written by: Jan Wolber
The problem: Paper chaos on construction sites
Every day, numerous paper documents accumulate on construction sites: delivery notes, daily construction reports, measurement sheets, protocols, notes, and instructions. These documents are often crucial for subsequent processes. A missing delivery note delays accounting, and an incomplete daily construction report can cause legal issues regarding warranty claims. (Source: formilo.com)
Paper is the biggest obstacle. Sheets get lost, remain in cars, or become illegible when exposed to wind and weather. Even when they reach the office, they often end up in the wrong pile or are processed too late. These small delays quickly add up to significant problems. Thus, digitizing paper documents on construction sites is the first step towards maintaining an overview and optimizing workflows.
The solution: Digitize paper documents on construction sites
To eliminate the chaos of paper documents, digitization is the crucial step. With Valoon, you can digitize paper documents on construction sites without complicated software or time-consuming training. The process is incredibly simple: Your team members take photos of documents like delivery notes or daily construction reports directly via WhatsApp. Valoon automatically processes the photo in the background, converts it to a PDF, and saves it in the correct project folder. This eliminates the need for manually sorting paper stacks, saves time, reduces errors, and ensures important information is immediately available digitally.
The benefits of digitization for your construction company
Digitizing paper documents on construction sites offers numerous advantages (Source: sorba.ch):
Time saving: Documents no longer need to be physically brought to the office. They are immediately available digitally.
Direct access: The office receives push notifications as soon as new documents are available, allowing them to immediately start with subsequent processes.
Ease of use: Team members do not need special training. A photo via WhatsApp is sufficient.
Error reduction: No more lost sheets or illegible notes.
Cost efficiency: Faster processes mean less administrative effort and lower costs.
This is how digitizing paper documents on construction sites works with Valoon
A project manager receives several delivery notes for construction materials in the morning. Instead of collecting the papers and bringing them to the office in the evening, he takes a photo of them directly via WhatsApp. Valoon automatically processes the photos, creates PDFs, and saves them in the correct project folder. The accounting department has immediate access and can start the invoice review.
A foreman records the daily construction report by hand on the construction site. A quick photo, and the document is stored digitally, archived, and visible to the office. This avoids delays and keeps project communication up to date.
Why you should digitize your paper documents
Digitizing paper documents on construction sites is more than just a trend – it is a crucial step towards increasing efficiency. With Valoon, you save time and costs, improve communication between the construction site and the office, and ensure that important information is available immediately. Start your journey towards a paperless future now!
Source attribution and icon usage: Icons by Freepik, Smashicons, and riajulislam from flaticon.com
