HoldPoint

Completion records

Get it in writing while he's still happy with the work

The builder walks the job, tells you it looks great, and shakes your hand. Six weeks later there is a problem with it and your invoice is on hold. A completion record takes about thirty seconds on site and turns “yeah, that's good” into something signed, timestamped and stamped with where he was standing.

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Included in the $45 per active project plan. 7 days free.

Completion record

CR-MP3-042

Accepted
Work
Ground floor joinery
Location
Units 4–9, Level 1
Completed to
Drawings & spec, Rev C

Dave Whelan · Site Manager

KTM Builders Pty Ltd

29 Jul 2026, 4:12pm AEST

−37.5989°, 144.9403° · 18°C, partly cloudy

Why this keeps happening

A handshake is not evidence

On the day

He is standing in front of finished work he is pleased with, and he will happily say so. This is the only moment where agreeing costs him nothing.

Six weeks later

Other trades have been through, the job has moved on, and the person who praised your work now has a budget problem. Suddenly the finish is “not quite right”.

In the argument

You have photos and a memory of a conversation. He has a back charge. Without a name against the work on the day, you are negotiating from nothing.

The fix is not more paperwork. It is one signature, taken at the only moment it is easy to get.

How it works

Thirty seconds, standing on the job

1

Write down what you did

Pick the project, describe the work, where it was, and what it was built to. Add photos of the finished job. No template to choose and no checklist to fill in.

2

He signs on the spot

Hand him your phone, or send a link he opens on his. He reads a short summary, signs with his finger, and that is it — no app, no account, no password.

3

You keep the record

It locks the moment he signs, with his name, his role, the time, the weather and the GPS coordinates of where he stood. Export it as a PDF whenever you need it.

What ends up on the record

Enough detail to settle it

Every record carries the same spine — the work, the place, the date, the standard it was built to, and who accepted it. Then you add whatever your trade actually needs.

The standard it was built to
“Approved drawings and spec, Rev C”. This is the line that turns a compliment into something defensible.
Your own fields
Batch numbers, torque figures, meter readings, bay numbers, permit references — name them yourself, as many as the job needs.
Photos of the finished work
Attached to the record the builder signs, so he is accepting exactly what he can see.
Where and when he signed
Time, GPS coordinates and site conditions captured at the moment of signing, not typed in afterwards.
A value only you can see
Record what the work is worth for your own tracking. It never appears on his screen — he is confirming the work, not approving a payment.
A locked PDF
Once signed, the record cannot be edited. Download it branded with your own logo whenever you need it.

You do not need an inspection plan for this

ITPs are the right tool when a head contractor demands one, and HoldPoint does those properly. But most subbies never get one signed, because building the plan comes before getting the signature — and the signature is the part that protects you. A completion record skips straight to it, and works for any trade.

Start free — no credit cardI need ITPs as well

FAQ

Common questions

Is a completion record legally binding?
It is not a contract, and it does not replace one. What it is, is evidence: a named person, at a recorded time and place, confirming in writing that the work was finished to a stated standard. In a payment dispute an adjudicator weighs evidence, and a signed acceptance from the other side's own site manager is far stronger than your word against his. Get your own legal advice for anything contentious.
Does the builder need a HoldPoint account?
No. He gets a link by email, taps it, reads a short summary of the work, signs with his finger and is done. No app, no password, no account. That is deliberate — every extra step is a reason not to sign.
Is he approving my invoice by signing this?
No, and the screen says so in plain words. He is confirming the work is complete, not that a payment is due. That distinction is the whole reason it gets signed. A builder who is happy with your work will confirm it is done; the moment he thinks he is authorising money he stops and forwards it to the office.
Do I need to build an ITP first?
No. A completion record stands on its own — no template, no checklist, no inspection plan. If you already run ITPs in HoldPoint your evidence is richer, but it was never a prerequisite.
What if he refuses to sign?
That is useful too, and much better to learn on the day than six weeks later. An unsigned record still shows what you sent and when you sent it. If he raises a problem then, you are fixing it while your crew is still on site.
Can I record things specific to my trade?
Yes. Add your own fields to any record — batch numbers, torque figures, meter readings, bay numbers, permit references, whatever your trade needs. They appear on the record the builder signs and on the PDF.
What does it cost?
Completion records are included in the standard HoldPoint plan at $45 per active project per month. Every account starts with 7 days free and no credit card.

The next job you finish, get it signed

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