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Printable checklist

Job closeout sheet

Print this and work down it before you sign off any job, whichever vendor did the work. A job closed against a written sheet leaves a file the next manager can use.

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How to use this sheet

Keep the work order beside you and go through the sheet in order: what was asked for, what the closeout report says was done, what is still open, and what the invoice charges. Tick each line, or write down why it is not ticked, and file the page with the report and the invoice. If the vendor cannot supply an item, decide whether to hold approval until they do.

The reasoning behind each group is in our articles on what a proper closeout report contains, on writing a punch list a vendor can price and on reading a maintenance invoice. TrionX includes photo documentation on every job, and this sheet is fair to hold us to as well.

The checklist

Job closeout sheet

Download the PDF to print

Scope against the work order

  • Work order number and property on the report match the one you raised
  • Equipment identified by location, model and serial
  • Fault described, with the cause found as well as the symptom reported
  • Work performed matches what was asked for
  • Readings recorded where relevant, such as pressures or current
  • Report was filed at the end of the visit

Photographs

  • Before photographs show the condition found
  • After photographs show what was done
  • Anything now concealed was photographed first
  • Model and serial labels photographed
  • Photo files match the item numbers on the list

Punch items and open work

  • Closeout lines match your punch list item numbers
  • Every item is marked done, not done or deferred
  • Any item not done has a reason written down
  • Recommendations and deferred items are in the file
  • Outcome matches what you asked for, such as make good or touch in
  • Next visit is agreed for anything still open

Invoice lines

  • Work order reference matches the report
  • Call-out charge appears once per visit and was disclosed before dispatch
  • Hours match the report and the number of technicians is stated
  • Rate applied is the one agreed for that time of day
  • Travel is not billed as labor as well as a call-out
  • Parts named by part number, description and quantity

File it

  • Report, photographs and invoice stored against the asset
  • Repeat failures on the same equipment noted
  • Cost split recorded where it passes to a tenant
  • Sheet dated

Where it comes from

Built from these pages

Common questions

Questions about this checklist

When should the closeout report arrive?

At the end of the visit, while it is still accurate. A report written weeks later is written from memory, and the readings and the specific observations are the first things to get smoothed over.

What if the invoice does not match the report?

Ask before approving. Compare the hours billed with the arrival and departure times in the report, the parts with what the photographs show was replaced, and the rate with the one agreed for that time of day.

Can I release part of a job for payment?

Yes, if the quote and the closeout are written against your item numbers. A vendor who will only quote a lump sum gives you nothing to release against, which is worth noting in the file.

More to print

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Want a closeout you can file as it is?

TrionX includes photo documentation on every job. Tell us the property and the work and we will go through what the closeout for it should contain.

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