These are daily responsibilities that should be performed during the day and verified at the end-of-day.
Job Closure Objective
Every job should end the day in one of three states:
- Done and paid
- Done and billed (AR tracked)
- Intentionally left open with a documented reason
Anything else is a failure point.
1. Job Status Review – Open & Incomplete Jobs
Run and review:
- Jobs not marked “Done”
- Jobs marked “Started” or “In Progress”
Verify:
- Why the job is still open
- Whether it should be:
- Marked Done
- Converted to an invoice
- Rescheduled
Action required:
- No job should remain open without a note explaining why
2. Closed Jobs Audit (Same-Day)
Run a report for:
- Jobs marked Done today
Verify each job has:
- Invoice created
- Payment status recorded (Paid / Pending / Billed)
- Customer signature
- Required photos uploaded
- Clear technician notes
Missing items must be corrected before end of day.
3. Accounts Receivable (AR) Check
Run:
- Outstanding invoices / unpaid jobs
Review:
- Age of unpaid invoices
- Reason for non-payment:
- Waiting on check
- Financing pending
- Property management / commercial billing
Action required:
- Confirm AR jobs are tagged correctly
- Ensure follow-up responsibility is assigned (office vs technician)
Estimates Follow-Up Report
Run:
- Pending estimates
- Declined estimates
Verify:
- Pending estimates have a follow-up plan
- Declined estimates include a reason
Action required:
- Tag jobs for follow-up
- Assign callbacks or office follow-up as needed
Membership & IAQ Opportunity Review
Run:
- Jobs completed today
Verify:
- Membership status is updated
- IAQ concerns noted when applicable
- Any missed opportunities are flagged for coaching (not discipline)
Photo & Documentation Spot Check
Randomly audit:
- At least 3–5 jobs per day
Verify photos exist for:
- Thermostat
- Indoor unit / attic
- Plenum / IAQ (when applicable)
- Outdoor unit
Missing documentation should be addressed immediately.
Technician Communication Check
Verify:
- Techs who had delayed jobs communicated with dispatch
- Reschedules were confirmed with customers
- No customer was left without an update
Revenue & Daily Snapshot
Review:
- Jobs completed today
- Revenue generated
- Average ticket trends
This is not a sales review — it’s an early warning system.
Callback & Warranty Review
Run and review:
- Jobs tagged as Callback Visit
- Jobs involving Warranty parts
Verify:
- Callback documentation references the original job
- Warranty notes are complete
- Warehouse process was followed (sheet + job # + notification)
End-of-Day Accountability
Before clock-out, confirm:
- All reports reviewed
- Issues assigned or resolved
- No job left in limbo