Closeout Workflow

Step 1: Coordinate Final Walkthrough Date

• 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

Step 2: Prepare Walkthrough Checklist

• Create a checklist of key areas and tasks to review during the final walkthrough
• Include items related to quality, safety, and functionality

Step 3: Review Project Documentation

• Organize all relevant project documentation, including inspection reports and client communications
• Ensure documents are ready for reference during the walkthrough

Step 4: Conduct a Pre-Walkthrough Inspection

• Perform a pre-walkthrough inspection with the project team to identify any last-minute issues
• Address any concerns before the client arrives

Step 5: Confirm Final Walkthrough Agenda

• Review the final walkthrough agenda with the project manager
• Ensure that all key topics and areas are covered in the agenda

Step 6: Communicate Walkthrough Plan to Client

• Provide the client with an overview of the walkthrough plan
• Confirm the clients understanding and agreement with the agenda

Step 7: Reconfirm Final Walkthrough Schedule

• Send a reminder to the client and project manager one day before the walkthrough
• Reconfirm the date, time, and meeting location

Step 1: Begin the Walkthrough with a Brief Overview

• 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

Step 2: Inspect All Roofing Components and Key Areas

• 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

Step 3: Verify Compliance with Project Specifications and Standards

• 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

Step 4: Address Any Questions or Concerns Raised During the Inspection

• 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

Step 5: Confirm Completion of Roofing Work to the GCs Satisfaction

• 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

Step 6: Document the Final Inspection Results and Approval

• 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

Step 7: Save Final Inspection Records in Project Files

• 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

Step 1: Schedule a Meeting with the Client

• 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

Step 2: Listen to Client's Concerns

• Allow the client to express any final issues, concerns, or suggestions
• Take detailed notes to ensure each concern is clearly understood

Step 3: Assess the Client's Concerns

• Assess the validity and impact of the clients concerns
• Determine if the issues are related to quality, functionality, or safety

Step 4: Develop a Plan of Action

• Develop a specific plan to address each concern raised by the client
• Prioritize urgent issues and allocate resources accordingly

Step 5: Communicate the Plan to the Client

• Present the plan of action to the client for approval
• Provide clear explanations and timelines for resolving each concern

Step 6: Implement the Action Plan

• Assign tasks to relevant team members or subcontractors to address the clients concerns
• Confirm that all corrective actions are completed promptly

Step 7: Follow Up with Client for Confirmation

• Follow up with the client to confirm that their concerns have been fully addressed
• Document the clients satisfaction with the final results

Step 1: Gather Project Documentation

• Collect all relevant project documentation including inspection reports punch lists change orders and progress reports
• Ensure all documents are complete and organized

Step 2: Review Documentation for Completeness

• Check each document to ensure it is complete and accurately reflects the roofing work performed
• Address any missing information or discrepancies

Step 3: Prepare Final Report

• 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

Step 4: Update Project Management System

• Enter all final documentation and information into the project management system
• Ensure the system is up-to-date with accurate and complete records

Step 5: Compile Supporting Documents

• Compile all supporting documents required for project closeout such as permits inspection certificates and compliance reports
• Ensure these documents are readily accessible and organized

Step 6: Review with Project Manager

• Discuss the final documentation with the project manager to ensure all items are accurately documented
• Make any necessary adjustments based on their feedback

Step 7: Prepare Document Packet for GC

• 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

Step 1: Collect Manufacturer Warranties

• Collect all manufacturer warranties for roofing materials, such as shingles, flashing, and underlayment
• Confirm that each warranty includes coverage details and expiration dates

Step 2: Compile Contractor Warranties

• Compile any contractor-provided warranties for workmanship and labor
• Specify the duration and coverage of each warranty in a summary document

Step 3: Gather Product Manuals and Instructions

• Gather product manuals and installation instructions for key roofing components
• Include safety guidelines and maintenance recommendations

Step 4: Organize Warranties and Manuals

• Organize all warranties and manuals into a client package
• Ensure that the package is clearly labeled and easy to navigate

Step 5: Review Warranty Information with Client

• Schedule a meeting or call with the client to review the warranties and manuals
• Explain coverage details and how to file a warranty claim if needed

Step 6: Provide Digital and Physical Copies to Client

• Provide the client with both digital and physical copies of all warranties and manuals
• Confirm receipt and ensure the client understands how to access and use the information

Step 7: Document Warranty Transfer (if applicable)

• Document the transfer of any transferable warranties to the client
• Obtain the clients acknowledgment of the transfer in writing

Step 1: Obtain Written Approvals

• 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

Step 2: Document Approvals

• 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

Step 3: Inform Project Team

• 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

Step 4: Store Approvals Securely

• 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

Step 1: Schedule Final Inspection with Insurance Adjuster

• Schedule the final inspection with the insurance adjuster, confirming the date, time, and key areas to be inspected
• Communicate the inspection schedule to the project team

Step 2: Prepare Documentation and Reports for Final Inspection

• Prepare documentation and reports for the final inspection, including completion checklists, quality control results, and photos of key areas
• Organize these materials for easy reference

Step 3: Conduct Walkthrough with Insurance Adjuster

• Conduct a walkthrough of the completed roofing work with the insurance adjuster, explaining key milestones, completed punch list items, and final corrective actions taken
• Address any questions or concerns

Step 4: Review Adjusters Feedback and Recommendations

• Review the feedback and recommendations provided by the insurance adjuster, noting any additional corrections or improvements needed for final approval
• Confirm that all feedback is documented accurately

Step 5: Implement Adjusters Recommendations and Make Corrections

• Submit the compiled documentation and photos to the insurance company according to their specified submission process (e.g., email, portal, mail)
• Obtain confirmation of receipt from the insurance company

Step 6: Obtain Final Approval and Sign-Off from Insurance Adjuster

• Communicate the status of the final submission to the client and project team, confirming that all documents have been submitted and acknowledged
• Address any client questions or follow-up requests

Step 7: Communicate Adjusters Final Approval to Client and Project Team

• Document the submission of final records in the project records and CRM, noting the submission date, contents, and confirmation received
• Update the project status to Final Documentation Submitted

Step 1: Compile All Final Documentation and Photos for Submission

• Compile all final documentation and photos related to the roofing project, including inspection reports, punch list completion records, warranties, and client sign-offs
• Verify that all documents are complete and up-to-date

Step 2: Review Documentation and Photos with Project Manager

• Review the compiled documentation and photos with the project manager, ensuring that all records are accurate and properly formatted for submission
• Make any necessary corrections or additions

Step 3: Organize Documentation by Category for Easy Reference

• Organize the documentation by category, such as inspections, warranties, repairs, and approvals, to facilitate easy reference by the insurance company
• Label each document clearly and consistently

Step 4: Prepare a Cover Letter for the Insurance Company

• Prepare a cover letter for the insurance company summarizing the completed work, key milestones, and included documentation
• Address the cover letter to the appropriate insurance representative

Step 5: Submit Documentation and Photos to the Insurance Company

• Arrange transportation for all roofing equipment and tools back to the storage facility
• Ensure all equipment is securely loaded and transported safely

Step 6: Communicate Submission Status to Client and Project Team

• 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

Step 7: Document Submission in Project Records and CRM

• 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

Step 1: Plan Equipment Removal

• 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

Step 2: Coordinate with Roofing Crew

• Inform the roofing crew of the schedule for equipment removal and site cleanup
• Ensure everyone understands their responsibilities and the timeline for completion

Step 3: Gather Cleanup Supplies

• 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

Step 4: Dismantle Roofing Equipment

• Safely dismantle and remove all roofing equipment such as ladders scaffolding and safety barriers
• Ensure equipment is cleaned inspected and prepared for transport

Step 5: Transport Equipment

• 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

Step 6: Remove Roofing Debris

• 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

Step 7: Dispose of Waste Properly

• Arrange transportation for all safety equipment back to the storage facility
• Ensure all equipment is securely loaded and transported safely

Step 8: Inspect Site for Completeness

Step 9: Document Cleanup

Step 10: Communicate Completion

Step 1: Prepare Safety Checklist

• 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

Step 2: Gather Safety Inspection Tools

• 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

Step 3: Conduct Safety Inspection

• 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

Step 4: Document Findings

• Record detailed notes and take photographs of the current state of all safety equipment
• Use the safety checklist to ensure all aspects are covered

Step 5: Verify Equipment Condition

• 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

Step 6: Dismantle Safety Systems

• Review any challenges or issues encountered during the project
• Identify the root causes and discuss how they were addressed and resolved

Step 7: Transport Safety Equipment

• Solicit feedback from the team on the overall project process including communication resource allocation and support
• Use this feedback to identify areas for improvement

Step 8: Dispose of Damaged Equipment

Step 9: Store Equipment Securely

Step 10: Record Safety Check Completion

Step 1: Schedule Debrief Meeting

• Coordinate with the roofing team to schedule the project debrief meeting
• Confirm the date time and location for the meeting

Step 2: Prepare Meeting Agenda

• 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

Step 3: Gather Project Documentation

• Collect all relevant project documentation including final reports inspection records and feedback from the GC
• Ensure you have copies for reference during the meeting

Step 4: Conduct Debrief Meeting

• Hold the project debrief meeting with the roofing team
• Discuss the project from start to finish highlighting key achievements and areas for improvement

Step 5: Identify Successes

• 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

Step 6: Discuss Challenges

• Review all uploaded documents in Subtrak to ensure they are accurate and complete
• Correct any errors or omissions before finalizing the records

Step 7: Gather Feedback

• Create a backup of all digital files on an external hard drive or cloud storage service
• Ensure the backup is secure and easily accessible

Step 8: Document Lessons Learned

Step 9: Develop Action Plan

Step 10: Share Debrief Outcomes

Step 1: Gather Project Documents

• Collect all relevant project documents including contracts permits inspection reports punch lists warranties and final approvals
• Ensure all documents are complete and organized

Step 2: Review Documentation for Completeness

• Check each document to ensure it is complete and accurately reflects the roofing work performed
• Address any missing information or discrepancies

Step 3: Digitize Physical Documents

• Scan any physical documents to create digital copies
• Ensure all scanned documents are clear and legible

Step 4: Organize Digital Files

• 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

Step 5: Upload Documents to Subtrak

• Review the final invoices with the project manager, confirming that all charges and descriptions align with the completed work
• Obtain the project managers approval before submission

Step 6: Verify Document Accuracy

• Send the final invoices to the client and insurance company, following the specified submission process (e.g., email, postal service, or portal)
• Confirm receipt of invoices by both parties

Step 7: Backup Digital Files

• Communicate the submission of the final invoices to the client and project team, providing a summary of the invoices and any key details
• Address any remaining client questions or follow-up requests

Step 8: Store Physical Copies Securely

Step 9: Record Archiving Completion

Step 10: Communicate Completion to Team

Step 1: Review Project Financial Records with Accounting Team

• 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

Step 2: Verify Outstanding Balances and Payment Schedules

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

Step 3: Reconcile Final Project Expenses and Adjustments

• 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

Step 4: Prepare Final Invoices for Client and Insurance Company

• Prepare final invoices for the client and insurance company, detailing all completed work, materials used, and any additional charges
• Include a clear breakdown of costs

Step 5: Review and Approve Final Invoices with Project Manager

• Communicate the status of the final submission to the client and project team, confirming that all documents have been sent and acknowledged
• Address any remaining client or insurance company questions

Step 6: Send Final Invoices to Client and Insurance Company

• Update the project status to Closed in the CRM, noting the final submission date and completion of all project requirements
• Notify all relevant team members of the project closure

Step 7: Communicate Final Invoice Submission to Client and Team

• Document the final submission of invoices and closeout documents in the project records, including dates, confirmation receipts, and any final client communications
• Confirm that all records are accurate and complete

Step 8: Document Financial Settlement and Invoice Submission in CRM

Step 1: Compile All Closeout Documents for Client and Insurance Company

• Compile all closeout documents required for the client and insurance company, including final inspection reports, warranty information, completion certificates, and photos

Step 2: Review Closeout Documents with Project Manager

• Review the closeout documents with the project manager, confirming that all necessary items are included and formatted correctly
• Make any adjustments or additions as needed

Step 3: Prepare Final Invoice Package for Submission

• Prepare the final invoice package for submission, including the final invoice, cover letter, and closeout documents
• Ensure that all documents are clearly labeled and organized

Step 4: Send Final Invoice and Closeout Documents to Client and Insurance Company

• Send the final invoice and closeout documents to the client and insurance company, following the specified submission process (e.g., email, postal service, or portal)
• Obtain confirmation of receipt from both parties

Step 5: Communicate Final Submission Status to Client and Project Team

Step 6: Update Project Status to Closed in CRM

Step 7: Document Final Submission in Project Records