Closeout Workflow

Communicate with the client and project manager to agree on a date and time for the final walkthrough

Send calendar invitations to confirm the schedule

Create a checklist of key areas and tasks to review during the final walkthrough

Include items related to quality, safety, and functionality

Organize all relevant project documentation, including inspection reports and client communications

Ensure documents are ready for reference during the walkthrough

Perform a pre-walkthrough inspection with the project team to identify any last-minute issues

Address any concerns before the client arrives

Review the final walkthrough agenda with the project manager

Ensure that all key topics and areas are covered in the agenda

Provide the client with an overview of the walkthrough plan

Confirm the client’s understanding and agreement with the agenda

Send a reminder to the client and project manager one day before the walkthrough

Reconfirm the date, time, and meeting location

Schedule the final inspection with the client and project team, confirming the inspection date, time, and key participants

Ensure that all necessary documents and inspection tools are prepared in advance

Use a comprehensive final inspection checklist to systematically review key areas, such as roofing materials, flashing, drainage systems, and overall workmanship

Include specific criteria for each item to confirm compliance with project specifications and client expectations

Review each section of the roof thoroughly to ensure that all maintenance tasks have been completed according to the project plan and client requirements

Take detailed notes and photos of any areas needing minor adjustments or additional touch-ups

Confirm the client’s satisfaction during the inspection by inviting them to provide feedback or point out any remaining concerns

Address any questions they may have about the completed work or the final inspection process

Document the findings of the final inspection, noting any remaining issues or client requests for final adjustments

Assign action items to relevant team members and confirm deadlines for completing corrections

Communicate the results of the final inspection to the client, highlighting areas of excellence and any final touch-ups planned

Confirm the next steps for project closure and obtaining final sign-offs

Save the final inspection report in project records and CRM, linking it to the client’s file for reference during closeout and warranty management

Arrange a meeting or call with the client to discuss any last-minute concerns

Confirm the meeting time and location with the client in advance

Allow the client to express any final issues, concerns, or suggestions

Take detailed notes to ensure each concern is clearly understood

Assess the validity and impact of the client’s concerns

Determine if the issues are related to quality, functionality, or safety

Develop a specific plan to address each concern raised by the client

Prioritize urgent issues and allocate resources accordingly

Present the plan of action to the client for approval

Provide clear explanations and timelines for resolving each concern

Assign tasks to relevant team members or subcontractors to address the client’s concerns

Confirm that all corrective actions are completed promptly

Follow up with the client to confirm that their concerns have been fully addressed

Document the client’s satisfaction with the final results

Review all project documentation for accuracy and completeness, including contracts, inspection reports, change orders, and communication logs

Confirm that each document aligns with the project scope and final work completed

Compile all necessary paperwork into a comprehensive package for the client, including the final inspection report, warranty information, quality control checklists, and maintenance records

Organize the package into clear sections for easy client reference

Verify that all documentation complies with contractual obligations and regulatory requirements, such as building codes, safety standards, and environmental guidelines

Address any discrepancies or missing documents promptly to ensure full compliance

Prepare final payment and invoice documents for the client, detailing all completed work, materials used, and any additional charges

Include a clear breakdown of costs to facilitate client understanding and approval

Document all project communications and closeout activities in CRM, ensuring that key details are recorded for future reference

Link all documents to the client’s project file for easy retrieval during warranty or maintenance periods

Distribute the final documentation package to the client, either as a physical binder or a digital folder, based on their preferences

Confirm receipt and address any questions the client may have about the documents

Save all finalized documents in project records and archiving systems, ensuring that physical and digital copies are securely stored

Compile all warranties and maintenance manuals related to the roofing work, including product warranties, manufacturer guidelines, and maintenance schedules

Confirm that each document is current and complete according to the project specifications

Organize the warranty and manual documents into a clear and concise client package, such as a binder or digital folder, for easy reference

Include a summary sheet that highlights key warranty terms, coverage periods, and contact information for claims

Verify the accuracy and completeness of all warranty information, checking for any missing pages, discrepancies, or outdated terms

Confirm that the warranty documents cover all installed materials and completed repairs

Provide instructions for warranty claims and maintenance requirements, explaining the steps the client should follow in case of an issue

Highlight key maintenance tasks that the client must perform to maintain warranty coverage

Review the warranty and manual package with the client, addressing any questions or concerns they may have about the documents or coverage terms

Confirm that the client understands their responsibilities and how to access support

Document the distribution of the warranty and manual package in CRM, linking it to the client’s file for reference during future communications or claims

Save a digital copy of the package in the project records for secure storage

Communicate your ongoing support and follow-up services to the client, reassuring them of your availability for future assistance or additional maintenance needs

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

Prepare a site cleanup and equipment removal plan that outlines key tasks such as dismantling equipment, collecting tools, and disposing of waste

Assign responsibilities to crew members for each cleanup and removal task

Gather the necessary tools and safety equipment for removing roofing maintenance equipment, such as lifting devices, gloves, and safety harnesses

Ensure that all crew members are equipped with appropriate personal protective equipment (PPE)

Dismantle and transport all roofing maintenance equipment to designated storage or return locations, following safety protocols to prevent damage or injuries

Confirm that all equipment is accounted for and properly secured during transport

Clear debris from the site and dispose of waste materials according to environmental guidelines and local regulations

Confirm that all walkways, access points, and storage areas are clean and free of hazards

Inspect the site to ensure that all equipment, tools, and materials have been removed and that no hazards or obstructions remain

Address any final cleanup tasks or issues identified during the inspection

Communicate the completion of equipment removal and cleanup to the project team, confirming that the site is ready for the final safety check or client inspection

Document any notable issues or actions taken during the cleanup process

Document all equipment removal and cleanup activities in project records, including notes, photos, and waste disposal receipts

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

Review and organize all project documents for archiving, including contracts, inspection reports, maintenance logs, invoices, and communication records

Confirm that each document is complete, accurately labeled, and ready for long-term storage

Create a digital archive of all project documents, scanning physical records as needed and organizing files by category and date

Save digital copies in the company’s secure cloud storage or document management system for easy retrieval

Label and store physical documents in secure storage, such as a designated archive room or filing cabinets

Use clear labels that indicate the project name, dates, and document types for easy reference

Verify that all archived documents comply with company policies and legal requirements for document retention, such as retention periods and security standards

Confirm that sensitive or confidential information is stored in accordance with data protection guidelines

Update the CRM and project records with archived document information, linking digital records to the client’s file for easy access during future reviews or audits

Note the location and access permissions for physical records

Communicate the completion of document archiving to key stakeholders, such as the project manager, finance team, and quality control personnel

Confirm that all relevant team members know how to access archived documents if needed

Schedule regular audits to confirm the integrity of archived records, ensuring that digital and physical copies remain accessible, accurate, and secure

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

Confirm that all payments have been processed or are scheduled as planned

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 client and insurance company (if applicable), detailing all completed work, materials used, and any additional charges

Include a clear breakdown of costs for easy client reference

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 client using the specified submission method (e.g., email, postal service, or portal)

Follow up to confirm that the client has received the invoices and to address any questions

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

Update the project status to reflect financial closure

Gather all closeout documents required for the roofing project, including warranties, maintenance manuals, and final inspection reports

Ensure all documents are up-to-date and signed as needed

Create a final project summary for the client, detailing the scope of work, key milestones, and accomplishments

Include a brief overview of project challenges and resolutions

Organize the closeout documents and final project summary into a client package

Ensure that all documents are clearly labeled and easy to navigate

Arrange a final meeting with the client to present the closeout package

Confirm the date, time, and location with the client

Review the closeout package with the client during the final meeting

Address any questions or concerns they may have about the documents

Request the client’s acknowledgment of the closeout package and final invoice

Obtain their signature or email confirmation for documentation

Document the completion of the closeout process in project records

File a copy of the signed closeout package for future reference