TapeAndFloat.com for small builders & GCsHow small builders track punch lists and warranty callbacks
A punch list is the list of small items still open at the end of a job; a warranty callback is a problem the client reports after move-in. Small builders lose time and goodwill when items live in texts and memory, subs are never told, and nobody confirms the fix, so the client calls twice.
Free download: Punch list & warranty callback tracker (Excel). One row per item; enter the reported date and it sets the due date (punch and warranty days are editable to match your contract), shows open items by status, and flags anything past due or due soon, with no sub assigned, closed without the homeowner's sign-off or photos, or with a back-charge not yet billed. No email required.
1. One log, one row per item
Keep a single log per job (or one sheet for all jobs with a Job column). Each row: item number, location (room or area), what's wrong in plain words, a photo link, who reported it and when, the trade or sub responsible, the due date, status, and the date it was confirmed fixed. Punch items and warranty callbacks can share the log; add a Type column so you can tell them apart.
2. Capture items the day they come in
Items arrive at the walkthrough, by text with a photo, by voicemail and in email. The rule that matters: nothing stays in someone's phone. Whoever receives it adds a row the same day, even if the details are rough, and attaches the photo.
3. Assign every item to one person or sub
An item with no owner doesn't get fixed. Send each sub one message with all of their items for that job (location, description, photo, due date) instead of one text per item, and note the date you sent it.
4. Set due dates and keep the client informed
Give each item a due date when it is assigned, using whatever response times your contract or warranty document promises. Tell the client what's scheduled and when; most callback frustration is silence, not the defect itself.
5. Close with proof
An item is closed only when someone confirms the fix, ideally with an after photo and the client's OK. Record who confirmed it and the date. That record is what you point to if the same issue comes back.
6. Review open items weekly
- Past due: call the sub, not another text.
- No owner: assign it today.
- Fixed but not confirmed: get the photo or the client's OK.
- Repeat items (same sub, same problem): talk to the sub about the cause.
- Back-charges: if your sub agreement allows charging a sub for work you had to finish, write it up with the photos and dates while they're fresh.
Where an assistant helps
Punch items and callbacks arrive as texts, photos and voicemails. TapeAndFloat reads what you forward, adds the rows to your own Google Sheet, drafts each sub's item list for you to approve, and lists past-due and unconfirmed items every morning.
Free 60-day pilot: forward your job emails to the assistant, keep working in your own Sheet, and get a short daily list of what is slipping. No new app, no card. Request a pilot spot.
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- Keeping clients and subs updated without project management software
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- How small builders track allowances and client selections
- Job cost tracking without accounting software: budget vs actual
Frequently asked questions
What is a punch list in construction?
The list of small unfinished or defective items found near the end of a job, such as paint touch-ups, missing hardware or doors that stick, that must be fixed before final completion and payment.
What is a warranty callback?
A request from the client to come back and fix something after move-in or completion. What is covered and how fast you respond depends on your contract or warranty document.
How should subs get their punch items?
One message per sub per job with every item, the location, a photo and a due date, so nothing gets lost across separate texts.
Do I need software to track punch lists?
No. A spreadsheet with one row per item works if someone keeps it current; keeping it current is what TapeAndFloat automates.
Want this tracked for you? Join the free pilot.