It’s Friday, 17:30. The painter still has two unpaid jobs. The plumber forgot an invoice for a radiator swap. The electrician has three different VAT rates in one week and no clean record of what was agreed. Sound familiar?

Here’s a simple, no‑fluff Friday Closeout System you can run in about 2–3 hours. It keeps jobs moving, protects your margin, and clears your head before the weekend.

The Friday Closeout System (7 steps)

• Step 1 — Update job status in one list
• Step 2 — Voice‑note each job: what happened, what’s next
• Step 3 — Turn decisions into prices today (mini quotes)
• Step 4 — Invoice what’s done with correct VAT
• Step 5 — Match payments and send friendly reminders
• Step 6 — Plan next week’s top blockers
• Step 7 — Confirm client agreements in writing

You can do this on paper, but digital makes it 3× faster and leaves an audit trail.

Step 1 — Put every job in one view

• Open your job list. Mark each as: Waiting on client, Waiting on parts, In progress, Ready to invoice, Invoiced, Paid.
• Keep it brutal and honest. One status per job. No maybes.

Step 2 — Voice‑note each job (2–4 minutes per job)

Talk like you’re updating a teammate:

Job: Bathroom, Mme Duval, 10 rue des Platanes
This week: removed old mixer, installed new thermostatic, discovered leaking angle valve.
Needed: 1x angle valve 15/21, permatex, 30 min labor.
Client decision: approved by phone Thursday 16:10.
Next: finish Monday AM, test, silicone.

Turn these notes into line items immediately. If it’s extra work, price it now.

Step 3 — Turn decisions into prices today

Small extras kill margins when they’re not written down. Create a mini quote (or add a priced line to the existing quote) and send it for a quick OK.

• Examples:
  • Add 1 radiator valve replacement — parts + 0.5h labor
  • Extra coat in hallway — 12 m², paint included
• French VAT reminders:
  • 10% for most renovation in existing homes
  • 5.5% for energy improvements (insulation, certain heating upgrades)
  • 20% for new build, non‑eligible works, or supplies alone

Client said yes by phone? Put it in writing now.

Shortcut with Donizo (40%)

If you’re using Donizo:

• Dictate the extra in the job — AI turns your voice into a priced line
• Generate a mini quote in 1 click, correct French VAT per line
• Send the proposal and track whether the client opened it
• Keep all notes and approvals attached to the job timeline

Step 4 — Invoice what’s done (today)

Don’t wait until “end of job.” If work is deliverable and accepted, invoice now.

• Progress invoice or final — choose what fits the job
• Use correct VAT per line:
  • 10% renovation
  • 5.5% energy improvements (e.g., insulation, heat pump eligible items)
  • 20% new build or non‑eligible items
• Attach a simple summary: “Completed 18 m² wall paint + installed 2 mixers. Extras: 1 angle valve. Photos attached.”

In Donizo, invoices handle multiple VAT rates correctly and keep everything in one place.

Step 5 — Match payments and send friendly reminders

• Open your invoice list. Who paid? Who’s late?
• Match transfers, cheques, card payments. Note what’s still missing.
• Send a polite nudge (same day):

SMS (short):
Hello Mme Duval, invoice 2025‑047 (390 €) — link sent by email. Thank you for settling this weekend. Have a good evening.

Email (friendly):
Subject: Small reminder — invoice 2025‑047
Hello Mme Duval, thanks again for the bathroom works. Quick reminder for invoice 2025‑047 (390 € TTC). You can pay by transfer. If you need the RIB again, just reply. Have a great weekend.

In Donizo, you see who still owes what and can trigger reminders without digging through chats.

Step 6 — Plan next week’s top blockers

List the three things that will stop you from moving:

• Waiting on client decision? Send a priced option now.
• Waiting on a part? Place the order and set delivery reminder.
• Access needed? Confirm the time window with the client.

Step 7 — Confirm agreements in writing

Verbal OKs fade by Monday. Send a short recap:

Client recap message:
Thanks for today. Recap: we replace the angle valve Monday AM (+45 € parts, 0.5h labor at 55 €/h). Total extra ~73 € TTC at 10% VAT. I’ll add it to the invoice. Please reply “OK” to confirm.

How this looks inside Donizo (70%)

• One job board: statuses, due amounts, next actions
• Voice‑to‑quote: talk, the AI writes clean line items
• Smart VAT: 20% / 10% / 5.5% per line with proper totals
• Pro proposals with follow‑ups — know when a client opened your email
• Invoices + payments tracking — no more hunting through spreadsheets

Try the workflow in Donizo. It’s built for solo pros and small teams who don’t have time for admin.

Field examples (real life)

• Painter — Unpaid extras: hallway touch‑ups never priced; client disputes. Fix: mini quotes sent same day with photos. Paid on time.
• Electrician — Mixed VAT confusion: lighting (10%), new garden post (20%). Fix: separate lines and VAT in one invoice. Clean and compliant.
• Plumber — Forgotten invoice: small valve swap lost in chats. Fix: voice‑note Friday, auto‑created invoice line, sent before weekend.

Common pitfalls (and fixes)

• “I’ll bill it later” — It becomes free work. Price it the day it’s requested.
• “I don’t want to bother the client” — Clear recap builds trust. Keep it short, polite, priced.
• “Too many apps” — One tool that covers quotes, invoices, payments, notes.

The Friday Closeout checklist

Copy, paste, print, or use it in your tool:

FRIDAY CLOSEOUT — 2–3 HOURS
1) Update status on all active jobs
2) Voice‑note each job (done/next/blockers)
3) Turn decisions into priced lines (send mini quotes)
4) Invoice completed work (correct VAT 20/10/5.5)
5) Match payments; send 2–3 nudges
6) List next week’s top 3 blockers
7) Send client recap confirmations

Make Fridays lighter, Mondays faster

This routine stops scope creep, late invoices, and weekend worry. If you want the digital shortcut, try Donizo: voice quotes, clean proposals, VAT‑correct invoices, payment tracking, and job notes in one place.

Start your next Friday closeout in Donizo.