Snags, handover sign-off and client billing
Every snag is logged with a photo before and closed only with a photo after. The homeowner signs the handover off on a page with the items, warranties, care guides and keys. It goes only once snags are closed and cleaning and QC are done. The last client bill falls due as the job enters Closure.
PLANSEvery plan
The problem it solves
- A shutter gap is reported on WhatsApp, fixed or not, and nobody can prove which.
- The client moves in, then refuses the last payment over snags that were never written down.
- Care guides and warranty cards are handed over loose and lost by the next monsoon.
How it works
- Log a snag on the web or in the Site app: what is wrong, the room, the source (Our QC, Client, Handover Walk). Add who fixes it, who follows up, the Fix By date and the photo before.
- Once it is put right, add the photo after and press Fixed. A manager checks it and presses Close, or Reopen if it is not right.
- Make the handover: each item with its room, brand, serial or model, warranty months and care guide; keys and manuals; photos and documents. Tick Deep Cleaning Done and Final QC Done.
- Press Send for Sign-off. It is refused while any snag is open or the two boxes are not ticked. The client gets "Your home is ready" by email and WhatsApp with a link.
- On the page the client presses Approve, or Ask for changes with what is wrong. Changes asked opens a snag from their note (source Handover Walk) and the handover goes back to draft.
- Signed off, the Closure stage check passes. With warranties (Growth), every item with warranty months becomes a warranty from the handover date.
Everything it does
Snags
- Snag, project, room, Source, Fixed By (a subcontractor or vendor; empty means our own team), Follows Up, Fix By, Before and After photos, notes
- Statuses: Open, Fixed, Closed; Fixed is refused without the photo after
- Close: an Interiors Manager only
- Due note on each snag, such as 3 days late
- Caused By and Charge Back: a closed snag goes on that subcontractor's next running bill as a back-charge, once
- Interiors > Projects > Site > Work and Handover > Snags, filter Not Closed
Handover
- Project, date, Handed Over By
- What We Hand Over: item, room, brand, Serial / Model, Warranty (Months), Care Guide
- Keys and Manuals; Photos and Documents
- Deep Cleaning Done and Final QC Done must be ticked
- Statuses: Draft, With the Client, Signed Off
- Signed in Person when the client signs at the walk-through
The client's sign-off page
- No login: a signed link, also under Waiting for you in the Client app
- Shows the items with warranties and care guides, the keys and manuals, photos and files
- The client can note or like each photo, then Approve or Ask for changes (a note is needed)
- Who decided, when and what they wrote are kept on the handover; whoever handed over is told
Client billing at the end
- The ready payment plan's last 5 % falls due when Closure starts, with 3 days to pay
- It stops the job: Handed Over waits until it is received
- With Accounting a draft customer invoice is made when it falls due
Who uses it
Site supervisor and QCLog snags with photos in the Site app and mark them fixed.
Project managerCloses snags, prepares the handover and sends it for sign-off.
HomeownerChecks the home, signs off on the page or writes what is wrong.
AccountsFollows up the last payment before the job is handed over.
Where you use it
- Web: Interiors > Projects > Site > Work and Handover > Snags and Handovers
- The SmartMy Interiors Site app: Snags (new with a photo, Fixed with the after photo, Close for managers), working without signal
- The client's sign-off page, and Waiting for you in the Client app
- The apps are built and in testing, not in the app stores yet
What you control
Settings
- Who fixes and who follows up each snag
- Warranty months and care guide per handed-over item
- The last payment milestone and whether it stops the job (on in the ready plan)
Notifications
- Please Decide: the handover, to the client and the client's people on the team, by email and WhatsApp, with the link
- Client Decided: to the person who handed over, in the app
- Project Payment Due: the last payment, to the client by email, WhatsApp and in the app
- Sent at once, at any hour: these are work messages, so quiet hours do not hold them back
Questions
Can we hand over with one small snag still open?
Not through the sign-off: it is refused while any snag is open. Close the snag, or move the stage on with Ask to Move On and an approval.What if the client signs on paper at the walk-through?
Press Signed in Person. It is recorded as signed off with your name.What happens when the client asks for changes?
A snag is made from what they wrote, with source Handover Walk, and the handover goes back to draft. Fix it, close it and send again.Can the client log snags themselves?
Not as snags. Before handover they write them when asking for changes; after handover they use Ask for service in the Client app.Which plan has it?
Every plan, Starter included. Warranties from the handover come with Growth.Related features
AFTER HANDOVERWarranties and after-sales serviceWhen the homeowner signs the handover off, every item with warranty months becomes a warranty from that day. The client asks for service from the Client app with a photo, and the team sees at once whether it is under warranty. With SmartMy Desk each request becomes a helpdesk ticket.PROJECTSWork plan and subcontract work ordersPlan the site work from your template and the approved estimate, with dates, the critical path and a Gantt. Give carpentry, false ceiling or painting to subcontractors on work orders at their rates. Pay them only on measured work your manager certified, and charge back the snags they caused.PROJECTSProject stages held by roles, with checksEvery home moves from Site Measurement to Handed Over through stages, each held by a role such as the designer or the site supervisor. A project leaves a stage only when its check passes, for example the measurement sheet approved or every cut list made. The client reads in their app what each stage means.PROJECTSPayment plans that stop the job until paidGive each project a payment plan, such as the ready 10 / 50 / 35 / 5. Milestones fall due when a stage starts: the client is asked for 50 % as production begins. The job does not move on until that money is in. Payments Due shows what every client owes.APPSThe SmartMy Interiors appsThree phone apps on the same data as the web. SmartMy Interiors for sales, designers and managers; SmartMy Interiors Site, which works without signal; SmartMy Interiors Client for the homeowner. Built and tested against a test server; not yet run on a phone and not in the app stores.
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