Contract Closeout Process

VIDEO | Contract Closeout

When your contract is closed, you can initiate the closeout process by reviewing and answering the closeout sections you are responsible for. Once completed, you can Save and mark as complete. If your company has an overall contract closeout process set up in your Project settings, you will Save and send closeout request, and the person assigned to the closeout sectionwill be notified via email. Upon completion the contract manager receives a notification email stating that the closeout section is complete.

The following Step by Step walks you through the contract closeout process. Note that this Step by Step assumes that setup of your contract closeout sections and questions has already occurred.

Step by Step — Contract Closeout Process

  1. From the Contracts page of InEight Contract, select the Structural Steel contract used in previous Step by Steps.

  2. Select the Contract Closeout tab.

    • You may need to click the side arrow to locate the tab

  3. On the Contract Closeout tab, click the Refresh checklist button. This will pull the information from Project settings and refresh your Contract Closeout tab. You can refresh a checklist in a contract if any questions have been updated in the project settings. Only checklists that have not been started, are not completed, or are not recalled are refreshed.

    • Your closeout sections display in boxes as either Not Started or Not Applicable, depending on what you set up in your project workflow

  4. Select the Engineering section by clicking on the Engineering closeout box.

    • The Engineering closeout page appears

  5. Answer the closeout questions for the Engineering closeout section, by selecting the appropriate answers from the drop-down lists.

    • You can add notes to further explain and clarify your responses

    • On the left hand side of the page, you have the Scheduled Closeout Date and Forecasted Closeout Date

  6. Select the appropriate Scheduled and Forecasted closeout dates.

    • This function will push to InEight Report where you can run reports to see what is closed out and what is remaining
  7. Repeat these steps for the other closeout sections.

  8. After you have filled in the sections, click Save and send closeout request.

    • If you feel that something may not be complete yet, you can click Save to revisit later

    • The first approver that is assigned in the workflow will then receive an email from InEight.Mail@ineight.com to review the closeout section and either mark it as complete or recall the closeout section

  9. If you are the approver, review the closeout section that was submitted.

  10. If you are ok with marking this complete, do so by selecting Save and mark complete.

    • You can always see the status when you click the contract totals button

    • Once all your applicable closeout boxes on the Contract Closeout tab are marked as complete, your contract is closed
    • When your closeout section is marked as complete they will display the following:

    • A notification email message is sent to the contract creator when the checklist is complete. English is the only language supported for any localization settings in email.