Closeout billing

A closeout task sits under a work package with an owner, due date, amount, summary and status. The project manager can see approved tasks ready for invoice and exceptions that need attention. When an approved task is signed off for billing, the task invoice workflow checks that it has an amount and work package. A successful run moves it to Invoiced and records an operation receipt.

Payment records connect to the task. They carry an invoice number, amount, due date, paid date, method and settlement status. When a payment is marked Received, the payment receipt workflow writes a Payment Record operation receipt. The overdue and disputed list makes collection exceptions visible to the Owner.

• Task readiness. The task owner and due date identify the closeout work; Approved is the billing starting point.
• Invoice action. A valid approved task moves to Invoiced with an operation receipt.
• Collection. Payment records connect the invoice reference and due date to the task’s follow-up.

Decide who signs off a task as Approved, who initiates its invoice action and who records a received payment. Confirm how invoice numbers are assigned by the accounting process and where the supporting document is stored. Check the task amount and work package before the invoice action, because either missing detail leaves the task Approved with a Failed receipt. Agree how the Owner handles overdue or disputed payment records and what evidence is needed to mark a payment Received.

Imagine a task to finish and inspect lobby trim by Friday. Its owner records the work summary and amount under the lobby package. After sign-off, the project manager invoices the approved task. A payment record carries the invoice reference and due date. If the customer disputes the amount, the Owner can keep it visible as Disputed while the project team checks the task and package record.

Start with a task in the ready-to-invoice list. Confirm the owner, work package, amount and due date. Run the billing action and check that the task becomes Invoiced with a successful receipt. Create the payment record with the same task reference and the invoice number used in the accounting process. When collection is confirmed, mark it Received and inspect the resulting payment operation receipt.

Try a second approved task without an amount. It should remain Approved and show a Failed receipt after the attempted invoice action. Fix the amount before retrying. A paid task should also be checked against its payment records so the team can explain the amount received and any remaining balance.

• Tasks Ready To Invoice — Approved tasks with their amount, owner and package context.
• Task Billing Exceptions — Approved or missed tasks requiring a closer billing review.
• Payments Overdue Or Disputed — Collection cases needing follow-up by the Owner.

Follow closeout billing and the implementation plan for the first rehearsal.