What documents should be included in an AV system handover pack?

A complete AV handover pack should include as-built drawings showing final cable routes and connections, a firmware version log for every device in the system, the IP address schedule, archived DSP and control system program files, signed test certificates, manufacturer warranties with activation confirmation, user guides, and the signed commissioning acceptance form. Building this progressively during commissioning prevents gaps and reduces compilation time at handover.

How should commissioning time be priced relative to installation?

Commissioning is typically quoted as a separate line item from installation labour. For AV system integrations, commissioning commonly represents 15-25% of total installation time, depending on system complexity and the number of rooms or zones. DSP-heavy systems, multi-room control installations, and systems with video conferencing integration take proportionally longer to commission. Always quote commissioning at the same fully burdened rate as installation, not at a reduced rate.

What should we do if the client requests changes during the commissioning walkthrough?

Distinguish clearly between within-scope corrections (the system is not performing as specified) and scope additions (the client wants something beyond what was agreed). Within-scope corrections should be resolved before sign-off. Scope additions require a written variation order with an agreed price before any additional work proceeds. Agree both categories in writing at the walkthrough, and do not adjust the system for additions until a variation order is signed.

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Workflow Scenario

AV System Integration - Commissioning and Handover

8 steps. System signed off. Invoice raised the same day.

Step by step

Pre-commissioning hardware checkWorks Orders

Verify all hardware is installed and secured, all cabling is labelled at both ends, IP addresses are assigned, and power is confirmed to all racks and devices before functional testing begins.

Individual component testingeForms App

Test each component against the project specification - display calibration, audio output levels, camera PTZ presets, and control system button assignments. Record pass or fail for each component in the commissioning checklist.

Signal flow testingeForms App

Test signal flow end-to-end through the complete system for each room or zone. Confirm every source feeds every intended destination and test all switching sequences under normal operating conditions.

DSP and control system verificationWorks Orders

Step through all DSP presets, control system macros, room-combine functions, and multi-room routing. Confirm every user-facing function works as specified in the scope of works.

Integrated system test with end-usersJobs

Run the integrated system with end-users present. Walk through each function the client will use day-to-day. Log any adjustments required - within-scope corrections or additions needing a variation order before work proceeds.

Handover pack compilationJobs

Compile the handover pack progressively during commissioning: as-built drawings, firmware version log per device, IP address schedule, DSP and control system file archive, test certificates, manufacturer warranties, and user guides.

Client sign-offeForms App

Obtain formal client acceptance via the eForms App confirming the system has been tested, accepted in its commissioned state, and the handover pack received. The signed digital record provides dated acceptance for any future warranty claims.

Commissioning milestone invoiceInvoices

Raise the commissioning milestone invoice on the same day sign-off is obtained. This milestone typically represents 25-30% of total contract value. Sync to Xero, QuickBooks, or FreeAgent on the same day.

What this workflow solves

Commissioning is complete and the system is fully tested, but the client won't arrange end-users for the acceptance walkthrough, leaving the final invoice delayed by weeks with no clear resolution in sight.

A fault appears six months after handover and there is no documented firmware baseline or test record to prove the system was commissioned correctly - leaving the integrator exposed to warranty claims they cannot challenge.

The commissioning engineer resolves unexpected issues on-site but the additional time and materials go uncaptured against the job, so the final invoice does not reflect actual cost and the commissioning margin is absorbed.

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