CloseOut Documents

CLOSEOUT DOCUMENTS

General Contractors and Building Owners, stop manually updating spreadsheets and stop pulling your hair out during the closeout process! NAPCO’s online CLOSEOUT service helps you collect and organize all the documents you need to close-out your job.

This tool is even simpler for a subcontractor’s workflow because they upload directly from the email they received. It automatically sends reminders to the people who owe you documents. And the alerts continue until the last document from each sub is submitted and approved.

Closeout Docs auto-generates reports on what is outstanding, rejected, etc, and tells you what data has been collected and received. It delivers an interactive, living turnover package that is superior to what you’re doing now.

GCs get paid faster. Clients get superior Closeout Books.

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NJIT

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Mechanical Rooms

Digital Closeout Docs – Organized Project Handover for AEC Teams

Simplify your construction project handovers with NAPCO’s Digital Closeout Documents service. We help contractors, architects, and facility managers deliver organized, searchable, and digital documentation packages at the end of every job — ensuring compliance, clarity, and long-term facility efficiency.

Whether you’re wrapping up a school, hospital, or commercial site, Closeout Docs ensures that as-builts, warranties, O&M manuals, shop drawings, permits, and more are digitized, indexed, and delivered in a professional, searchable format.

Key components of closeout documents include:

As-built drawings: Updated drawings reflecting the final construction, including any changes made during the project.
Warranties: Documentation providing details on product and system warranties.
Certificate of Occupancy: Official document authorizing the building’s occupancy after it meets safety and code requirements.
Final lien waivers: Documentation releasing contractors’ and subcontractors’ claims on the property.
Punch lists: Lists of outstanding tasks or items requiring completion before final project sign-off.
Final change orders: Documentation of all approved changes to the original project scope.
Operations and maintenance manuals: Detailed instructions for operating and maintaining building systems.
Commissioning reports: Records of system testing and performance verification.
Submittals and shop drawings: Documentation of materials and components used in the project.
Substantial completion certificate: Indicates that the project is substantially complete and ready for occupancy.
Final project closeout report: A comprehensive document summarizing the project’s completion, including lessons learned.
Financial documents: Records of all project expenses, invoices, and payments.
Transfer of utilities: Documentation of the transfer of utility services to the owner.
Quality certificates: Documentation demonstrating compliance with quality standards.
Legal documents: Includes contracts, permits, and other legal agreements related to the project.

Ideal For:

General contractors & construction managers
Design-build firms
Facility maintenance teams
School districts & public agencies
Owners needing digital record retention

Why Choose NapcoNet’s Closeout Docs?

Reduce delays in facility turnover
Eliminate lost paperwork and disorganized binders
Create professional, branded closeout packages
Digitally archive for long-term access
Improve client satisfaction & close faster

Built for AEC Workflows

Closeout documents in the AEC enviroment are a comprehensive set of records compiled at the end of a project, ensuring all aspects are finalized and documented for future reference. These documents serve as proof that the project meets the agreed-upon standards, provides vital operational information, and facilitates a smooth handover to the owner. They are crucial for maintaining project integrity, preventing future disputes, and establishing accountability for maintenance and warranties.

With over 75 years in the business, Napco understands the critical need for well-structured documentation at the end of a project.

Need help gathering or scanning documents? We offer full document scanning and organization services, too.

Let’s Wrap Your Project the Right Way

Need up-to-date as-builts? Combine Closeout Docs with reality capture services like 3D scanning or drone imaging.

Contact Napco to request a quote or schedule your Closeout Docs project today. Your clients will appreciate the professional finish, and your team will save time and headaches.

👉 Request a Consultation