The Closed Stage of a project marks the finish line—where all work is complete, financials are wrapped up, and the project is officially marked done. Once your project enters this stage, you’ll still be able to review documentation and reports, but you won’t be able to make any edits or add new documents or transactions.
Because of that, it’s essential to ensure everything is fully buttoned up before you promote your project to Closed. Below is a recommended checklist to help you prepare confidently.
Before You Promote to Closed Stage: Key Steps to Follow
Buyout & Vendor Commitments
Finalize all vendor commitments: Make sure all commitments and change orders are marked as Executed in the Buyout Tab.
Upload supporting docs (optional): If desired, attach signed commitment forms directly in RedTeam when marking them as executed.
Input and Route all vendor invoices: Ensure each invoice is routed, approved, and marked as Executed.
Record all payments: For accounting-integrated users (QBO or Sage), be sure to enter payments in your accounting software. Otherwise, record them in RedTeam. This ensures there are no open accounts payable.
Employee Time & Expenses
Commit all timesheets and expenses: Use the Employees Menu's Time and Expenses tabs to make sure all labor and related costs are accounted for. Any timesheets or expenses left in a Draft status will not be recorded in the Actuals column of the project budget.
Commitment Status & Budget Cleanup
Close out all commitments: After entering all actual costs, change the status of commitments to Closed in the Buyout Tab. You may need to shift the status of unused labor or expense authorizations to Closed to wipe remaining committed funds from the budget.
Note that any subcontract or purchase order that is not fully invoiced can only be marked Closed if the "close non-zero" option is turned on for that specific commitment form in the Configuration Menu. Otherwise, a negative change order may be applied to zero out any remaining committed amount that will not be invoiced.
Check the Budget Tab: Your "Open" column should show $0.00.
Zero out unused funds: Manually remove any leftover At Risk or Contingency funds from your Budget tab if needed. Both columns should read $0.00 if all spending on the project is complete. (use the "More" icon, or ellipsis, to delete these column values in bulk)
Contract Changes
Review Change Orders: Make sure all pending changes have either been approved or voided in the Contract Tab.
Update your Schedule of Values (SOV): Confirm that all changes are reflected and the SOV total matches your final contract value.
Billing & Payments
Enter all customer invoices: Use the Billing Tab to issue final bills.
Commit the last Progress Bill: It should reflect 100% completion for every line item and include full retainage release.
Ensure payment entries are complete: If you're using QBO, log payments there; otherwise, record in RedTeam. This ensures no accounts receivable are left open.
Final Reports & Project Wrap-Up
Submit final Progress Reports: Mark them as committed in the Progress Tab.
Resolve all Requests for Correction: Make sure they’re marked as complete.
Finalize Submittals: In the Submittals Tab, ensure every item is both Approved and Acknowledged.
Close Correspondence Items: Check the Dialog Tab to close out any open items and confirm all meeting minutes are entered and committed.
Wrap up Action Items: Mark all outstanding tasks complete in the Team Tab.
When Everything Is Ready…
Once you’ve completed the steps above:
Promote the project to the Closed Stage.
This officially marks the project as complete and locks down all further editing. If you ever need to reference or report on project details afterward, you can still return to generate reports and view documentation.
Taking a few extra minutes to work through this checklist can save you time and headaches later. Closing a project the right way ensures a clean record, complete financials, and smooth audits—every time.