What should a site audit cover when scoping an AV system upgrade?

The audit should document every component in the existing system - display models, sources, control processors, cabling runs, rack layouts, and any integration with third-party platforms such as room booking systems or UC platforms. Note the condition of existing cabling and whether containment is adequate for the new system. Photograph each rack and key connection point. The audit output becomes the basis for the upgrade specification and determines which existing infrastructure can be retained.

How do you handle unexpected infrastructure issues discovered during strip-out?

Pre-agree with the client at contract stage that infrastructure discoveries during strip-out will be costed and notified before work continues, rather than absorbed into the project price. When an issue is found, document it immediately with photographs, raise a variation quote, and obtain written approval before committing the additional labour or materials. This prevents disputes at final account.

When should the final invoice be raised on an AV upgrade project?

The final invoice should be raised on the day of client handover, after written sign-off is received and all system functions have been tested and accepted. Raising the invoice before sign-off creates a weaker position if post-commissioning issues arise and delays the close-out record in the job management system.

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AV Systems Integration - System Upgrade and Technology Refresh

7 steps. One system. End to end.

Step by step

Enquiry and site auditLeads

Log the client request as a lead and schedule a structured site audit using eForms App to capture existing equipment, cabling, control system configuration, and integration points.

Upgrade specification and quoteQuotes

Specify what will be retained and replaced, then quote for equipment, cabling, removal labour, installation, programming, and commissioning. Include a contingency line for infrastructure risks.

Order confirmation and deposit invoiceInvoices

Raise a deposit invoice on quote acceptance, confirm project dates, create the job record, and assign the project lead.

Equipment procurementPurchase Orders

Issue purchase orders for all replacement equipment with delivery dates tied to the installation window. Track order confirmations and flag lead time risks early.

Delivery receipt and checkingDelivery Notes

Receive and check all deliveries against purchase orders before accepting. Flag quantity or specification discrepancies immediately to protect the commissioning schedule.

Strip-out and installationJobs

Remove the existing system within the agreed room availability window, install new equipment, complete cabling and rack builds, and prepare for commissioning.

Commissioning, handover, and final invoiceProject Tracking

Commission and test all system functions, walk the client through operation, obtain written sign-off, issue as-built documentation, and raise the final invoice.

What this workflow solves

Clients request an AV upgrade quote before the existing system has been documented, so the scope is unclear and pricing gaps only emerge once the project is underway.

Purchase orders for replacement equipment are placed too late relative to the installation window, forcing a room reschedule or crew to wait on site for delivery.

Strip-out reveals that existing cabling or rack infrastructure is incompatible with the new system, creating unplanned rework that wasn't costed in the original quote.

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