Customer acceptance for installation contractors
Project sign off app for the moment the customer accepts the work.
Sign-off is the customer accepting your finished work. Integrio puts the sign-off form, open snags and photos on your phone and records their signature before you leave site.
Sign-off on Field Service User from £15 per user per month · free 7-day trial, no credit card required
Free template: Project sign off form →Project sign-off
Depot EV charging and PV
PRJ-2026-118 · Example project
Summary
- Scope
- Car park EV chargers (12)
- Acceptance
- Partial: chargers only
- Tests
- Commissioning forms complete
Open snags
2- Bollard not refitted, bay 7Open
- Charger 9 cover scuffedIn progress
Agreed as minor, do not stop use
Rate your experience
Customer signature
Name
Priya S.
Role
Fleet manager
Date
30 Sep 2026
What is a project sign off app?
A project sign off app records the customer's acceptance of finished work on site: what was accepted, what is still outstanding, who signed and when. UK law accepts electronic signatures where the signer intends to authenticate the document and any required formalities are met. What the signature means contractually depends on your contract, not the app.
Last updated . Facts checked on 30 September 2026 against Law Commission, Electronic execution of documents (2019), UK eIDAS Regulation, Article 25 and JCT, Practical Completion.
Why does sign-off slip after the engineers leave?
The install is finished and the customer is happy and says so. Back at the office, the sign-off sheet is missing a name, nobody wrote down which snags were agreed as minor, and the only photo of the finished inverter and isolator wall is on an engineer's personal phone. The final invoice waits while the customer's facilities manager, who was not there on the day, asks what exactly they are agreeing to, and the sign-off gets chased by email for weeks.
The wrong person signed
The site contact signs happily, then the client's project manager or the main contractor says acceptance is theirs to give, and the form counts for nothing.
Snags with no agreed status
A handful of small items are left open with a verbal promise. Weeks later nobody can show which were agreed as minor and which the customer thinks block acceptance.
All or nothing
The car park chargers are finished and in use, the rooftop array is waiting on the customer's own roofer, and a single job-wide sign-off cannot record that difference.
How do you get a project signed off on site?
01 · Walk it with the customer
Run a final inspection against the checklist with the customer present, and log anything they raise as a snag with an annotated photo and its location.02 · Agree what is outstanding
Mark each open snag with an owner and a date, so the sign-off records exactly what is still to do rather than an unwritten list of promises.03 · Collect every signature
Take the customer's rating, comments and digital signature on the device, and send the form by link to any approver who is not on site.04 · Close the loop
Watch who has approved and who is pending, resolve the agreed snags with before and after photos, and issue the completion package.Get your next customer signature before you leave site.
What should a project sign off app do?
The feature list lives on the project sign-off page. These are the parts of Integrio that matter in the ten minutes when the customer has a pen, or a phone, in their hand.
✓A form they can sign there and then
The default sign-off form asks for an experience rating, comments and a digital signature confirming the work is complete, and it works without signal.
✓More than one signatory
Sign-off workflows can require approval from the client, a main contractor, an inspector or anyone else, and show in real time who has signed and who has not.
✓Remote approvers, no login
Send any form as an external link so an approver who was not on site can complete it in a browser without an Integrio account.
✓Open snags on the record
Snags carry annotated photos, geotags, timestamps, priority, an assignee and a status of open, in progress or resolved, so acceptance and the outstanding list sit together.
✓Checks before anyone signs
Workflows can set approval requirements, document checks and completion criteria, and product testing forms can have mandatory fields that must be done before project sign-off.
✓Evidence the customer keeps
Completion certificates, final inspection reports, snag lists and photos are compiled into one package, and the client can reach it through a secure portal after sign-off.
Signing off in Integrio: the short version
- What it is
- A sign-off form and approval workflow in the Integrio mobile apps (iOS and Android) and web dashboard, attached to the project record.
- Who signs
- The customer, plus any other party the workflow requires, such as a main contractor or inspector. Anyone without a login can complete a form through an external link.
- What is captured
- The customer's signature on the device, their comments and a rating of the job, and their confirmation that the work is done, stored with the snag list and photos.
- On site
- Forms and snagging work offline and sync automatically when the device reconnects.
- Price
- The sign-off process is on Field Service User at £15 per user per month (£12 billed annually). Building your own sign-off form in the Form Builder needs Office User at £65 (£52 annually).
- Limits
- Not legal advice. Integrio does not issue JCT practical completion certificates, decide whether a defect is trifling, release retention or provide qualified electronic signatures or witnessing.
What UK law and standard contracts say about signing off
The first three rows are about the signature itself. The rest are about what completion means under JCT contracts, which many main contractors use; your subcontract or order may say something different.
| Question | What the source says | Source |
|---|---|---|
| Is an electronic signature valid? | It is capable in law of being used to execute a document, including a deed, if the signer intends to authenticate the document and any formalities for that document are met. The common law does not prescribe a particular form of signature. | Law Commission, Law Com No 386 (2019) |
| Can it be used as evidence? | In legal proceedings an electronic signature is admissible in evidence on the authenticity or integrity of the communication or data it is attached to. | Electronic Communications Act 2000, s.7(1) |
| Can it be refused because it is electronic? | It cannot be denied legal effect or admissibility as evidence solely because it is electronic or is not a qualified electronic signature. | UK eIDAS, Article 25(1) |
| Is practical completion defined? | Not in the JCT Standard Building Contract or Design and Build Contract. The Major Project form describes it as complete for all practical purposes, with minor outstanding works that would not affect use. | JCT |
| Who confirms it? | Under SBC the contract administrator certifies it; under DB the employer issues a statement. A customer's signature on your form is not the same document. | JCT |
| Can there be snags left at completion? | Patent defects that are trifling do not prevent practical completion; ones that are more than trifling do. Which side of the line an item falls on is a matter of fact and degree. Latent defects cannot prevent it. | Mears v Costplan, Court of Appeal (2019) |
| What does certifying it trigger? | Typically release of half the retention, the end of liability for liquidated damages and the start of the defects (rectification) period. | Designing Buildings; JCT |
| Can part of a job be accepted first? | Yes, where the contract provides for it. Sections agreed in the contract each get their own completion certificate or statement and rectification period. Partial possession needs the contractor's consent and is treated as practical completion of that part; early use is not. | JCT; Brodies |
These rows summarise the sources; they are not legal advice. Check your own contract, and take advice where a sign-off will release money or start a defects period.
Sources: Law Commission, Electronic execution of documents (2019), Electronic Communications Act 2000, section 7, UK eIDAS Regulation, Article 25, JCT, Practical Completion, Mears v Costplan [2019] EWCA Civ 502 (Gatehouse Chambers summary), Designing Buildings, Practical completion and Brodies, partial possession, sectional completion and early use.
What goes on a project sign off form template?
Use these fields as the starting point for a customer sign-off form, then build it in the Integrio Form Builder with signature capture, ratings and conditional logic, and save it as a template for every project, site or area. Adjust the wording to match your contract.
✓Project, customer, site address and order or contract reference
✓Scope being accepted: the whole job, or a named phase, area or system, such as the chargers or the PV array
✓Type of acceptance: final, or partial for the listed areas only
✓Date of the final inspection and who attended
✓Handover items given: demonstrations, training, manuals, warranties, keys or passwords
✓Test and commissioning results referenced or attached
✓Outstanding snags, each with location, photo, owner and target date
✓Statement that outstanding items are agreed as minor and do not stop use
✓Items the customer does not accept, and why
✓Customer comments and experience rating
✓Signatory's printed name, role and confirmation they are authorised to accept
✓Customer digital signature and date
✓Engineer or project manager name and signature
✓Further approvers required, such as main contractor or consultant
What should a project sign off form include?
+
At minimum: which job and which part of it is being accepted, whether acceptance is partial or final, what was handed over, the outstanding snags with an owner and date for each, anything the customer does not accept, and the name, role, signature and date of each signatory. The template on this page lists those fields. Build it in the Integrio Form Builder and save it as a template so every engineer uses the same wording.
Is a digital signature on a phone legally valid in the UK?
+
Generally, yes. The Law Commission concluded in 2019 that an electronic signature is capable in law of being used to execute a document, including a deed, where the signer intends to authenticate it and any formalities for that document are met. The Electronic Communications Act 2000 makes electronic signatures admissible in evidence, and UK eIDAS says one cannot be refused legal effect just because it is electronic. Documents with special formalities, such as deeds that need a witness, are a separate question. This is not legal advice.
Sources: Law Commission, Electronic execution of documents (2019), Electronic Communications Act 2000, section 7 and UK eIDAS Regulation, Article 25.
Who should sign off the project?
+
Whoever has authority to accept the work under your contract or order, which is not always the person who meets you on site. On a JCT main contract, practical completion is certified by the contract administrator or stated by the employer, so a subcontractor's customer sign-off sits alongside that rather than replacing it. Integrio's sign-off workflows can require approval from more than one party, such as the end client and the main contractor.
Source: JCT, Practical Completion.
Can the customer sign off with snags still open?
+
Often, yes, as long as everyone agrees what is outstanding. In construction contracts, the Court of Appeal held in Mears v Costplan that trifling patent defects do not prevent practical completion, while defects that are more than trifling do. Record each open snag on the sign-off with a photo, owner and date, and have the customer confirm they are minor. Integrio keeps them on the project until they are resolved.
Sources: Mears v Costplan [2019] EWCA Civ 502 (Gatehouse Chambers summary) and JCT, Practical Completion.
Can we sign off part of a project?
+
Yes. Use a separate sign-off form for each phase, area or system, such as the EV chargers and the PV array, and state on the form that acceptance covers only those areas. Under JCT, sections agreed in the contract each get their own completion certificate or statement and rectification period, and partial possession needs the contractor's consent, so check what your contract allows before treating a partial sign-off as completion.
Sources: JCT, Practical Completion and Brodies, partial possession, sectional completion and early use.
The customer refuses to sign. What now?
+
Ask them to write down what they do not accept, on the form, rather than leaving it blank. Log each point as a snag with a photo, agree who will fix it and by when, and send the sign-off again as a link once those items are resolved. The dated record of what was raised and when it was closed is what you will need if the disagreement goes further. Integrio does not resolve disputes, and this is not legal advice.
Does the sign-off work offline?
+
Yes. Forms, snags and photos can be completed in the Integrio mobile app without signal, for example on a roof, in a basement plant room or in a new building with no network yet, and they sync to the project automatically when the connection returns.
Go deeper
Guides and tools behind this workflow.
See it on your next job