The problem with paper: Why analog checklists will no longer be viable in 2025
Traditional construction documentation using clipboards and pens incurs avoidable costs amounting to millions each year. A lost checklist or an illegible protocol can lead to delays of up to 5 working days. The manual processing of notes and photos costs a construction manager an average of 90 minutes per day.
This paperwork leads to serious problems. Information is lost in 3 out of 10 projects, jeopardizing legally secure documentation. Without a central digital record, real-time collaboration is impossible, increasing the error rate in defect resolution by up to 30%. A paperless construction site software is therefore no longer a luxury. Inefficient analog methods pose a significant risk for any construction project. They jeopardize not only deadline compliance but also legal protection.
Increase efficiency through digital processes: Actively save time and costs
Using a digital checklist construction app fundamentally transforms workflows on the construction site. Companies report time savings of up to 75% in creating construction daily reports and protocols. Instead of capturing information twice — first on paper and then in the office — the entire documentation is carried out in a single step on-site. This reduces the administrative burden per construction manager by an average of 5 hours per week.
The benefits go beyond mere time savings. Here are four core areas where you will benefit:
- Automated reports: Construction daily reports, photo documentation, and defect lists can be created and sent with just one click.
- Central data storage: All project participants have access to the same current data at any time, reducing misunderstandings by 40%.
- Seamless traceability: Every recorded task, defect, and photo is automatically tagged with a timestamp and location.
- Improved communication: Tasks can be directly assigned to subcontractors from the app and their completion tracked.
These optimized processes not only increase productivity but also lay the foundation for precise photo documentation on construction sites , transforming a bothersome chore into a tool for active project management.
Ensure legal security: Seamless documentation according to HOAI and VOB/B
Documenting the construction process is a mandatory basic service according to HOAI in service phase 8. Incomplete or untraceable documentation can lead to fee reductions or even rejection of changes in case of disputes. A digital checklist construction app provides the necessary legal security by securely archiving all processes. Every entry in a digital checklist is immutable and is timestamped, ensuring data integrity in court.
Especially in defect management, the value of a digital solution becomes evident. Defects can be recorded with photos, notes, and exact localization on the digital construction plan. All communication regarding defect resolution, including deadlines and approvals, is automatically logged. This reduces the potential for conflict by over 50% as all steps are transparently traceable. A clean digital defect recording is thus a central element in risk minimization.
Choosing the right app: What construction managers and executives need to pay attention to
The market for construction software is large, but not every application meets the requirements of the construction site. An effective digital checklist construction app must be primarily simple and intuitive. Team acceptance increases by 80% when no elaborate training is necessary. Valoon leverages the familiar interface of WhatsApp, eliminating any entry barriers.
When selecting, pay attention to these five critical criteria:
- Offline capability: The app must function reliably on-site without an internet connection and synchronize the data later.
- Intuitive operation: A complicated menu structure with more than 3 clicks to the core function will not be accepted by employees.
- Photo management with localization: Photos must be able to be clearly placed on the plan and annotated directly.
- Customizable templates: Create your own checklists and protocol templates that are tailored to your projects and internal quality standards.
- Data protection and security: Data must be stored in compliance with GDPR on servers in Germany or the EU.
The right construction site app is more than just a digital form; it is a comprehensive tool for construction managers.
Conclusion: Your advantage with Valoon
Switching from analog lists to a digital checklist construction app is a crucial step towards modernizing your construction processes. You not only solve the problem of daily paperwork chaos but also increase efficiency by up to 25%. At the same time, you create seamless and evidence-secure documentation that has your back in case of disputes.
With Valoon, you benefit from three core advantages: Maximum simplicity by using WhatsApp without any onboarding, guaranteed legal security through automated and immutable protocols and a significant time saving, freeing your construction managers for their actual tasks. Turn your construction documentation from a time-consuming process into a strategic advantage. Book your free demo now and see how Valoon can revolutionize your construction projects in just 15 minutes.
More Links
de.digital provides information and data on the state of digitization in Germany.
Fraunhofer IESE publishes a blog article on digitization in the construction industry, which may refer to a study.
PwC provides a press release on a study about the construction industry in 2023, addressing digitization and sustainability.
Central Association of the German Construction Industry (ZDB) offers a position paper on the subject of digitization in the construction industry.
Statista provides statistics on the implementation of digitization in the construction industry in the D-A-CH region.
Main Association of the German Construction Industry provides industry information on productivity in the construction sector.
Porsche Consulting offers an article on the topic of future-proof construction.
Wikipedia provides a comprehensive article on construction documentation.
German Construction Newspaper (DBZ) publishes an article on increasing efficiency in project processes through uniform standards.
FAQ
How does Valoon’s digital checklist app work?
Valoon works directly in WhatsApp, an app your employees already know and use. Tasks, photos, and checkpoints are simply sent via chat to a project number and automatically converted by our AI into structured, legally secure protocols and construction daily reports. No new app installation is needed for the employees on the construction site.
Are the documents created via Valoon legally secure?
Yes. All data is stored immutably and with an exact timestamp on GDPR-compliant servers in Germany. The created PDF reports are formatted to serve as evidence in disputes and meet the requirements of HOAI and VOB/B.
What happens if there is no internet available on the construction site?
Since Valoon is based on WhatsApp, messages are simply sent as soon as the smartphone reconnects to the network. Recording in the chat also works in dead zones. Messages are automatically processed once the device is back online.
Can we use our own checklist templates?
Yes, absolutely. You can create and manage as many individual checklists and form templates for your specific use cases (e.g., acceptance reports, safety audits, quality controls) as you need in the Valoon web portal.
How much training effort is required for our employees?
The training effort is zero. Since 9 out of 10 tradespeople already use WhatsApp daily, no onboarding is necessary. Your on-site employees do not have to learn a new, complex app, ensuring acceptance from day one.
What costs are incurred for use on the construction site?
For on-site employees, the use is completely free of charge. Costs only apply to users in the office (e.g., construction managers, project managers) who use the web portal to manage, evaluate, and control the projects. This significantly lowers the entry barrier.
