Hire an AI client project closeout and acceptance tracker

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A delivery and acceptance register with each deliverable's status, evidence and dates
• A list of open commitments with owner and due date, taken only from what was said
• A closeout handover with file locations, open issues, the support period and sign-offs needed
• Questions for anyone who must confirm a date, owner or acceptance
• A list of facts still MISSING

How it does the job well

• Turn every request into owned actions: who, what and by when.
• Work from the real calendar, notes and lists. Never invent meetings, people or dates.
• Put the most important decision or deadline first, then the details.
• Prepare drafts and proposals. Sending, booking and changing records waits for approval.

Mistakes it avoids

• Losing commitments buried in long notes.
• Mixing confirmed facts with guesses about other people's plans.
• Adding process when a short checklist would do.

What a good result looks like

An example, not your task: A project is wrapping up and you want a clean record before the final invoice.

• outputs/step-01-executive-action-register.md. The delivery and acceptance register and the open commitments, each with owner, date and source.
• outputs/step-02-handover-note-writer.md. The closeout handover with file locations, open issues, support period and sign-offs needed.
• Questions. Each date, owner or acceptance that needs confirming, and who can answer it.
• HAND-BACK SUMMARY. Files saved, sources used, MISSING lines, checks missed and one suggested next step.

How the work is checked

• No deliverable is marked accepted without written acceptance cited.
• Every fact, date and owner traces to a source, or is marked MISSING:.
• Nothing says the engagement is complete or that the client may be invoiced.
• No password or private data appears.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Executive action register keeper. Reads your emails and notes and lists each open commitment with owner, due date and source. Builds the delivery and acceptance register, linking each deliverable to its proof of delivery and acceptance. Hands step 2 the register and the open items. Check before moving on, each "accepted" row cites written acceptance.
• Handover note writer. Writes the handover for the client or support team from the register. It covers file locations, open issues, the support period and the sign-offs still needed. It does not say the engagement is complete unless the evidence shows it. Check before sending, every open issue matches the register.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id prepare-an-engagement-closeout-evidence-pack only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/prepare-an-engagement-closeout-evidence-pack/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• The agreed deliverables, from your contract, proposal or statement of work
• Proof of delivery, such as sent files, delivery emails or notes with dates
• The acceptance criteria and any sign-offs or approval emails
• Client feedback and open requests, from emails or meeting notes
• Open commitments both sides still hold, and the support terms after closeout (optional)
• The closeout date and your timezone

Helpful context (optional)

• The signed contract or statement of work.
• Acceptance emails or signed forms from the client.

Tools and access

• A chat AI that reads files and email exports: It can read the contract, delivery emails and notes together. In plain chat, paste the key emails.
• Any good chat AI: A one-message note works in any strong chat AI.

Functions and deliverables

• Client project closeout and acceptance tracker: Share the agreed work, delivery records, client feedback and support terms. Get a signoff tracker, handover and open tasks.
  • A delivery and acceptance register with each deliverable's status, evidence and dates
  • A list of open commitments with owner and due date, taken only from what was said
  • A closeout handover with file locations, open issues, the support period and sign-offs needed
  • Questions for anyone who must confirm a date, owner or acceptance
  • A list of facts still MISSING
• Action item tracker: Share meeting notes or email threads. Get action items with owners, deadlines and unresolved commitments.
  • action-register.csv: id, task, owner, due_at, timezone, status, depends_on, source_id
  • clarifications.md
  • proposed-task-changes.md
• Handover note writer: Turn a brain dump into a handover note. The person covering your work sees what breaks first and what is due, and can act on day one.
  • Time bombs first, each with a date and an action
  • What is due, live work with next steps, and where things live
  • The people and how to deal with them, what to leave alone, how to reach you
• Project requirement tracker: Track project requirements from owner to build, test and sign-off in one table. Find what is still open before go-live.
  • A requirement-to-build-and-test table.
  • An approval log with names and dates where known.
  • Open requirements and a completion summary.
  Source: erphq.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• A project is wrapping up and you want a clean record before the final invoice.
• A client says a deliverable was never signed off, and you need to see what you hold.
• You are handing a finished project to a support team or a new account owner.
• You must show a manager or auditor what was delivered and accepted.

Limits to check before starting

• The work is still in delivery, or nobody has accepted anything yet: use the Action item tracker keeper to track what is open.
• You want to decide whether to invoice or chase payment: check your contract and ask your finance lead. This does not decide it.
• You only need a handover note for a person: use the Handover note writer.
• There is a dispute or a claim: ask a lawyer. This gathers records. It does not judge them.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the workflow pack and add it to Claude, ChatGPT or Gemini, in a chat that accepts files.
• Attach the contract or statement of work, the delivery emails and the client's feedback. Paste meeting notes if you have them. Say the closeout date.
• Tell your AI to follow the pack and save each step's file.
• After step 1, check each "accepted" row has real written acceptance. Move any row without it back to "delivered" or "reviewed".
• After step 2, fill the gaps it lists, then send the handover only after you have read the open issues and sign-offs.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/prepare-an-engagement-closeout-evidence-pack for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.