Guides

How to close out a job and get paid

The work is done, but the job is not finished until the customer has agreed it is done and you have been paid. A few steps at the end protect you from late complaints and unpaid balances.

Walk the job with the customer

Do a final walkthrough together, room by room or area by area. Letting the customer see the work and say what they think, while you are still there, turns a surprise next week into a small fix today.

Write a punch list

Note anything the customer wants fixed or finished, in plain words, with the date. A punch list stops 'I thought you were going to' from becoming an argument, and it tells you exactly what is left to do before you are paid.

Get the sign-off in writing

When the list is done, ask the customer to confirm the work is complete. A short sign-off with the date, the job and what is still outstanding, if anything, is enough. Keep a copy.

The wording on a sign-off might read
I have inspected the work described above and it has been completed to my satisfaction, apart from any items listed as outstanding.

Send the final invoice the same day

Invoice while the job is fresh, with the deposit and any change orders already credited, so the balance is clear. Put the due date and how to pay on it. The sooner it is sent, the sooner it is paid.

Ask for a review

A customer who is happy with the work is the best time to ask for a review. Send the link once the job is paid, and keep the message short. Only ask people who have just done business with you.

Keep the records

Keep the signed quote, change orders, photos of the finished work, the sign-off and the receipt together. If a question comes up months later, you will be glad you did.

Free template to go with this

Or let QuoteDash do it

QuoteDash turns the accepted quote into an invoice in one tap, credits the deposit and any change orders, lets your customer pay by card or bank, and texts a review request after the job is paid.

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Questions

Do I need a written sign-off on every job?
It is a good habit on any job where the customer could later say it was not finished. A short form takes a minute and gives you a dated record.
What if the customer will not sign off?
Find out what is stopping them. If there is a real item left to do, add it to the punch list and fix it. If they are holding back for no reason, keep your records and follow the steps for a late invoice.
When should I ask for a review?
When the job is finished and paid, while the customer is happy. Keep it brief and make it easy to leave one.

This guide is general information for tradespeople, not legal or financial advice. Rules differ by state and by trade, so check what applies where you work.

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