Construction services · Operations
Punch list and project handover
Close out a project without the punch list dragging on for months. Subcontractors confirm their fixes and the client records their walk through a shared link, and the final invoice waits for the operations manager to approve final completion.
- Duration: 2 to 6 weeks
- How often: For every project at substantial completion
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
The punch list is one long spreadsheet that every trade has to search for its own items.
Items are marked done by the trade and found still open on the client walk.
Warranties and manuals are chased for weeks after the keys are handed over.
The final invoice and the retention release wait because nobody is sure the project is finished.
With it
Each trade gets only its own items with a date, and confirms the fixes with after photos through the shared link.
The superintendent rechecks every item before the client walks the project.
The closeout documents are handed over against a checklist before final completion is approved.
Final completion is one approval, and the final invoice follows it straight away.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The superintendent considers the work substantially complete and starts a run for the project.
- 1
Walk the project and list every punch item
Hidden from the shared linkWeek 1Superintendent · Team
Walk every room and area, and record each item that is unfinished, damaged or not to specification, with its location and the trade responsible.
Checklist
- Every room and area walked
- Each item photographed
- Trade named for every item
Fields to fill in
- Punch items, with location and trade (required)
- Link to the punch photos (required)
- 2
Sort the punch list by trade
Week 1Punch list writer · AI agent
The punch list writer groups the items by trade and area, and drafts a message to each subcontractor foreman with their items.
Fields to fill in
- Punch list by trade (required)
- Draft messages to the trades
Checked by: The superintendent corrects the list before sending it to the trades in step 3.
- 3
Send each trade its items
Week 1Superintendent · Team
Correct the list, set a fix-by date and send each subcontractor foreman their items and the date, with the shared run link.
Checklist
- List matches the walk
- Fix-by date set for each trade
- Shared link sent to each foreman
Fields to fill in
- Punch items due by (required)
- 4
Fix the punch items and share the after photos
Weeks 1 to 3Subcontractor foreman · Shared link
The foreman fixes the items the superintendent sent. Then, through the shared link, they tick the checklist, share a link to the after photos and note any item that cannot be fixed yet, and why.
Checklist
- Every item on the list fixed
- Area cleaned after the work
Fields to fill in
- Link to the after photos (required)
- Items not fixed, and why
- 5
Recheck every item
Hidden from the shared linkWeek 3Superintendent · Team
Walk the project again and check each item against its after photo. If items are still open, mark the run as blocked and note which.
Checklist
- Every item has an after photo
- Every item rechecked in place
Fields to fill in
- Items still open
- 6
Walk the project and accept the punch items
Week 4Client representative · Shared link
Through the shared link, the client representative records the result of their own walk: everything accepted, or the items they still want fixed, with a link to their photos.
Fields to fill in
- Decision (required)
- Items still to fix
- Link to the client's photos
- 7
Hand over the closeout documents
Week 4Project manager · Team
Share links to the as-built drawings, operation and maintenance manuals, warranties and certificates, and hand over the keys and access cards.
Checklist
- As-built drawings
- Operation and maintenance manuals
- Warranties
- Test and inspection certificates
- Keys and access cards
Fields to fill in
- Link to the closeout documents (required)
- Warranty start date (required)
- 8
Approve final completion
Hidden from the shared linkWeek 5Operations manager · Team
Check that the client has accepted every punch item and that the closeout documents are complete, then approve final completion.
Checklist
- Client accepted every punch item
- Closeout documents complete
- Keys and access cards handed over
Fields to fill in
- Final completion date (required)
Approval: The final invoice and the retention release stay locked until the operations manager approves final completion.
- 9
Issue the final invoice and request the retention release
Hidden from the shared linkWeek 5Project accountant · Team
Issue the final invoice, request release of the retention as the contract says, and schedule the subcontractors' final payments.
Checklist
- Final invoice issued
- Retention release requested
- Subcontractor final payments scheduled
Fields to fill in
- Final invoice number (required)
- Retention release due
Done when
Every punch item is fixed and accepted by the client, the closeout documents are handed over, final completion is approved and the final invoice is issued.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Punch list writer
Sorts the punch items from the walk by trade and drafts a message to each trade.
What it does
- Reads the punch items, locations and trades recorded in step 1
- Groups the items by trade and by area
- Drafts a short message to each subcontractor foreman with their items
- Completes its step for the superintendent to check
Checked by: The superintendent corrects the list before sending it to the trades in step 3.
Questions this template answers
Give each trade only its own items with a date, and ask for proof of every fix. In step 3 the superintendent sends each foreman their items and a fix-by date with the shared link, and in step 4 the foreman ticks the checklist and shares a link to the after photos.
Record every item with its location and trade on the walk, then sort the list before it goes out. In step 1 the superintendent records the items, in step 2 an AI agent groups them by trade and area, and in step 3 the superintendent corrects the list before any trade sees it.
Recheck every item yourself first, then let the client record their own walk in one place. Step 5 is the superintendent's recheck, and in step 6 the client representative accepts the punch items or lists what they still want fixed through the shared link.
Hand over the as-built drawings, operation and maintenance manuals, warranties, test and inspection certificates, and the keys and access cards. Step 7 gives the project manager that checklist and records the link to the documents and the warranty start date.
Make final completion an approval that depends on the client's acceptance and complete closeout documents. Step 8 is an approval gate: the final invoice and the retention release stay locked until the operations manager approves final completion.
Let AI turn the walk notes into a list per trade, and keep the checking with your people. In step 2 the punch list writer sorts the items and drafts a message to each trade, and in step 3 the superintendent corrects it before sending.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.