Client Close-Out Workflow

This workflow documentation outlines the process of closing out a web-development client. It will include a checklist of tasks, templates, and structures to make this process as efficient as possible.

1. Project Deliverables Review

Overview

Before finalizing a project and handing it over to the client, we conduct a Project Deliverables Review to ensure all aspects of the website or application are fully functional, optimized, and meet our quality standards. This step ensures that the client receives a polished, professional product ready for public use.

✅ Completion Checklist

Use this checklist to verify all essential components before closing out the project:

📌 General

Website is live and accessible via the correct domain
SSL certificate is active and properly configured (https://)
All pages load correctly with no broken links or missing content

🎨 Design & User Experience

Images are optimized (compressed for performance without quality loss)
Responsive design functions correctly across desktop, tablet, and mobile
Website loads in under 3 seconds on a standard connection
Navigation is intuitive, and no UI elements are misaligned

🔍 SEO & Analytics

Proper meta titles and descriptions are set for each page
Images and other tags have appropriate alt text
Google Analytics is installed and tracking user data correctly
Robots.txt and sitemap.xml are generated and submitted to Google Search Console
Open Graph (OG) and Twitter Card tags are implemented for social media previews

🛠 Functionality

Contact forms submit successfully and send notifications
Client login/dashboard (if applicable) is fully operational
Any third-party integrations (APIs, CRM, payment processors) function as expected
Error pages (404, 500, etc.) are correctly configured and styled

📜 Legal & Compliance

Privacy Policy and Terms of Service pages are included if required
Cookie consent banner is active (if applicable)
Accessibility standards (WCAG) are met for inclusivity

🛡 Quality Assurance (QA) Standards

Before final delivery, the project undergoes Quality Assurance Testing to ensure it meets our high standards. The following checks should be performed:

1. Cross-Browser Testing

Verify site performance on Chrome, Firefox, Safari, and Edge.
Ensure compatibility with both Windows and macOS environments.

2. Mobile & Tablet Responsiveness

Test using multiple device screen sizes (can use Chrome DevTools, BrowserStack, or actual devices).
Ensure buttons, text, and images scale correctly.

3. Performance Optimization

Run a Google PageSpeed Insights test and address any major issues.
- Mobile versions must have higher than 85 score
- Desktop versions must have higher than 95 score
Optimize CSS, JavaScript, and images for faster loading.

4. Security Testing

Ensure all form inputs are validated to prevent XSS and SQL injection.
Check for exposed API keys or sensitive data in the source code.

5. Final Client Review

Conduct a walkthrough with the client.
Gather feedback and make any last-minute refinements.

2. Client Approval Process

Overview

The Client Approval Process is a crucial step before officially closing out the project. This meeting ensures that the client has reviewed the deliverables, tested the functionality, and is satisfied with the outcome. It also provides an opportunity to address any last-minute questions or minor adjustments.

📅 Scheduling the Final Walkthrough

To finalize the project, schedule a Client Approval Meeting that includes:

✅ A live walkthrough or recorded video presentation of the final product
✅ A review of all Project Deliverables (checklist completed in the previous step)
✅ An opportunity for the client to test functionality and provide final feedback

Best Practices for Scheduling:
- Preferred Format: Video call (Zoom, Google Meet) or in-person if local
- Attendees: Client, project manager, and key team members
- Agenda: Structured to review final deliverables and next steps
- Duration: 30-60 minutes depending on project complexity

📝 Client Approval Process

Once the walkthrough is complete, obtain official client approval to mark the project as complete.

📌 Approval Options

Verbal Approval
Ideal for small projects or clients with ongoing contracts.
Confirm in writing via email with a summary of the meeting and next steps.
Written Approval (Recommended for Final Close-Out)
Send a Client Approval Form that includes:
- Final project description
- Confirmation that all deliverables meet the agreed-upon requirements
- Acknowledgment of transition to post-launch support (if applicable)
Approval can be collected via:
- Email Confirmation (Client replies “Approved”)
- Digital Signature (Google Forms, DocuSign, PandaDoc)

Example Email for Client Approval:

#### Example Email for Client Approval:

Subject: Final Approval - [Project Name]

Hi [Client's Name],

Thank you for taking the time to review the final version of your [website/application].  
We have completed all project deliverables, and everything is ready for launch.  

Please confirm your approval by replying to this email with “Approved” or by signing the attached approval document.

Next Steps:
- We will proceed with [handover training/post-launch support] as discussed.
- Your project will be considered **officially closed** upon approval.

Let us know if you have any final requests before approval.  

Best,  
[Your Name]  
Dunosis Team

3. Project Documentation

Overview

Before closing out a project, ensure that all documentation is properly prepared and accessible to the client. This includes user manuals, source code documentation, and design specifications. Providing well-organized documentation enhances the client’s experience, simplifies maintenance, and ensures a smooth transition for any future updates.

📖 User Manuals & Guides

The official project documentation should be ready and up to date before delivery. This includes:

✅ An overview of the system’s functionality
✅ Instructions for managing the website or application
✅ Links to external resources or additional support

📌 Client Documentation Access:

Clients should be provided with a direct link to the official Dunosis documentation page:

➡️ Dunosis Documentation

Any project-specific manuals should be included in the final delivery folder or as an attached PDF.

📝 Source Code Documentation

A well-documented codebase ensures easier maintenance and scalability. Before closing the project, confirm that:

✅ The README file is updated with:
- Project description
- Installation instructions
- Deployment steps
- Configuration details (e.g., environment variables)
✅ Any inline code comments are present where necessary to explain complex logic
✅ API endpoints (if applicable) are documented

🎨 Design Specifications

A copy of the final design files should be included in the project handover package. This ensures that the client (or future developers) have access to:

✅ The Figma Design Guide, including typography, colors, and UI components

✅ Final brand assets, such as logos, icons, and illustrations

✅ Any exported assets (SVGs, PNGs, or font files) required for future updates

📌 Deliverable Formats:

Figma File Access: Provide a link to the final design file.
Local File Exports: Deliver high-resolution versions of graphics in Google Drive, Dropbox, or a ZIP archive.

4. Project Archiving

Overview

The Archiving process ensures that all project files, assets, and code are securely stored and organized before finalizing the close-out. Proper archiving helps maintain historical records, allows for future retrieval, and provides clients with a structured package of deliverables.

📂 Organizing & Storing Project Files

Before completing the project, all relevant files should be stored in a centralized location for historical reference.

✅ Backup all project files, including:

Source code and final commit history
Design files (Figma, logos, branding assets)
Documentation (manuals, README, and setup guides)
Any other project-related assets (images, videos, fonts, third-party integrations)

📌 Storage Location:

All files should be uploaded to Google Drive under the Dunosis Historical Content folder in the corresponding client folder:

➡️ Google Drive Archive

Folder Structure Example:

📂 Project_Archive
├── Codebase
│   ├── final_source_code.zip
│   ├── repository_backup.git
│   ├── readme.md
├── Assets
│   ├── branding/
│   ├── images/
│   ├── videos/
├── Documentation
│   ├── project_manual.pdf
│   ├── setup_guide.pdf
├── Design
│   ├── figma_link.txt
│   ├── exported_assets.zip

📦 Bundling the Client Handover Package

Once all files are organized, create a final ZIP package for the client containing:
✅ Final Codebase (excluding unnecessary development files)

Navigate to the repo directory and use this command to zip the source code and git history.

zip -r my_project.zip . -x "*.zip"

✅ Documentation (installation guide, credentials handover, FAQs)
✅ Design Assets (logos, UI elements, exported files)
✅ Database Dumps (if applicable)

📌 Delivery Method:
- Send via Google Drive (preferred)
- Email the ZIP package (if file size allows)
- Provide a download link from a secure cloud storage service

🔒 Privatizing the GitHub Repository

Once the project is archived and delivered:

✅ Change repository visibility to private (unless agreed otherwise with the client)
- Navigate to GitHub Repo → Settings → Change Repository Visibility
- Confirm the action to restrict future public access

✅ Remove external collaborators (if necessary)
- Check Settings → Manage Access
- Remove non-team members

✅ Transfer ownership (if applicable)
- If the client is taking full ownership, transfer the repository to their GitHub organization.

5. Collect Final Payment

Client Close-Out Workflow

5️⃣ Collect Final Payment

Overview

The final payment collection is the last step in closing out a project. Ensuring a smooth and professional payment process helps maintain good client relationships and reinforces your business credibility. This section outlines the available payment methods, invoicing process, and a professional email template for requesting payment.

Important!

This step is the MOST important in this entire workflow. It acts as a blocker for the remaining steps. Clients will NOT recieve a ZIP file of the project and the website will be taken down if this payment is not received.

💳 Payment Options

Clients can complete their final payment using any of the following methods:

✅ Stripe (Preferred for Online Payments)
- Secure credit/debit card processing
- Client receives an instant receipt
- Payment link generated via Stripe Dashboard

✅ Cash Payment (For Local Clients Only)
- Must be confirmed and documented with a receipt

✅ POS Terminal (For In-Person Transactions)
- Processed through the Evalon Payment Terminal
- Client receives an emailed receipt

✅ Zelle (For Direct Bank Transfers)
- Faster than standard bank transfers
- No transaction fees
- Payments sent to:
[dunosis]

🧾 Invoicing Process

Generate the Final Invoice
Use Odoo Accounting to create an invoice
Ensure the invoice includes:
- Total Amount Due
- Payment Due Date
- Breakdown of Services Rendered
- Payment Instructions & Accepted Methods
Send the Invoice to the Client
Email the invoice with a clear subject line
Attach a PDF version for easy reference
Follow Up on Unpaid Invoices
If no payment is received within 3 business days, send a polite reminder
If overdue, escalate by calling the client directly

📧 Final Payment Request Email Template

If you're not discussing payment in person or over the phone, you can use this email template to professionally request final payment:

**Subject:** Final Invoice for [Project Name] – Payment Due  

Hi [Client's Name],  

I hope you’re doing well!  

I wanted to follow up regarding the final invoice for [Project Name]. We have now completed all deliverables, and everything is ready for launch. Please find attached the invoice for the final payment of **$[Amount]**, due by [Due Date].  

You can complete the payment using any of the following methods:  
- **Stripe:** [Insert Payment Link]  
- **Zelle:** [Your Zelle Contact Info]  
- **POS Terminal (In-Person Payment)**  
- **Cash (If applicable)**  

Please confirm once the payment has been processed, and let me know if you have any questions.  

Thank you for your partnership on this project—I truly appreciate the opportunity to work with you!  

Best,  
[Your Name]  
Dunosis Team

6. Transition to Maintenance & Support

Overview

Once the project is completed and the final payment is collected, the next step is to transition the client into a Maintenance & Support Plan or hand over full control if they choose to manage their own deployment.

All projects built by Dunosis include one year of complimentary maintenance and support, covering:

✅ Domain management (renewals, DNS settings)
✅ Database and server backups & upgrades
✅ Light content updates (small text/image changes)

After the first year, clients can choose a paid maintenance plan or take over full responsibility for their site’s upkeep.

📌 Client Review of Maintenance Options

Clients can choose from four levels of ongoing support:

Plan	Coverage	Price
Lite	Domain management, database backups, and uptime monitoring	$5/month
Basic	Lite package + light content updates (text/images)	$10/month
Mid	Basic package + performance optimization and security monitoring	$20/month
Pro	Mid package + feature updates, integrations, and priority support	$30/month
None	Client assumes responsibility for hosting, maintenance, and security	Free

📌 Clients opting for "None" must:
- Handle their own server updates, security patches, and backups
- Renew their domain and SSL certificates manually
- Troubleshoot any technical issues independently

📅 Scheduling a Follow-Up Plan

Since Dunosis provides complimentary maintenance for the first year, it’s important to schedule a follow-up plan to discuss ongoing support options.

✅ 3-Month Check-In: Ensure everything is running smoothly
✅ 6-Month Review: Discuss content updates, performance, and security improvements
✅ 9-Month Pre-Renewal Discussion: Remind the client about their maintenance plan options
✅ 12-Month Final Review: If no paid plan is chosen, transition maintenance responsibilities to the client

7. Client Relationship Management

Overview

Maintaining a strong relationship with clients beyond project completion is essential for long-term business growth. The final step in the close-out workflow is expressing gratitude, providing final deliverables, requesting referrals and reviews, and sharing the project success.

This process includes:

✅ A final email with deliverables (ZIP files, documentation, and relevant links)
✅ A thank-you note to show appreciation for the partnership
✅ A request for referrals and reviews to help grow our business
✅ A custom QR code for easy access to the new website
✅ Celebrating the project! – Social media, portfolio updates, and network sharing

📧 Final Email & Thank You Note

Subject: 🎉 Your Website is Ready! Final Files & Next Steps

Hi [Client's Name],  

Congratulations! Your website is now fully completed, and it’s been a pleasure working with you on this project. 🎉  

Attached, you’ll find all the final deliverables, including:  
📂 **Final Source Code & Assets** (ZIP file)  
📖 **User Manual & Documentation**  
🔑 **Login Credentials & Access Links**  
🌐 **Your Live Website:** [Insert Website URL]  

We’d love to hear your feedback! If you’re happy with the outcome, a **short review** would mean the world to us. You can leave a review here:  
➡️ **[Google Reviews](https://your-review-link.com)**  
➡️ **[Trustpilot](https://your-trustpilot-link.com)**  

Additionally, if you know someone who needs a **website, tech consulting, or digital solutions**, we’d greatly appreciate any referrals!  

As a thank you, here’s a **custom QR code** for your website—perfect for business cards, social media, or marketing materials:  

📌 **Your Website QR Code:**  
[Insert QR Code Image]  

Please don’t hesitate to reach out if you have any questions or need any last-minute adjustments.  

Thank you again for trusting Dunosis with your project—I look forward to working together again in the future!  

Best,  
[Your Name]  
Dunosis Team  
📧 support@dunosis.com  
📞 [Your Phone Number]

📂 Deliverables & Attachments

Before finalizing the project, ensure that the client receives all necessary files and resources:

Final ZIP File
- Project source code and assets
- Database exports (if applicable)
User Documentation
- Setup guide
- Maintenance notes
Login Credentials
- CMS and hosting access details
Custom QR Code
- A scannable QR code linking to the client’s new website

⭐ Requesting Referrals & Reviews

Encouraging happy clients to spread the word and leave a review is key for growing Dunosis.

📌 Ask for Reviews on Multiple Platforms:

📌 Referral Incentive Program (Optional):

Offer a discount on future services for referred clients
Provide a small gift or bonus feature for successful referrals

🎉 Celebrating the Project!

A project launch isn’t just the end—it’s an opportunity to showcase success and attract new business.

Post a launch announcement on Dunosis’ social media pages, including:

✅ Screenshots or a video demo of the new website
✅ A tag and mention of the client (if they agree)
✅ A brief case study or client testimonial

Example Post:

🚀 Another successful launch!
We’re proud to introduce [Client Name]’s brand-new website, designed & developed by Dunosis.
🌐 Check it out: [Website URL]

From [short description of project goal], we worked closely with [Client Name] to bring their vision to life.

A huge thank you to [Client Name] for trusting us with this project! 🎉

WebDesign #TechForBusiness #Dunosis #WebsiteLaunch

✅ Engage with the Client’s Post

Encourage the client to share their new website on their own social media channels.
- Like, comment, and engage with their post to increase visibility
- If applicable, write a short LinkedIn post highlighting the project

🏆 Adding to the Dunosis Portfolio

Each successful project should be added to the Dunosis website portfolio to showcase our work and attract new clients.

✅ Portfolio Page Update

Add high-quality screenshots of the final design
Include a brief description of the project scope and goals
Highlight key features and technologies used

✅ Case Study (Optional)

For major projects, consider creating a detailed case study:

Client’s Problem & Project Goals – Explain the client’s needs and initial challenges.
Our Approach & Technologies Used – Outline the solutions provided.
Final Results & Client Testimonial – Showcase measurable outcomes and client feedback.

📌 Website Portfolio Update:
➡️ Dunosis Portfolio

Client Close-Out Workflow

1. Project Deliverables Review

Overview

✅ Completion Checklist

📌 General

🎨 Design & User Experience

🔍 SEO & Analytics

🛠 Functionality

📜 Legal & Compliance

🛡 Quality Assurance (QA) Standards

1. Cross-Browser Testing

2. Mobile & Tablet Responsiveness

3. Performance Optimization

4. Security Testing

5. Final Client Review

2. Client Approval Process

Overview

📅 Scheduling the Final Walkthrough

📝 Client Approval Process

📌 Approval Options

3. Project Documentation

Overview

📖 User Manuals & Guides

📝 Source Code Documentation

🎨 Design Specifications

4. Project Archiving

Overview

📂 Organizing & Storing Project Files

📦 Bundling the Client Handover Package

🔒 Privatizing the GitHub Repository

5. Collect Final Payment

Client Close-Out Workflow

5️⃣ Collect Final Payment

Overview

💳 Payment Options

🧾 Invoicing Process

📧 Final Payment Request Email Template

6. Transition to Maintenance & Support

Overview

📌 Client Review of Maintenance Options

📅 Scheduling a Follow-Up Plan

7. Client Relationship Management

Overview

📧 Final Email & Thank You Note

📂 Deliverables & Attachments

⭐ Requesting Referrals & Reviews

📌 Ask for Reviews on Multiple Platforms:

📌 Referral Incentive Program (Optional):

🎉 Celebrating the Project!

📢 Social Media Announcement

Example Post:

WebDesign #TechForBusiness #Dunosis #WebsiteLaunch

✅ Engage with the Client’s Post

🏆 Adding to the Dunosis Portfolio

✅ Portfolio Page Update

✅ Case Study (Optional)