The crucial role of VOB revision documents for a successful construction acceptance
Complete VOB revision documents are not an optional task, but a contractual obligation of the contractor. They document the final, actually executed state of a structure (‘as-built’) and are essential for later operation. The legal basis for this is found in the procurement and contract regulations for construction services, particularly in VOB/C, which defines specific requirements for each trade.
These documents encompass far more than just a few corrected plans. They include a variety of documents necessary for maintenance and safe operation. Incomplete documentation can increase maintenance costs by up to 40%. The requirements are detailed in the General Technical Contract Conditions (ATV) of VOB/C and numerous DIN standards. A correct creation of the revision documents is therefore crucial for contract fulfillment.
Essential components typically include the following documents:
- Updated as-built and circuit plans (e.g., for electrical or HVAC)
- Operating and maintenance manuals for all technical systems
- Test and measurement protocols (e.g., pressure tests, calibration)
- Certificates and approvals of installed products
- Photos documenting the condition before covering
- Material certificates and contact details of manufacturers
- Training certificates for operating personnel
The precise compilation of these documents is not just a formal obligation but also ensures the quality and traceability of the provided service. Without them, a smooth handover to the client is hardly conceivable, which directly leads to legal consequences.
Legal consequences for missing documents under VOB/B § 13
The absence of VOB revision documents is clearly to be considered as a defect as per § 13 VOB/B. This gives the client a strong leverage that can have extensive financial consequences for your company. Such a defect may already prevent the acceptance of the entire construction work. The final invoice may thus only be issued weeks or months later, potentially reducing your liquidity by up to 25%.
The client is entitled to withhold part of the remuneration until the documents have been entirely submitted. Courts often approve a pressure surcharge amounting to double the costs of acquiring the missing documents. This retention can quickly amount to 5-10% of the contract sum. Moreover, the warranty period only begins with the full acceptance, which is blocked by missing documents. A good document management software helps minimize these risks.
The obligation to hand over is unequivocal and non-negotiable, provided it is contractually agreed. It serves to enable the operator to use the building properly and safely. Without complete documentation, this is not guaranteed, which is why the judiciary is very strict in this regard. The risks of incomplete documents go far beyond mere formalities and affect the core of your contractual obligations.
Digital transformation: Reduce creation effort by 50%
The traditional creation of VOB revision documents is an inefficient and error-prone process. Information is often only painstakingly gathered by various employees and from different sources at the end of the project. Over 60% of construction companies still use paper, email, and unstructured folders for this purpose. This results in enormous manual effort and a high risk of losing important details.
A digital solution like the digital construction file software by Valoon fundamentally transforms this process. Instead of gathering everything at the end, data is continuously collected throughout the entire construction process. An employee on the construction site simply takes a photo or video with their smartphone and sends it via WhatsApp. This simple process takes less than 30 seconds.
The Valoon platform processes this information automatically in the background. The data is timestamped, tagged with location and employee information, and assigned to the correct construction project. This creates a complete, chronological, and legally secure documentation in real time. This approach reduces administrative effort for creating revision documents by at least 50% and virtually eliminates the error rate. Consequently, documentation transforms from a burdensome obligation to an efficient and value-creating process.
In 4 steps to VOB-compliant documentation with Valoon
The transition to digital capture of your VOB revision documents is incredibly simple with Valoon and requires no training for your site workers. The process is divided into four simple steps:
- Capture information via WhatsApp: Your on-site employee documents a relevant issue – whether it’s a laid line, a defect, or a measurement – with a photo, video, or voice message and sends it to a project-specific WhatsApp number. This on average takes only 25 seconds.
- Automatic processing in the background: Valoon receives the message and analyzes the content. The system automatically timestamps the information with a legally secure date and time stamp and assigns it to the correct employee.
- Structured storage in the web app: The captured data is immediately available in the central web application in the office. They are sorted by construction project, trade, and keyword (e.g., ‘test protocol’) and can be retrieved at any time. The search function finds any document in under 5 seconds.
- Export at the push of a button: At the end of the project or as needed, you can export the entire revision documents with just one click as a VOB-compliant PDF document. This includes all images, protocols, and comments in a clean, chronological structure and is ready for handover to the client.
This fully digital workflow ensures that no information is lost and the documentation for the acceptances according to VOB is always complete. Thus, the creation of the documents shifts from a reactive expense to a proactive, simple process.
Ensure quality and completeness for every trade
The requirements for VOB revision documents vary by trade, from revision documents in civil engineering to technical building equipment. A central challenge is ensuring completeness across all areas. Often, up to 15% of necessary documents are missing because they get lost in the hustle and bustle of construction. Valoon addresses this problem with a structured collection that can be tailored to the specific needs of the trades.
By using predefined hashtags or project-specific groups, employees can directly assign information to the correct trade. For example, a photo of a distribution box can be labeled with #Electrical and automatically stored in the right folder. This reduces sorting work in the office by over 80%. This ensures that even details like material data sheets or test protocols for specific installations are not missing.
This structured data collection significantly increases the quality of documentation. Instead of unsorted collections of images, you receive a complete history that is also traceable for third parties. This is an essential requirement for revision documents, which must enable smooth operation and later alterations. With a digital solution like Valoon, you fulfill this requirement without additional effort and strengthen your position during the construction acceptance.
Conclusion: With Valoon to legally secure revision documents without effort
The creation of VOB revision documents is a critical task that determines timely acceptance and complete payment. Manual processes are slow, costly, and error-prone. They result in administrative effort that can tie up to 10 hours per week per project manager. Valoon offers you a proven solution to digitize and simplify this process.
Your benefits with Valoon are clear: You achieve legal certainty through complete and timestamped documentation, a time-saving of up to 50% in document creation, and a significantly higher acceptance among employees, as they can simply stay on WhatsApp. Secure your liquidity and avoid costly disputes. Ensure that your construction documentation is complete and correct from the start.
Now future-proof your processes. Book a free demo and learn how you can create your revision documents in less than 30 minutes per week.
More Links
Wikipedia provides a comprehensive overview of the procurement and contract regulations for construction services (VOB).
Die City of Mülheim an der Ruhr provides a specification sheet for tenders that includes detailed requirements for revision documents.
VOB.de offers a technical article on the acceptance of construction services according to VOB.
Der Forum Verlag publishes expert knowledge on construction acceptance according to BGB and VOB.
TAB – The specialist medium for TGA planners and decision-makers informs about current construction law rulings relevant to technical building equipment.
Rödl & Partner explains contractual agreements regarding the documentation of services in the real estate sector.
Die German Society for Knowledge Transfer and Future Research (DGWZ) discusses how the revised VOB 2019 contributes to greater clarity in construction contracts.
FAQ
Are digital revision documents legally recognized?
Yes, digital revision documents are legally recognized, provided they meet the same requirements for completeness, readability, and authenticity as paper documents. It is important that the formats are common (e.g., PDF/A) and that the documents are traceable and tamper-proof, which is ensured through timestamps and clean logging.
Do I need to install a new app to use Valoon?
No. The great advantage for your site employees is that they do not need to learn or install a new app. All communication and data capture are done via WhatsApp, an application already used by over 90% of professionals. Only project managers in the office use the central web application for management.
How involved is the implementation of Valoon in our company?
The implementation is extremely simple and usually takes less than one day. You receive a dedicated phone number for each construction project. You pass this on to your employees, who can immediately start documenting. No complex IT integration or lengthy training is required.
Can I import existing documents into Valoon?
Yes, the Valoon platform is designed to serve as a central hub for your construction documentation. You can easily upload existing digital documents such as plans, protocols, or emails via drag-and-drop into the appropriate project, consolidating all relevant information in one place.
What costs are incurred for use on the construction site?
For employees on the construction site sending information via WhatsApp, using Valoon is completely free. Costs are only incurred for the licenses of users in the office managing and exporting the data. This pricing model lowers entry barriers and promotes acceptance within the entire team.
Are my data safe with Valoon and GDPR-compliant?
Yes, absolutely. Valoon is a German company and places utmost importance on data security and GDPR compliance. All data is hosted on secure servers in Germany and processed according to the highest security standards to ensure the confidentiality and integrity of your project data at all times.
