CloseOutFlow is the Managed Operations layer that owns warranty registration, documentation, and exception handling after your technicians leave the home — so nothing falls through the cracks between "installed" and "closed."
Built for contractors running ServiceTitan, Housecall Pro, Jobber, or FieldEdge.
Warranty registrations get missed. Photos get skipped. Model and serial numbers get entered wrong. Your office finds out three weeks later — usually when a manufacturer rejects a claim or a customer calls asking where their paperwork is.
Unregistered units mean unprotected customers and unprotected margin.
Missing photos, model numbers, or permits surface only when it's too late to fix them easily.
Owners and managers have no reliable way to see which installs are actually complete.
Your team is excellent at installing. This isn't an installation problem. It's a completion problem.
CloseOutFlow sits between "installation complete" and "operationally closed." Every job your techs finish gets processed, verified, registered, and packaged by our team — the same day, every day — with full visibility for your managers.
We pull yesterday's completed installs from your field service platform every morning.
Our team checks documentation, photos, model/serial data, and permits against your standards.
We register warranties, resolve exceptions with your office, and assemble the customer close-out packet.
You get a weekly review and a monthly dashboard — so completion is never a mystery.
One managed operation. Eight completion-critical functions.
End-to-end ownership of post-install completion.
Every eligible unit registered, confirmed, and logged.
Photos, models, serials, and permits checked against standard.
A professional, branded packet for every homeowner.
Missing information routed and resolved — not just flagged.
Backfill and correct historical installation records.
A standing operational review with your team.
Full visibility into completion, quality, and risk.
No more guessing. No more chasing your office for updates. One dashboard, updated continuously.
Sample Company — Sample Month
Yesterday's installs are verified and moving before your morning huddle.
Every eligible unit registered — no more manufacturer claim denials.
Your admin team stops absorbing close-out backlog at month-end.
CloseOutFlow is built specifically for install-heavy residential contractors who've outgrown informal close-out processes.
| In-House Office Staff | Virtual Assistant | CloseOutFlow | |
|---|---|---|---|
| Owns the outcome, not just the task | ✕ | ✕ | ✓ |
| Consistent daily process | ✕ Varies by person | ✕ Varies by VA | ✓ Standardized SOP |
| Exception handling | ✕ Often missed | ✕ Needs management | ✓ Built-in |
| Manager visibility / reporting | ✕ Manual, if at all | ✕ None | ✓ Weekly + Monthly |
| Requires you to manage them | ✕ Yes | ✕ Yes, closely | ✓ No |
| Scales with install volume | ✕ Hiring required | ✕ Hiring required | ✓ Built-in |
"Before CloseOutFlow, we found warranty gaps months later. Now every install is registered before we even think about it."
Jordan D., Owner
Placeholder Mechanical, TX
"Our office finally got their afternoons back. Close-out just happens now."
Sam R., Operations Manager
Placeholder Air Co., OH
"The weekly review alone caught issues we didn't know we had."
Morgan K., Owner
Placeholder Heating & Cooling, NC
Placeholder testimonials — replace with real customer quotes before launch.
No. We work inside your existing platform. CloseOutFlow is an operational layer, not a replacement for your field service software.
We use scoped, permissioned access set up during onboarding — configured to your security preferences, and limited to what's required for close-out processing.
Installations completed on a given business day are processed the next business day as part of our standard daily intake.
We flag it as an exception, route a specific request to the responsible person on your team, and track it until resolved — nothing sits unaddressed.
Yes. Terms are outlined in your agreement, and we don't lock contractors into long-term commitments they've outgrown.
Book a 20-minute discovery call. We'll map your current close-out process and show you exactly where the gaps are.
Book a Discovery CallNo obligation. No software to install. No changes to your field operations.