Handover
The end of the job on one page: declare practical completion, keep the defects liability period and the handover checklist, record warranties, generate and send the PC certificate and the handover pack, release retention, record the outcome and close the project. A stage line (PC declared, Pack issued, DLP running, Final settled, Closed) shows where the job is. The project manager and admins act here; everyone else reads it.
- Nothing to switch on. Declaring, editing dates, keeping the checklist and warranties, sending the pack and closing need an admin or team role.
- The job is won and the work is substantially done. Open defects are shown to you before you declare.
- Retention releases are real claims, so the job's claims are set up (see Claims and invoices).
- Press Declare practical completion. Enter the Practical completion date, the Defects liability (months) (defaults to 12), who it was Certified by, any Conditions (printed on the certificate) and Other outstanding items not logged as defects, one per line.
- Press Declare practical completion. If defects are still open, Base lists them and asks you to Declare with these outstanding; they are recorded as outstanding items and printed on the certificate.
- The DLP starts, the handover checklist is seeded from the project documents, and the PC certificate is generated. Edit dates later changes the PC date and the DLP length or end date.
- Under Handover checklist, Add item: its kind (As-built, O&M manual, Warranty, Certificate, Compliance cert, Keys & access, Maintenance, Other), title, status (Missing, Collected, Included in the pack), who owes it and notes; attach a project document or upload one. Attach or Edit on an item does the same.
- Ask Base to chase the missing items drafts the chase emails for your approval.
- Under Warranty register, Add warranty: what is warranted, Given by (a subcontractor or supplier from Contacts), the length in months, when it starts, notes and the document.
- Generate PC certificate and Generate handover pack each open a chat where Base assembles the document (telling you first what would print as "to follow") and files it against the closeout. Regenerate reruns it.
- Send pack to client (once a pack exists): tick the client contacts, add other addresses and a Cc, write a message, and optionally Show the pack and the warranty register on the client portal. Press Send pack. The PDF is attached, replies come back to the job, and the page records when and to whom it went.
The Retention panel shows held to date, released, in draft and outstanding, with each release claim and its status. Release retention opens a chat that checks what is releasable (the first moiety at PC, the balance when the DLP ends), confirms the amount with you and creates the release claim through the normal claims path. A draft release is not released until it is sent.
- Ready to close? lists the checks: practical completion declared, defects liability period ended, no open defects, retention released, final claim issued.
- When every check passes, Close project. When only open defects fail, Close with open defects… asks why (at least five characters) and records the reason on the closeout. Nothing else can be closed past.
- Record outcome opens a chat that walks through quoted versus actual margin, the final contract sum including variations and lessons learned, then finalises estimate accuracy per section.
Once the project is closed, Prepare from actuals compares each estimate line with the approved costs on its cost code. Review and confirm shows the lines whose actual unit rate can be proposed as rate-book evidence, and each section summarised as actual against estimate; untick anything whose quantity or scope changed on site. Only what you confirm is written, and no live estimate is repriced. See what was fed shows it afterwards.
- Declaring PC seeds the checklist from documents already on the job and generates the certificate; if the certificate fails, PC is still declared and the page tells you.
- Open defects, retention and the final claim are read live from their own pages; the readiness checks here are the same ones Close enforces.
- With the handover automation on, a retention release falling due raises a notice.
- DLP expiry letter prepares the letter closing out the defects liability period from the closeout's dates.
- Retention comes back in two goes, at PC and at the end of the DLP, and both are claims through the normal invoice path. A release that is still a draft counts as neither released nor outstanding.
- Recording the outcome does not change the rate book. Feeding actuals does, and only what you tick.
- The actuals feed proposes a unit rate only where a line has a quantity, a real unit and a cost code no other priced line shares. Everything else is summarised per section, in percentages.
- Closing past open defects is the one override, and your reason is on the record.