The vendor contract is still open after delivery. Who should close it?
Unfinished commercial closeoutCoordinate with the authorized procurement or commercial owner to reconcile acceptance, deliverables, changes, payments, warranties, and remaining obligations. Keep the project evidence available, but do not make unilateral legal or payment decisions outside your authority. Commercial closure may have its own process and timeline.
What to do now
- Gather acceptance and approved change records
- Reconcile remaining commercial obligations
- Obtain decisions from authorized commercial owners
- Record closeout or transferred follow-up responsibility
When to escalate
A dispute or material obligation remains unresolved.
The sponsor and accepting business or service owner
Example
The procurement owner confirms warranty responsibilities and final-payment conditions before recording contract closeout.
Mistake to avoid
Assuming delivery completion automatically ends every contractual responsibility.
Prevent a repeat
Verify that transferred obligations and important lesson actions are completed after the project closes.
Suggested ApprovedFlow setup
- Projects
- Documents
- Tasks
- Approvals
Keep the closure decision and final evidence with the project and transfer accepted residual actions to named ongoing owners. See the platform
Related cases
- Delivery is accepted, but financial records are unfinished. Can the project close?Different delivery and financial closure states
- New improvement requests keep preventing closure. What should we do?Open-ended completion scope
- How do we manage changes in a fixed-price contract?Commercial change boundary
- A fixed-scope contract conflicts with continuous user feedback. How do we manage it?Commercial-learning mismatch