Job closeout paperwork that runs itself

The paperwork after the work

When a job finishes, someone moves it to the closed list, pulls the hours, attaches the reports, checks the extras got billed, and costs the job. By hand, one job at a time. One office manager guessed the job costing step alone “could take, I don't know, 20 to 40 minutes per job.”

It also runs through one person. When that person is out, closeout stops.

Why closeout breaks

• Rows are dragged from sheet to sheet by hand, and hand-built close sheets break.
• Hours live in the time clock. Someone runs a report for each job, downloads the PDF and attaches it.
• The crew marks a job complete in one place, then someone types it again somewhere else.
• Extras the crew did may never reach the invoice.

How we automate it

• Every weekday at a set time, jobs marked complete move to that month's close sheet with every attachment and comment.
• Each job's hours are pulled from your time clock, such as VeriClock, and attached to the row.
• Each new month's close sheet is created on its own.
• Anything it cannot settle, like a job with no hours or a wrong job code, goes on a Needs Attention list.
• One morning email tells the office what moved and what needs a person.

What the office sees

One email in the morning. Closed jobs already in the close sheet, with their hours attached. The operations lead at the New York painting company said: “Your reports are more simple than the VeriClock report, so I love it.”

Proof

On its first run, the closeout system at a painting company in New York moved 27 jobs, 232 attachments and 20 hours reports. It has run on its own every weekday at 10:30 since September 14.

Closeout is also where most companies finally cost the job, months late. With real-time job costing, every job's profit is already there when it closes.

What it costs and how long it takes

A flat fee to build it, then a monthly fee to run it. We quote both on a free 30-minute call once we know your tools. No hourly bills. No surprise invoices.

Job closeout is live in 30 days or your money back.* The 30 days start the day we have working access to every system involved. It only takes 3 to 5 hours of your team's time and our team will do the rest.

*Terms in writing before we start.