The most common sources of error and their costly consequences
Manual quantity determination is a major cause of billing errors that often only become evident at the final billing stage. An incorrect quantity estimation can quickly lead to overpayments or significant claims shortfalls of 5-10% of the contract value. Typical mistakes include forgetting items, incorrect calculation methods, or ignoring the specific deduction and overestimation rules of the VOB/C.
It becomes particularly critical when the client refuses joint measurement and the contractor bears the burden of proof for the accuracy of their quantities. Without a seamless, traceable documentation, as provided by a measurement app , this proof is hardly achievable. An uncheckable measurement can lead to complete rejection of the invoice. The resulting delays and litigation not only cost money but also valuable time and nerves. These risks highlight how important a precise and VOB-compliant basis is.
The foundation: VOB/C and the General Technical Terms and Conditions (ATV)
The award and contract regulations for construction services (VOB) are the crucial legal basis, especially for public contracts. For quantity determination, the VOB/C with its General Technical Terms and Conditions (ATV) is particularly relevant. Each trade has its own ATV (e.g., DIN 18330 for masonry work), which sets out the exact rules for billing in Section 5.
The ATV DIN 18299 contains the general regulations applicable to all construction work. It defines, for example, how to deal with openings and recesses. A central rule states that openings up to a size of 2.5 m² are to be overestimated. These details are critical for accurate billing. A thorough knowledge of these regulations is essential to ensure a legally secure preparation of revision documents . The complexity of these rules makes it clear why manual methods are so error-prone.
Digital quantity determination: increasing efficiency by 25%
Digitalization offers the solution to the challenges of manual quantity determination. Modern software solutions reduce the data collection effort by up to 50% and drastically minimize the error rate. Instead of fumbling on site with clipboard and pen, measurements can be recorded digitally right on the spot – for example, via photo and voice message.
These data are automatically and structurally transmitted to the office and can directly flow into the calculation software . The greatest advantage lies in creating a single, reliable data source (Single Source of Truth). This prevents misunderstandings and information losses between the construction site and the office. The digital collection ensures seamless and legally secure documentation, which is crucial in disputes over measurements. Thus, the entire process from collection to invoicing is accelerated and secured.
Valoon in practice: Quantity determination directly via WhatsApp
Valoon revolutionizes quantity determination by using a tool that everyone on the construction site is already using: WhatsApp. Employees do not need to learn a new, complex app. This lowers the acceptance barrier to zero and ensures a utilization rate of over 95% from day one.
- Take a photo: The employee takes a photo of the area or component to be measured.
- Dictate measurements: The measurements are sent directly to the project via voice message.
- Automatic documentation: Valoon transcribes the voice message, links it to the photo, and archives everything securely and with a timestamp in the digital construction log.
This method is not only extremely fast but also legally secure. Each entry is clearly assigned and traceable, which forms the basis for a verifiable measurement and correct software for service specifications . Thus, the quantity determination according to VOB turns from a stress factor into an efficient routine process.
Legal certainty in focus: How to create a verifiable measurement
A verifiable measurement is a prerequisite for an invoice due according to § 14 VOB/B. It must be detailed enough for the client to trace the billed quantities without much effort. The service must be clearly assigned to the service specifications. A digital solution like Valoon ensures that all necessary information is automatically captured.
- Exact designation of the service item
- Date of capture
- Visual proof through photos or videos
- Clear indication of measurements
- Assignment to the corresponding construction section
The automatic logging of each entry creates a complete chain of evidence. This is invaluable in later discussions about supplements and defects . If a dispute arises, for example, because an erroneous quantity determination is alleged, you are on safe ground with such documentation.
Conclusion: Your advantage with Valoon
A precise and VOB-compliant quantity determination is not witchcraft, but a matter of having the right tools. While manual processes are prone to errors and lead to significant financial risks, digitalization with Valoon offers a simple, efficient, and legally secure alternative. It not only reduces the administrative burden by up to 5 hours per week but also creates transparent and reliable documentation that protects you from unwarranted deductions.
The main advantages for your company are Time savings, Legal certainty and a massive reduction of errors. By implementing a process that works via WhatsApp without training effort, you ensure that the solution is accepted and used by your entire team. Put an end to paperwork and secure the profitability of your projects. Book your free demo now and find out how Valoon revolutionizes your quantity determination.
More Links
Wikipedia describes the measurement, a procedure for quantity determination in construction.
Wikipedia explains trade division according to VOB/A, a procurement procedure in the construction sector.
Das Federal Ministry for Digital and Transport (BMDV) provides the manual for the award and execution of construction services in road and bridge construction (HVA B-StB), Part 3.
Das Federal Ministry for Digital and Transport (BMDV) publishes the general circular on road construction (ARS) from 2021.
Wikipedia explains the term unit price used in construction.
Das Federal Ministry for Digital and Transport (BMDV) provides the manual for the award and execution of freelance services (HVA F-StB) – contractual conditions.
Das Federal Ministry for Digital and Transport (BMDV) provides a guide for large projects.
Wikipedia describes the Joint Committee for Electronics in Construction (GAEB).
Das Federal Ministry for Digital and Transport (BMDV) publishes the manual for the award and execution of freelance services (HVA F-StB) – guideline text.
FAQ
What is the difference between quantity determination and measurement?
Measurement is the process of measuring construction services delivered on-site. Quantity determination is the follow-up process where the billable quantities are calculated from the raw measurements according to the rules of the VOB/C, for instance, taking deductions and overestimations into account.
What role does the service specification (LV) play in quantity determination?
The service specification (LV) is the basis for billing. The quantities determined in the measurement must be assigned to the corresponding items of the LV to create a verifiable invoice.
Can I also measure from plans for quantity determination?
Yes, according to ATV DIN 18299, the service can be determined from the execution plans as long as the actual execution corresponds to them. If this is not the case or if no plans are available, the service must be measured on-site.
What does “overmeasure” mean according to VOB/C?
Overmeasure means that certain components or recesses up to a defined size are not deducted during quantity determination but are included as part of the measured surface. A classic example is openings up to 2.5 m² in plaster or masonry work.
How long must I retain measurement documents?
Measurement documents are part of the billing records and should be archived according to the statutory retention periods for business documents (usually 10 years), as they serve as proof of the services rendered.
Is Valoon official VOB software?
Valoon is a documentation and communication platform that simplifies and secures the process of quantity determination according to VOB standards. It captures the raw data (measurements, photos) in a legally secure manner, which can then be further processed in any VOB-compliant billing software.
