Operations - Compiling and Delivering a Project Handover Pack

Create a handover pack checklist linked to the job record. Assign each document type to the responsible phase or sub-contractor so ownership is clear from the start.

Link each checklist item to the phase or sub-contractor responsible for producing it - test engineer for EIC, AV programmer for firmware logs, supplier for warranties. Ownership assigned at the start means you know who to chase.

File documents against the job record as each phase completes - not at the end. EIC added the day testing finishes. Commissioning records added on sign-off day.

One week before handover, review the checklist against documents collected. Chase any gaps directly from the responsible party - not through the site manager.

Compile in the client-agreed format with a numbered contents page. Name files consistently: project reference, document type, date.

Deliver to the named client contact - including billing contact if different - and request written confirmation of receipt. Receipt confirmation is the invoice trigger.

Issue the final invoice the moment written receipt confirmation is returned. Have it prepared before the pack is delivered so there is no delay.

Sync the final invoice to Xero, QuickBooks, or FreeAgent. Mark the job record as invoiced and complete.

We scramble for completion certificates and warranties at the end of every project - the final invoice is always delayed by missing documents we should have collected weeks earlier.

Sub-contractors and suppliers don't send their documentation unless we chase them specifically, and by handover day we're chasing everything at once.

Our final invoice goes to the project manager who then forwards it to accounts - by the time it reaches the right person it's already overdue.