Closeout Workflow

Contact the General Contractor (GC) and project manager to determine their availability for the final walkthrough

Offer several date and time options to accommodate their schedules

Prepare an agenda for the final walkthrough that outlines the key areas to be reviewed, such as completed roofing work and any outstanding issues

Confirm the agenda and objectives of the walkthrough with the GC and project manager

Send calendar invitations to all participants, confirming the date, time, and location of the walkthrough

Include a meeting reminder one day before the scheduled walkthrough to ensure all stakeholders are prepared

Prepare all necessary documentation and reports for the walkthrough, such as punch lists, inspection checklists, and progress reports

Ensure that all documents are up-to-date and easily accessible for reference

Communicate the details of the final walkthrough to the roofing crew, emphasizing any remaining tasks or touch-ups that need to be completed before the inspection

Confirm that all crew members are aware of their responsibilities

Conduct a final review of the roofing work to verify that all preparations for the walkthrough have been completed

Address any minor issues or last-minute adjustments needed to meet project standards

Document the scheduled walkthrough in the project records, including the date, time, and list of participants

Save the agenda and all related documents in the project files for future reference

Start the final inspection by providing a brief overview of the inspection process and key areas to be reviewed

Confirm the objectives of the inspection with all participants, including the GC and project manager

Conduct a thorough inspection of all roofing components, focusing on critical areas such as flashing, roof penetrations, shingles, and moisture barriers

Use an inspection checklist to systematically review each section of the roof

Verify that all roofing work complies with the approved project specifications, manufacturer guidelines, and local building codes

Pay special attention to any previously identified issues or areas that required corrective actions

Allow the GC and project manager to raise any questions or concerns during the inspection

Provide clear explanations and document any additional feedback or action items that arise

Confirm with the GC and project manager that all roofing work has been completed to their satisfaction

Address any remaining minor issues on-site, if feasible, or plan for immediate follow-up actions

Document the results of the final inspection, including any feedback from the GC and project manager

Obtain their verbal or written approval for the completed roofing work

Save the final inspection records, photos, and notes in the project files for future reference

Confirm that all related documents are up-to-date and accessible

Review any last-minute concerns or issues raised by the GC during the final walkthrough or inspection

Determine the severity and impact of each concern on the overall project completion

Assign responsibilities to the roofing crew or relevant subcontractors to address each concern or issue raised by the GC

Confirm that all team members understand their tasks and the urgency of completing them

Develop a plan to address each identified concern, including specific corrective actions, materials needed, and an estimated timeline for completion

Communicate the plan to the GC and project manager for their approval

Monitor the progress of the assigned tasks to ensure that corrective actions are being completed according to the plan and timeline

Conduct follow-up inspections as needed to verify that all issues have been resolved

Once all corrective actions are completed, communicate the resolution of each issue to the GC and project manager

Provide documentation or photos as needed to confirm the quality of the completed work

Obtain the GC’s final sign-off on all addressed issues, confirming that they are satisfied with the quality and compliance of the roofing work

Document the sign-off in the project records

Update the project files with all documentation related to the resolution of last-minute concerns

Confirm that the roofing scope is officially closed and communicate this status to the project team

Collect all relevant project documentation including inspection reports punch lists change orders and progress reports

Ensure all documents are complete and organized

Check each document to ensure it is complete and accurately reflects the roofing work performed

Address any missing information or discrepancies

Create a comprehensive final report summarizing the roofing work completed

Include key details such as project scope timeline materials used and any issues encountered and resolved

Enter all final documentation and information into the project management system

Ensure the system is up-to-date with accurate and complete records

Compile all supporting documents required for project closeout such as permits inspection certificates and compliance reports

Ensure these documents are readily accessible and organized

Discuss the final documentation with the project manager to ensure all items are accurately documented

Make any necessary adjustments based on their feedback

Assemble a document packet for the GC including the final report and all supporting documents

Ensure the packet is clearly labeled and organized for easy review

Review the project specifications and contract to identify all required warranties and manuals related to the roofing work

Ensure you understand the terms and conditions for each warranty

Collect all warranty documents from manufacturers and suppliers including product warranties installation warranties and workmanship guarantees

Ensure all documents are complete and accurately reflect the products used in the project

Gather all relevant product manuals including installation guides maintenance instructions and user manuals for roofing materials and equipment

Ensure all manuals are complete and easy to understand

Create a comprehensive packet that includes all warranties and product manuals

Ensure the packet is clearly organized with each document labeled and categorized

Discuss the warranty and manual packet with the project manager to ensure all items are included and accurately documented

Make any necessary adjustments based on their feedback

Once the inspections are successfully completed obtain written approvals and sign-offs from the relevant authorities

Ensure the approvals are clearly documented and include any conditions or notes provided by the inspectors

Record the details of the final approvals and sign-offs in your project management system

Include copies of the written approvals and any related documentation

Notify the Project Manager and other relevant internal stakeholders that the final approvals and sign-offs have been obtained

Provide any necessary instructions for accessing and reviewing the documentation

Ensure copies of all final approvals and sign-offs are securely stored in the project records

Maintain easy access to these documents for future reference or audits

Create a detailed plan for removing all roofing equipment from the site

Identify the order in which equipment will be dismantled and removed ensuring minimal disruption to the site

Inform the roofing crew of the schedule for equipment removal and site cleanup

Ensure everyone understands their responsibilities and the timeline for completion

Collect all necessary cleanup supplies such as brooms shovels trash bags and dumpsters

Ensure you have access to safety equipment such as gloves and safety glasses

Safely dismantle and remove all roofing equipment such as ladders scaffolding and safety barriers

Ensure equipment is cleaned inspected and prepared for transport

Arrange transportation for all roofing equipment and tools back to the storage facility

Ensure all equipment is securely loaded and transported safely

Clear the roof and surrounding areas of any remaining debris such as shingle scraps nails and packaging materials

Use brooms and blowers to ensure a thorough cleanup

Dispose of waste materials in accordance with local regulations and environmental guidelines

Separate recyclable materials from non-recyclable waste and transport them to the appropriate facilities

Conduct a final inspection of the site to ensure all debris and equipment have been removed

Address any remaining areas that need attention

Record the details of the site cleanup including the date participants and any issues encountered

Take photographs of the cleaned site for documentation purposes

Inform the GC and relevant stakeholders that the final site cleanup has been completed

Provide any necessary documentation and address any final concerns

Create a comprehensive checklist covering all safety equipment and measures that need to be inspected and removed

Ensure the checklist includes items such as fall protection systems safety barriers and PPE

Collect all necessary tools and equipment needed for the safety inspection such as a notepad camera and PPE

Ensure everything is in good working condition

Perform a thorough inspection of the roofing site to ensure all safety measures are still in place and functioning correctly

Check fall protection systems safety barriers and any other safety equipment used during the project

Record detailed notes and take photographs of the current state of all safety equipment

Use the safety checklist to ensure all aspects are covered

Inspect each piece of safety equipment for any signs of wear damage or malfunction

Ensure all equipment is in good condition and safe to use

Safely dismantle and remove all safety equipment from the site

Ensure fall protection systems safety barriers and other equipment are carefully taken down and packed

Arrange transportation for all safety equipment back to the storage facility

Ensure all equipment is securely loaded and transported safely

Properly dispose of any damaged or worn-out safety equipment according to local regulations

Ensure disposal is done in an environmentally responsible manner

Ensure all safety equipment is securely stored at the storage facility

Maintain an inventory of equipment to ensure nothing is missing or damaged

Document the completion of the final safety check and removal of safety equipment in your project management system

Include details such as the date participants and any issues encountered

Coordinate with the roofing team to schedule the project debrief meeting

Confirm the date time and location for the meeting

Create a detailed agenda for the debrief meeting covering key topics such as project successes challenges and lessons learned

Share the agenda with the team ahead of the meeting to ensure everyone is prepared

Collect all relevant project documentation including final reports inspection records and feedback from the GC

Ensure you have copies for reference during the meeting

Hold the project debrief meeting with the roofing team

Discuss the project from start to finish highlighting key achievements and areas for improvement

Encourage team members to share their experiences and identify what went well during the project

Document the successful aspects and strategies that can be applied to future projects

Review any challenges or issues encountered during the project

Identify the root causes and discuss how they were addressed and resolved

Solicit feedback from the team on the overall project process including communication resource allocation and support

Use this feedback to identify areas for improvement

Record the key lessons learned from the project including both successes and areas for improvement

Ensure the documentation is clear and easily accessible for future reference

Based on the feedback and lessons learned develop an action plan for improving future projects

Assign responsibilities and set deadlines for implementing the improvements

Share the documented outcomes and identified improvements with relevant stakeholders including project managers and company leadership

Ensure everyone is aware of the lessons learned and how they will be applied to future projects

Collect all relevant project documents including contracts permits inspection reports punch lists warranties and final approvals

Ensure all documents are complete and organized

Check each document to ensure it is complete and accurately reflects the roofing work performed

Address any missing information or discrepancies

Scan any physical documents to create digital copies

Ensure all scanned documents are clear and legible

Create a structured folder system on your computer or cloud storage to organize the digital copies of all project documents

Label each folder and document clearly for easy access

Log in to Subtrak and navigate to the project management section

Upload all collected project documents to the appropriate project folder in Subtrak Ensure each document is correctly labeled and organized

Review all uploaded documents in Subtrak to ensure they are accurate and complete

Correct any errors or omissions before finalizing the records

Create a backup of all digital files on an external hard drive or cloud storage service

Ensure the backup is secure and easily accessible

Store any physical copies of project documents in a secure organized location

Ensure they are protected from damage and easy to retrieve if needed

Document the completion of the archiving process in your project management system

Include details such as the date participants and any issues encountered

Inform the relevant stakeholders that all project documents and records have been archived

Provide any necessary instructions for accessing and reviewing the archived documents

Review the project financial records with the accounting team to confirm all expenses, payments, and outstanding invoices

Ensure that all financial entries are accurate and up-to-date

Verify any outstanding balances and payment schedules, ensuring that all subcontractors, suppliers, and crew members have been paid according to the project terms

Reconcile all final project expenses, including any adjustments for change orders, material substitutions, or additional labor

Confirm that all adjustments are reflected in the financial records

Prepare final invoices for the GC, detailing all completed work, materials used, and any additional charges

Include a clear breakdown of costs and any approved change orders

Review the final invoices with the project manager, confirming that all charges and descriptions align with the completed work

Obtain the project manager’s approval before submission

Send the final invoices to the GC, following the specified submission process (e.g., email, postal service, or portal)

Confirm receipt of invoices by the GC and request any feedback if needed

Document the financial settlement and final invoice submission in the CRM, noting the date, amount, and recipient confirmation

Update the project status to reflect financial completion

Gather all final costs including labor materials equipment and any additional expenses incurred during the project

Ensure all costs are supported by receipts and documentation

Prepare a detailed final invoice for the roofing work

Include itemized costs for all labor materials equipment and any additional expenses Ensure the invoice is clear accurate and reflects the terms agreed upon in the contract

Compile all necessary closeout documents including final inspection reports punch list completion records warranties and manuals

Ensure all documents are complete accurate and organized

Discuss the final invoice and closeout documents with the project manager to ensure all items are accurately documented

Make any necessary adjustments based on their feedback

Write a professional cover letter to accompany the final invoice and closeout documents

Include a summary of the project key accomplishments and a request for final payment

Assemble the final invoice closeout documents and cover letter into a single organized package

Ensure all documents are clearly labeled and easy to review

Send the final invoice and closeout documents package to the GC

Ensure the package is delivered in a secure and trackable manner such as via certified mail or a reliable courier service

Follow up with the GC to confirm they have received the final invoice and closeout documents

Monitor the status of the final payment and address any questions or issues that arise

Once the final payment is received record the details in your project management system

Inform the roofing crew and relevant stakeholders that the final invoice and closeout documents have been submitted and the final payment has been received