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Terms & Conditions

Last Updated: August 20, 2026

These Terms & Conditions ("Terms") govern your access to and use of the Closeout Done website and services ("Services") provided by Closeout Done ("Closeout Done," "we," "us," or "our").

By accessing our website, submitting a project, requesting a quote, purchasing Services, or otherwise engaging with Closeout Done, you agree to these Terms.

If you do not agree to these Terms, do not use our Services.

1. Our Services

Closeout Done provides construction documentation and project closeout services, which may include:

  • collection and organization of project documentation;

  • document classification and indexing;

  • compilation of closeout packages;

  • review of project documentation for apparent completeness;

  • identification of apparent missing or incomplete documents;

  • organization of O&M manuals, warranties, submittals, record documents, testing records, certificates, and related materials;

  • preparation of project handover documentation; and

  • other documentation-related services agreed upon in writing.

The specific Services, deliverables, pricing, turnaround time, and project requirements will be established in the applicable quote, proposal, order, or statement of work ("Project Agreement").

2. We Are a Documentation Service

Closeout Done provides administrative, organizational, and documentation services.

Unless expressly agreed otherwise in a Project Agreement, Closeout Done does not provide:

  • architectural services;

  • engineering services;

  • legal services;

  • accounting services;

  • construction management;

  • project management;

  • commissioning services;

  • professional inspection services;

  • certification of construction work;

  • verification that construction complies with applicable laws, codes, plans, specifications, or contracts; or

  • professional opinions regarding the adequacy, safety, performance, or condition of construction, equipment, or building systems.

Our review of documents is intended to identify apparent issues, inconsistencies, duplicates, or missing information based on the materials and requirements provided to us.

3. Customer Responsibilities

You are responsible for providing accurate, complete, and timely information necessary for us to perform the Services.

You represent that you have the necessary rights and authority to provide documents and information to Closeout Done for processing.

You are responsible for:

  • providing project documentation;

  • providing applicable project specifications and closeout requirements when available;

  • identifying any special owner, architect, GC, or contract requirements;

  • providing access to relevant files and systems where applicable;

  • responding to requests for clarification or missing information;

  • reviewing deliverables;

  • obtaining required approvals from project stakeholders; and

  • submitting final documentation to the appropriate parties unless otherwise agreed in writing.

Closeout Done is not responsible for delays or deficiencies resulting from missing, inaccurate, corrupted, illegible, outdated, or incomplete information supplied by the Customer or third parties.

4. Quotes and Project Scope

Quotes are based on the information available to Closeout Done at the time the quote is prepared.

Unless otherwise stated, a quote covers only the Services and deliverables specifically described in the applicable Project Agreement.

Additional work may require an additional fee if, for example:

  • project requirements materially differ from those represented;

  • substantially more documentation is provided than anticipated;

  • additional projects or buildings are added;

  • significant additional review or organization is required;

  • the Customer requests material changes after delivery; or

  • previously undisclosed requirements materially increase the scope of work.

We will seek Customer approval before performing material additional work whenever reasonably practicable.

5. Project Materials

You retain ownership of the project documents and materials you provide to us ("Customer Materials").

You grant Closeout Done a limited, non-exclusive right to access, copy, process, organize, analyze, and modify Customer Materials solely as reasonably necessary to provide the Services.

Closeout Done will not sell Customer Materials or use them for unrelated commercial purposes.

You remain responsible for ensuring that your submission of Customer Materials does not violate the rights of any third party.

6. Confidentiality

We will use commercially reasonable measures to protect confidential project information provided to us.

We will not knowingly disclose confidential Customer Materials to third parties except:

  1. as necessary to provide the Services;

  2. with your authorization;

  3. when required by law, court order, or governmental authority; or

  4. to service providers that support our operations and are subject to appropriate confidentiality obligations.

If your project requires specific confidentiality, security, data-retention, or information-handling requirements, those requirements should be identified before work begins and may require a separate written agreement.

7. AI-Assisted Processing

Closeout Done may use automated software, artificial intelligence, machine-learning systems, optical character recognition, document-processing tools, or other technology to assist in processing Customer Materials.

AI-assisted processing may be used for tasks such as:

  • document classification;

  • information extraction;

  • document matching;

  • identification of potentially missing information;

  • organization;

  • summarization; and

  • quality-control assistance.

AI-assisted processing does not replace final human review where human QA is included in the applicable Service.

Because automated systems can produce errors, Customer remains responsible for reviewing final deliverables before submission or reliance.

8. Deliverables and Customer Review

Deliverables are provided for the purpose described in the applicable Project Agreement.

Unless expressly stated otherwise, Closeout Done does not guarantee that a project owner, architect, engineer, GC, government authority, or other third party will accept a deliverable.

The Customer is responsible for reviewing the final package and confirming that it satisfies the applicable project contract, specifications, owner requirements, and submission requirements.

If errors attributable to Closeout Done are identified within the agreed review period, we will make reasonable corrections consistent with the original scope of work.

9. No Guarantee of Completeness

Closeout Done may identify documents that appear to be missing or incomplete based on the information available to us.

However, we cannot guarantee that our review will identify every missing, inaccurate, expired, defective, or noncompliant document.

We do not guarantee that a closeout package is complete for purposes of a particular contract unless that specific guarantee is expressly included in a signed Project Agreement.

10. Third-Party Documents and Information

Closeout Done may organize or process documents created by subcontractors, vendors, manufacturers, architects, engineers, consultants, owners, or other third parties.

We do not independently guarantee the accuracy, authenticity, completeness, validity, or technical adequacy of third-party information.

Where appropriate, we may flag apparent discrepancies or missing information for Customer review.

11. Fees and Payment

Fees are established in the applicable quote, proposal, invoice, or Project Agreement.

Unless otherwise stated:

  • payment is due according to the payment terms specified in the applicable invoice or Project Agreement;

  • work may be paused if an account becomes materially overdue;

  • additional work outside the agreed scope may be separately billed; and

  • applicable taxes and transaction fees may be added where required.

For projects requiring substantial upfront work, Closeout Done may require a deposit or full payment before work begins.

12. Cancellation and Refunds

Because Services may involve substantial manual and automated processing after a project begins, cancellation and refund eligibility depends on the stage of the project.

Unless otherwise specified in a Project Agreement:

  • cancellations requested before work begins may be eligible for a full or partial refund;

  • once substantial work has begun, fees may be retained in proportion to Services performed; and

  • completed Services are generally non-refundable.

Specific cancellation terms may be established in the applicable Project Agreement.

13. Intellectual Property

Closeout Done retains ownership of its:

  • software;

  • systems;

  • workflows;

  • templates;

  • methodologies;

  • processes;

  • proprietary tools;

  • non-customer-specific materials; and

  • other intellectual property used to provide the Services.

Subject to payment in full, Customer receives the right to use the final project-specific deliverables provided to Customer for its internal business purposes and the purposes for which those deliverables were created.

14. Service Availability

We will use commercially reasonable efforts to perform Services within agreed timelines.

However, deadlines may be affected by:

  • late delivery of Customer Materials;

  • missing information;

  • third-party delays;

  • changes in project requirements;

  • unusually large document volumes;

  • technical failures;

  • force majeure events; or

  • other circumstances outside our reasonable control.

We will communicate material delays when reasonably practicable.

15. Limitation of Liability

To the maximum extent permitted by applicable law, Closeout Done and its owners, employees, contractors, affiliates, and service providers will not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages arising from or related to the Services.

To the maximum extent permitted by law, Closeout Done's aggregate liability arising out of a project will not exceed the amount actually paid to Closeout Done for that project during the 12 months preceding the event giving rise to the claim.

Nothing in these Terms limits liability that cannot legally be limited under applicable law.

16. Customer Indemnification

To the maximum extent permitted by law, Customer agrees to defend, indemnify, and hold harmless Closeout Done and its owners, employees, contractors, and affiliates from claims, losses, liabilities, damages, and reasonable expenses arising from:

  • Customer's unauthorized submission or use of third-party materials;

  • Customer's violation of applicable law or contractual obligations;

  • Customer's misuse of deliverables; or

  • information supplied by Customer that is materially inaccurate or misleading.

17. Third-Party Services

Closeout Done may use third-party software, hosting providers, document-processing services, cloud storage, AI systems, payment processors, or other technology providers.

Those services may have their own terms and privacy policies.

We are not responsible for outages or failures of third-party services outside our reasonable control.

18. Website Use

You may use the Closeout Done website only for lawful purposes.

You may not:

  • interfere with website operation;

  • attempt unauthorized access;

  • introduce malicious code;

  • scrape or systematically extract website content without permission;

  • impersonate another person or entity; or

  • use the website to violate applicable law.

19. Changes to These Terms

We may update these Terms from time to time.

The updated Terms will be posted on this page with a revised "Last Updated" date.

For active projects, the terms contained in the applicable Project Agreement will control where they conflict with subsequently updated website terms, unless otherwise agreed.

20. Governing Law

These Terms will be governed by the laws of the state specified in the applicable Project Agreement, without regard to conflict-of-law principles.

If the Project Agreement does not specify governing law, the governing law and venue should be established by the applicable entity's principal place of business and applicable law.

21. Entire Agreement

These Terms, together with any applicable quote, proposal, statement of work, order, and other written agreements between the parties, constitute the agreement governing the Services.

If there is a conflict between these Terms and a signed Project Agreement, the signed Project Agreement will control with respect to that project.

22. Contact

Questions regarding these Terms may be directed to:

Closeout Done
Website: closeoutdone.com

Closeout - Done!

Closeout Done is a construction closeout service that helps general contractors, project managers, project engineers, and construction teams organize, compile, and QA project closeout documentation.

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