.
Automatic detection of mismatches between what's being marketed and what was actually approved by ARC - so the public-facing data never drifts from the approved record.
Track ARC fee status per submission with weekly reporting filters so nothing falls through the cracks between builders, ARC, and accounting.
An Attention queue opens a flag when construction is seen on a lot with no approved plan, or running ahead of an open conditional - drawn from drone vision stages and Drive Mode dates. Confirm one into a compliance inspection, or dismiss it with a reason. Flags whose reason goes away clear themselves.
A rollout view shows what a property's ARC still needs, with buttons for the parts a click can finish. Export a working community's entire ARC profile and import it onto the next one instead of rebuilding your rules from scratch.

Lot Fees & The Fee Wallet

Tracking individual checks and wires against individual ARC submissions is one of the most thankless jobs an ARC team has - and it's where money quietly slips through the cracks. Pipsy's Lot Fee Bucket system flips the model: builders prefund a bucket with a single check or wire, and the ARC team draws fees from that bucket as submissions come in.

No more matching a $300 wire to a specific lot submission a week later. No more chasing a builder for the right amount on the right submission. The bucket carries a running balance, every fee application is logged with the lot and submission it belongs to, and the builder gets a clean statement of where their money went.

Builders submit checks or wires once and Pipsy adds the funds to their named bucket. Multiple deposits accumulate into a single working balance.
ARC fees, resubmission fees, and material review fees draw from the bucket automatically as the team processes each submission - no separate invoice cycle required.
Balances are visible to both the ARC team and the builder. Pipsy can alert the builder when their bucket runs low so submissions never stall on funding.
Every deposit and every fee draw is timestamped against the lot and submission it relates to - pull a full statement for any builder at any time without rebuilding it from email and spreadsheets.
Money leaving the wallet is the one place you want friction. Refunds require a second person to sign off, holds are approved before they draw, and a mistaken draw is reversed rather than deleted - so the ledger still tells the truth afterward.
Reconcile the wallet against what accounting shows, then hand them a GL export instead of a rekeyed spreadsheet. Deposits held against open conditions cannot be refunded until those conditions actually close.

Builder Bucket

Davidson Homes

Balance

$4,250

Wire received

Apr 12 · Ref #W-7714

+ $10,000

ARC fee - Lot 142, Sec 3

Apr 14 · Submission #4821

− $1,500

Material review - Lot 144

Apr 18 · Submission #4847

− $250

ARC fee - Lot 158, Sec 4

Apr 22 · Submission #4863

− $1,500

Resubmission fee - Lot 142

Apr 26 · Submission #4821

− $500

Color scheme review - Lot 158

Apr 28 · Submission #4863

− $2,000

Field Compliance & Inspections

Pipsy's compliance suite extends ARC into the field. Template-based inspections, mobile drive mode with GPS, photo capture per lot, and full builder-corrections workflows turn ARC enforcement from a paper process into a living, auditable system of record.

Build inspection templates with custom fields, severity levels, and direct guideline references - load the template against any selection of lots and inspect from the same playbook every time.
Inspectors drive the community with GPS-aware lot cards, capture photos, mark issues, and save drafts - even with spotty connectivity. Breadcrumb trails confirm coverage so no street is missed.
Findings flow directly to builders with a structured corrections workflow. Re-inspections close the loop with a full audit trail of who fixed what, when.
Generate per-lot inspection PDFs and community-wide materials summary reports on demand - share with HOA boards, builders, or ARC committees in seconds.

Field Inspection

Drive Mode

Lot 142 · 2410 Blackberry Ln

29.7604° N

Template

Phase 3 Quarterly · 18 checkpoints

12 / 18 complete

Findings (3)

Trash & debris on lot

Guideline 4.2 · 3 photos

High

Fence posts not stained

Guideline 7.1 · 2 photos

Med

Address signage faded

Guideline 2.4 · 1 photo

Low

Routes to builder

Davidson Homes · Sarah Mattson

on submit →

Inspector: Mark Rodriguez · breadcrumb: 1.4 mi covered

Mobile Site Surveying

Purpose-built mobile applications for field teams conducting site surveys and compliance checks, with direct reporting back to the main system. Pipsy turns the truck cab into a full review station - no clipboard, no double entry, no lost forms.

Want to see more?

Call/Text713-487-9683

Email to schedule a demoinfo@pipsy.io

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Architectural review

Submission Workflows

Anti-Monotony & Repetition Mapping

Color & Material Management

Saveable Color Schemes

Color Repetition Awareness

ARC Control Systems

Master Plan Submittals

Fence, Pool & Landscape Requests

Builders Submit Where They Already Work

One Queue, With The Clock Running

The Approved Record

Birth Certificates

Versioned Guidelines

HOA Lot Package

A Real Document Library

Visible To The Right People

Nothing Missing At Review

ARC Reporting

Standard vs. Non-Standard Plans

Marketing vs. ARC Sqft

Fee Status Tracking

Built Without Approval

Stand Up A New Community In A Day

Lot Fees & The Fee Wallet

Field Compliance & Inspections

Mobile Site Surveying