Use the right documentation at the right stage instead of treating every request as a final invoice task.
Review known scope gaps before production. Document newly discovered conditions during the work, then reconcile the completed work and supporting costs at closeout. The correct sequence depends on the file and your company’s approval process.
Before production: resolve what you already know
Your initial photos, measurements, and carrier estimate can reveal missing components or quantities. Review those gaps while the work is still being planned. Align the proposed scope, customer agreement, and production instructions so the crew and office are working from the same information.
During production: capture what becomes visible
Tear-off may reveal layers, decking conditions, or other details not visible during the initial inspection. Record actual conditions while they are exposed, with overviews, close-ups, measurements, and notes. Preserve relevant invoices and communicate any scope changes through your company’s process.
At closeout: reconcile the file
Use completion photos, invoices, and the latest estimate to show what was actually done and what remains under review. Avoid duplicate requests for items already included in a revised estimate. Production completion, carrier review, and customer collection are separate milestones.
Your next-file checklist
- Review known gaps before the production handoff
- Assign responsibility for production photos
- Record newly discovered conditions promptly
- Compare final documentation with the latest estimate