What Should I Do When a Job Is Finished?
By Bill Stilwell · Last reviewed October 17, 2026
The short answer
Section titled “The short answer”Close every job with the same checklist: confirm the work matches what was sold, check quality, get the customer’s approval or write down what’s still open, confirm payment, store every document, give the customer what they need going forward, and schedule any future service. Ask for a review only after the customer is satisfied, and ask everyone the same way.
Why it matters
Section titled “Why it matters”The end of a job is where small problems turn into big ones. The customer finds a missed item after the crew leaves. The final invoice includes a charge they never approved. The warranty never got sent. Six months later, there’s a dispute and nobody can find the signed change order. A closeout checklist stops all of this and sets up the next sale.
16.9.1 Scope confirmation
Section titled “16.9.1 Scope confirmation”What it means: confirming what was sold and what, if anything, is still outstanding.
How to do it: compare the finished work to the estimate, contract, and any change orders (see 11.1.5 Change Order). List anything left to do, with a date.
Common mistake: closing the job while an approved add-on is still unfinished.
16.9.2 Payment completion
Section titled “16.9.2 Payment completion”What it means: confirming final payment was received or that approved payment terms are in place.
How to do it: check that the final payment cleared, or that the customer is on agreed terms (see 10.7.4 Final Payment and 16.6.1 Payment Requests and Confirmation).
Common mistake: marking a job closed with a balance nobody’s tracking.
16.9.3 Document completion
Section titled “16.9.3 Document completion”What it means: storing every key document for the job.
How to do it: save the estimate, contract, change orders, receipts, invoices, and warranty in one job folder (see 12.2 Shared Files).
Common mistake: documents spread across email, texts, and a truck glove box.
16.9.4 Customer handoff
Section titled “16.9.4 Customer handoff”What it means: giving the customer what they need after you leave.
How to do it: deliver care or use instructions, access details or passwords for anything you set up, records like permits or inspection results, warranty terms, and who to contact for support.
Common mistake: the customer calls six months later because they never got the manual or the warranty.
16.9.5 Quality review
Section titled “16.9.5 Quality review”What it means: confirming required work and quality checks are complete.
How to do it: run your quality checklist, take completion photos, and do a final walk-through when it fits (see 17.7 Quality Control).
Common mistake: skipping the final check when the crew is running late.
16.9.6 Feedback request
Section titled “16.9.6 Feedback request”This line is covered on 14.6.1 Review Request Timing. Ask for feedback or a review only after you’ve confirmed the customer is satisfied, and ask every customer the same way. Google prohibits offering incentives for reviews, and the Federal Trade Commission’s (FTC’s) rule on consumer reviews took effect October 21, 2024.
16.9.7 Retention entry
Section titled “16.9.7 Retention entry”What it means: setting up future maintenance, renewal, or follow-up when it applies.
How to do it: add a reminder in your customer relationship management (CRM) system for the next service, such as an annual tune-up or a warranty check (see 17.10 Retention and Reactivation).
Common mistake: a customer who needed yearly service hires someone else because you never reached out.
17.9.1 Completion confirmation
Section titled “17.9.1 Completion confirmation”What it means: confirming the work or delivery is complete.
How to do it: mark the job complete in your system only after the scope check and quality review are done. Record the date.
Common mistake: calling a job “done” while waiting on a part.
17.9.2 Customer acceptance
Section titled “17.9.2 Customer acceptance”What it means: getting the customer’s approval or recording what’s unresolved.
How to do it: ask the customer to sign or reply to confirm the work is complete. If they raise issues, write them down with a plan to fix them.
Common mistake: no sign-off, so a dispute later turns into your word against theirs.
17.9.5 Documents
Section titled “17.9.5 Documents”What it means: storing agreements, change orders, photos, receipts, and warranties.
How to do it: this is the same job folder from 16.9.3. Add before and after photos. Only use photos publicly if you have permission (see 11.1.12 Photo Permission).
Common mistake: posting a customer’s home on your profile without asking.
17.9.7 Future service
Section titled “17.9.7 Future service”What it means: setting maintenance, renewal, or reactivation reminders.
How to do it: this is the same step as 16.9.7. Set the reminder before you close the job.
Common mistake: relying on memory for next year’s service.
Related lines covered elsewhere: 17.9.3 Final invoice is on 10.7.5 Invoices. 17.9.4 Payment is on 10.7.4 Final Payment. 17.9.6 Feedback is on 14.6.1 Review Request Timing.
When to get help from a pro
Section titled “When to get help from a pro”Most businesses can build this checklist themselves. A CRM or field service software consultant can turn it into a required closeout form. Questions to ask:
- Can the system block “closed” status until the checklist is complete?
- Can job documents and photos attach to the customer record automatically?
- Can the next service reminder be created at closeout?
Bill’s note
Section titled “Bill’s note”[Bill: add a short note. For example, a dispute that a signed acceptance would have prevented, or how a client’s closeout process changed the reviews they got.]
If you’d rather have this done for you, SiteSmarty helps businesses add job photos and reviews to their Google Business Profile.
How I did this for SiteSmarty
Section titled “How I did this for SiteSmarty”- [Date I did this:]
- [What I actually did, step by step: the closeout checklist I use for SiteSmarty projects]
- [What it cost and how long it took:]
- [What surprised me or what I’d do differently:]
- [Screenshot or photo to add, with private info blurred: a completed closeout checklist and job folder]
- [Result so far:]
Questions people ask
Section titled “Questions people ask”How do I get a customer to sign off on finished work? Ask them to sign a completion form or reply to a completion email. Write down any open items with a fix date.
What documents should I keep after a job? The estimate, contract, change orders, invoices, receipts, warranty, and photos, all in one job folder.
When should I ask for a review? After the work is complete and you’ve confirmed the customer is happy. Ask every customer the same way, and never offer something in exchange.
How do I set up the next service? Add a reminder in your CRM at closeout for the next maintenance, renewal, or check-in.
Audit check
Section titled “Audit check”| Outline line | Question | Pass looks like | Fail looks like | Evidence to collect |
|---|---|---|---|---|
| 16.9.1 Scope confirmation | Was finished work checked against what was sold? | Scope and change orders compared | Open items missed | Closeout checklist |
| 16.9.2 Payment completion | Is final payment confirmed or on approved terms? | Payment cleared or terms recorded | Untracked balances | Payment record |
| 16.9.3 Document completion | Are all job documents stored together? | One complete job folder | Scattered documents | Job folder |
| 16.9.4 Customer handoff | Did the customer get instructions, records, and contacts? | Handoff packet sent | Customer missing key info | Handoff email or packet |
| 16.9.5 Quality review | Were quality checks done before closing? | Checklist and photos | No final check | Checklist and photos |
| 16.9.7 Retention entry | Is future service scheduled where it applies? | Reminder in CRM | No reminder | CRM reminder |
| 17.9.1 Completion confirmation | Is completion recorded with a date? | Marked complete after checks | Marked early | Job record |
| 17.9.2 Customer acceptance | Did the customer approve or list open issues? | Signed or written acceptance | No sign-off | Acceptance record |
| 17.9.5 Documents | Are photos and records stored with permission noted? | Photos stored, permission noted | Photos posted without permission | Job folder and permission form |
| 17.9.7 Future service | Is a reminder set before closing? | Reminder created at closeout | Relies on memory | CRM reminder |
Where this fits
Do this first: 17.7 Quality Control, 11.1.5 Change Order
Do this next: 14.6.1 Review Request Timing, 17.10 Retention and Reactivation
Related pages: 10.7.4 Final Payment, 10.7.5 Invoices, 11.1.9 Warranty, 11.1.12 Photo Permission, 13.4.8 Proof Page, 12.2 Shared Files, 16.7 Follow-Up Procedures
Sources
- Google Business Profile Help, "Tips to improve your local ranking on Google" (checked October 17, 2026)
- Google Business Profile Help, "Tips to get more reviews" (checked October 17, 2026)
- Federal Trade Commission, "The Consumer Reviews and Testimonials Rule: Questions and Answers" (checked October 17, 2026)
This page explains general rules and Bill's own experience. It is not legal, tax, or insurance advice. Talk to a qualified professional about your situation.