The Closing Studio
How a signed flooring closing gets built, handed to a customer, and filed — start to finish. Written for the person holding the iPad.
Go to close.bc1apps.com. If you're already signed in to the bc1apps portal you'll go straight through; if not you'll sign in with Google and land back here. Anyone in the bc1apps.com/admin staff directory can use the Studio — there is no separate password.
The home page offers Start Closing Paperwork, the Signed Archive, and this guide. Editing the checklist template additionally requires Admin rights on the portal.
Closing used to mean a stack of paper, a pen, and a scanner. This replaces all of it. You upload the invoice, the system reads it, the customer taps through their acknowledgements on an iPad, signs once, and the finished packet files itself and lands in their inbox before they leave the store.
The whole thing takes about ten minutes with a customer sitting next to you. Most of that is them reading. Your part — everything before you hand the iPad over — is closer to two.
01What the system does
Four jobs, in order. Understanding the shape of it makes the rest of this guide obvious rather than memorized.
02Two companies, one system
The Studio writes closings for Boss Carpet One and Floor Boss. A toggle at the top of the page picks which. It is the first decision you make and it is worth making deliberately, because it changes everything downstream.
| What changes | Boss Carpet One | Floor Boss |
|---|---|---|
| Studio & iPad look | Sage green, white header | Olive & gold, black header |
| Logo the customer sees | Boss Carpet One | Floor Boss |
| Signed checklist PDF | Sage, headed BOSS CARPET ONE | Olive, headed FLOOR BOSS |
| Confirmation email from | no-reply@bosscarpetone.com | jack@floor-boss.com |
| Footer link | bosscarpetone.com | floor-boss.com |
The toggle always starts on Boss Carpet One every time you open the page — it deliberately does not remember your last choice. If you are writing a Floor Boss closing, set it before you create the session. The company is locked into the closing at that moment and cannot be switched afterward without starting over.
03Build the closing
Everything on this page is preparation. The customer is not looking at the screen yet.
Pick the company
The Closing for toggle at the top. Boss Carpet One or Floor Boss.
Pick what you're closing
Under “What are we closing?” choose Flooring. Cabinets, Onyx, and Other are visible but marked Coming soon — picking one hides the form and blocks the create button until you switch back.
Drop in the invoice
Under “Start with the invoice”, choose the QFloors invoice PDF. Reading starts the moment you pick the file — there is no separate button. You'll see “Reading 1 invoice…” with a pulsing dot, then a green “✓ Details read automatically…” when it lands.
Multiple invoices on one job? Select them all at once. Styles, colors, and surfaces are combined across every invoice and the totals are added together.
Check the customer block
Name, address, and phone arrive pre-filled. Email never does — you always type it, and it is the one field the system refuses to proceed without, because it is where the signed copy is sent.
Archive name (Last, First) fills itself from the customer's name and becomes the filename in Drive. Once you edit it by hand it stops auto-filling.
Check the job block
PO, salesperson, closing date (defaults to today), surfaces, styles and colors, and project total. Surfaces suggested by the invoice are pre-ticked with a dashed amber outline — confirm them, because surfaces decide which acknowledgement screens the customer sees. Miss one and they never read that section.
Accessories like cushion, trim, and transitions are deliberately skipped in the styles list. Only installed floors appear.
Attach the floor plan
Optional. A Measure Mobile PDF here gives the customer a floor-plan review screen and gets appended to the archived packet.
A valid customer email is entered and Flooring is selected. Beyond that, only a customer name and at least one surface are enforced. Everything else — PO, address, phone, total, even the invoice itself — can be left empty at this stage.
Leaving the invoice out is a trap, though: without one, the customer walks the whole questionnaire and then cannot sign. Attach it now.
04Hand off, or send
Before you create the session, tell the system where the customer is. This sets how long their link stays alive, and it is the only setting you cannot change afterward.
Send them the link →
| Mode | Link lives for | Use when |
|---|---|---|
| In store | 2 hours | The customer is with you now. Short life is the safer default. |
| Send to customer | 3 days | They're finishing at home, at work, or on a spouse's schedule. |
In store
Leave the toggle on In store, press Create & generate closing session, then either tap Open customer flow → and physically hand the iPad over, or let the customer scan the QR code with their own phone. Both open the same session.
Sending it to them instead
Switch to Send to customer before creating. Then press Copy link and paste it into an email or text. That's the whole procedure — full detail and the wording to send is in Out-of-store closings below.
GARCIA-48217 is a human-readable label for finding the job in
conversation. It is not a password and nothing asks the customer to
enter it. The link itself is the key — a 32-character random string that cannot be
guessed. Treat the link like the paperwork it replaces.
05Guiding the customer
From here the customer is driving. Your job is to sit beside them, not to narrate every screen.
The flow adapts to their job. A carpet-only closing is four screens; a carpet and hardwood closing is five. Nobody reads about grout haze unless they bought tile.
Welcome
Before we hit the floor
The first working screen asks them to verify each style and color against what they ordered — one tappable row per floor. Then two questions: who's moving the furniture and appliances, and who's removing the old flooring. Both offer Customer, Store, or Other; picking Other opens a free-text box.
Furniture and old-flooring responsibility is the single most common source of install-day friction. Say it out loud: “So on install day, you're moving the furniture and we're taking the old carpet — that right?” Ten seconds here prevents a crew standing in a full living room.
A few things to acknowledge
Four items every customer sees regardless of what they bought — temperature and humidity, baseboard touch-up, subfloor squeaks, and leftover material not being returnable — plus the Pre-Installation Agreement & Terms of Service.
The terms open in a pop-up. The accept checkbox is dimmed until they scroll to the bottom, so it cannot be accepted unread. Once accepted the row shows “Accepted ✓ — tap to review.”
Your floors
One screen per surface on the job, each opening with a photo of that material. Carpet gets six items about seams, shedding, and rollmarks. Hardwood gets six about humidity, seasonal gapping, and fillers. Laminate adds deflection. Vinyl covers bubbling and the 24–36 hour no-wash window. Ceramic covers grout haze and sealing. Every item must be ticked. The full text of all of them is in Every question asked.
Floor plan and invoice
If a floor plan was attached, they get a pinch-to-zoom review screen with an I've reviewed this checkbox. The invoice always gets the same treatment — “A last look at your invoice and total before signing.”
Mutual understanding
A short statement about no implied warranties beyond the written ones, and a single I've read this and I agree checkbox.
Back works on every screen and never re-validates, so a customer who wants to change an answer can. Everything saves automatically every few seconds — a dropped connection or an accidental refresh loses nothing, though they will restart at the welcome screen and tap forward again.
06Signing
The signing screen reads “Time to sign — you'll sign your checklist and invoice together in one secure step.” They tap Open signing → and a secure signing window opens over the app.
One signature covers three documents:
- Pre-Installation Checklist — every answer they just gave, printed and dated
- Pre-Installation Agreement & Terms of Service — bundled for the record; already accepted by checkbox
- Their invoice — signed on its own existing signature line
If they close the window early, the button becomes Resume signing → and picks up where they left off.
Then confetti, a green check, and “You're all set, Maria & David!” with the filename their copy was saved under. That's the end — there is no further button, and nothing else is required from you.
07What happens after they sign
All of this runs on its own within about a minute. No one presses anything.
Everything signed is searchable afterward under Archive in the header — by name, email, phone, address, PO, or date, across both companies.
08Out-of-store closings
When the customer wants to do this at home, on their own time, or with a spouse who isn't in the store.
Build the closing exactly as normal
Company, category, invoice, customer details, job details. Nothing differs. Their email still matters — that's where the signed copy goes.
Switch the toggle to “Send to customer”
Do this before pressing create. It gives the link 3 days instead of 2 hours. You cannot extend a link after the fact — if you forget, create the closing again.
Create, then press Copy link
The button confirms with Copied ✓. The panel also spells out the deadline in plain language, e.g. “This link stops working Tuesday at 4:15 PM.” Tell the customer that time.
Paste it into an email or text
Send from your own email as you normally would. Something like:
Hi Maria — here's the link to finish your flooring paperwork. It takes about ten minutes and works on your phone, tablet, or computer. Please complete it by Tuesday afternoon and give me a call if anything looks off.
Watch for it to complete
The closing shows In progress as soon as they open it, and you'll receive the signed packet by email when they finish — the same email you'd get from an in-store closing.
They'll see a plain screen reading “This link has expired — your salesperson can send you a fresh one in a moment.” Build the closing again and send a new link. Their previous answers are not carried over, so it's worth a quick call to warn them they'll be re-tapping.
If the customer is standing with you but wants to use their own phone rather than the store iPad, have them scan the QR instead of sending anything. Same session, no typing.
09Every question the customer is asked
Sections marked always appear on every closing. The rest appear only when that surface is on the job.
Always — Before we hit the floor
- Verify each style and color matches what was ordered (one row per floor)
- Who's moving the furniture & appliances? — Customer / Store / Other
- Who's removing the old flooring? — Customer / Store / Other
Always — A few things to acknowledge
- Keep it comfortable — 65–75°F and 35–45% humidity
- Baseboards & quarter round may need touch-up
- Squeaks can't always be fully removed
- Extra material is included for waste — leftovers can't be returned
- Accept the Pre-Installation Agreement & Terms of Service
Carpet
- Seams may show
- Shedding post-installation (up to six months)
- Rollmarks & indents (up to two months)
- Stair runners & steps — patterns may drift, not typically warranted
- Woven carpet — seams prevalent, approved vacuums only
- Pattern carpet — pattern matching causes above-average overage
Hardwood
- Dust during installation
- Temperature & humidity must be maintained (65–75°, 35–55%)
- Seasonal concerns — gapping, cracking, cupping
- Furniture protection — pads or protectors required
- Grade variations from store samples
- Use of putty, stain, or fillers
Laminate
- The same six as Hardwood, worded for laminate
- Deflection — floating floors may move slightly underfoot
Vinyl & Luxury Vinyl Tile
- Dust during installation
- Gapping
- Subfloor imperfections & bubbles (24–48 hours)
- Furniture protection
- Protect the surface post-installation (no washing 24–36 hours)
- Deflection
Ceramic & Natural Stone
- Dust during installation
- Shading & texture variations
- Grout haze & sealing (buff after 24 hours, seal after 72)
- Furniture protection
Always — Mutual understanding
A statement that there are no implied warranties beyond the supplied written warranties, with a single agreement checkbox.
Sections and items are maintained in the checklist template editor, so wording can change without touching the app. Edits apply to new closings only — a closing already underway keeps the exact wording the customer started with, which is what keeps the signed record honest.
10Automations, in one place
| Automation | Fires when | What it does |
|---|---|---|
| Invoice reading | You choose an invoice PDF | Pulls customer, PO, salesperson, total, styles, colors, and surfaces. Leaves anything uncertain blank rather than guessing. |
| Multi-invoice merge | You select more than one | Combines styles and surfaces, sums the totals, merges the PDFs into one. |
| Question filtering | Session opens | Shows only the sections matching the surfaces on the job. |
| Autosave | Every few seconds | Saves answers continuously, plus on every text field and agreement acceptance. |
| Checklist PDF | Customer opens signing | Builds the checklist from their answers in the closing's brand colors. |
| Signature placement | Packet is assembled | Finds the invoice's printed signature line and places the field there. If it can't be found, it refuses rather than guessing on a legal document. |
| Drive archival | Signing completes | Files the packet under year and month, creating folders as needed. |
| Customer email | Immediately after archival | Sends the signed copy from the closing's company address. |
| Salesperson email | Immediately after archival | Matches the salesperson by name to the staff directory; falls back to the office inbox if unmatched. |
| Status tracking | Throughout | Moves the closing through the stages below on its own. |
Status badges
| Badge | Means |
|---|---|
| Draft | Created, no session generated yet |
| Ready | Link and QR are live; the customer hasn't opened it |
| In progress | The customer has opened the link |
| Completed | Signed |
| Archived | Filed to Drive and emailed — fully done |
11When things go wrong
- Invoice won't read
- “Couldn't read this invoice — enter details manually.” Nothing is broken; type the fields yourself. Every one is editable and the closing works identically.
- Details came out wrong
- Fix them in the form. What you see on screen is what gets used — the reading is only a starting point. Use ↻ Re-read invoice to try again.
- Create button stays grey
- Either the customer email is missing or invalid, or the category isn't set to Flooring.
- Customer can't reach the signing step
- Almost always a missing invoice on the closing. It must be attached before signing is possible.
- Signature line couldn't be found
- The invoice PDF has no printed Customer Signature line for the field to attach to. Re-print the invoice from QFloors with the signature line included.
- Customer says the link is dead
- It expired. Create the closing again — and use Send to customer this time for the longer window.
- Signed copy didn't arrive
- Have them check spam first. The packet is safely in Drive regardless — search Archive by name and re-send from there.
Archival happens before email. Even if delivery fails completely, the signed packet is already filed in Drive and findable under Archive. A closing that reaches Archived is safe.