The Problem: Why Traditional Specifications Fail
The manual creation of specifications is a huge time sink and one of the most common sources of errors in construction. Studies show that unclear or faulty specifications account for a large part of project risks. Planners often have to work without detailed technical knowledge of the executing trades, leading to gaps in the specifications. These inaccuracies not only incur high costs due to changes but also lead to legal disputes when the delivered performance deviates from the tender. Faulty specifications can lead to fee reductions for architects and expensive liability claims. The communication between the office and the construction site over various channels exacerbates the problem and makes seamless documentation almost impossible. This traditional method is outdated and jeopardizes the profitability of construction projects with every new contract. A solution is needed that digitizes and simplifies the entire process.
The Solution: Core Functions of Modern Specification Software
Modern construction software meets these challenges with a digital and centralized approach. A powerful specification software is at the heart of efficient construction planning and execution. It enables compliant and transparent tendering, awarding, and billing (AVA). Key functions that accelerate the process by more than 40% include:
- Central Data Management: All performance descriptions are stored in one place and are accessible to all project stakeholders.
- Use of Standard Performance Texts: By integrating catalogs like STLB-Bau, the creation of VOB-compliant texts is accelerated and standardized.
- GAEB Interface: A smooth electronic exchange of specifications between all partners is ensured through the GAEB interface.
- Mobile Data Collection: Services can be recorded and documented directly on-site, increasing accuracy by at least 20%.
- Integration into the Construction Software for Cost Estimation: The seamless connection to calculation and billing tools prevents duplicate data entries.
These digital tools lay the foundation for precise and efficient project execution. However, the best software is of little use if it is not accepted on the construction site.
Valoon’s Approach: Creating Specifications Directly from WhatsApp
The biggest hurdle in digitization in the construction industry is the low acceptance of new and complex software among on-site employees. This is exactly where Valoon comes in, offering a solution that requires no training effort. We use WhatsApp, a tool already used daily by 9 out of 10 employees. Instead of installing a new app, your team simply documents services, defects, or construction progress via photo, video, or voice message in a project group. Our AI analyzes this unstructured data and automatically converts it into legally compliant, structured documents. This information flows directly into the construction diary and is immediately available in the office to create an accurate specification. This approach reduces documentation effort on the construction site by up to 70%. The time gained can be directly invested in value-adding work. This simple form of data collection lays the foundation for optimized Process Optimization through Software.
Legal Certainty according to VOB through Seamless Documentation
Incomplete or inaccurate specifications are one of the main causes of conflicts in construction. The German Construction Contract Procedures (VOB) require a clear and exhaustive description of all services to avoid misunderstandings. With Valoon, every individual service performed on-site is automatically recorded with a timestamp and location. This seamless documentation serves as an irrefutable proof in case of disputes. Through precise recording, the risk of additional claims due to unclear performance descriptions is reduced by over 50%. Compliance with VOB/C, which stipulates that normative performances also belong to the scope of services without explicit mention, is ensured through detailed documentation. This creates a legally secure basis for the entire project execution, from tendering to acceptance and the Quantity Determination according to VOB. This transparency not only protects against legal disputes but also optimizes financial planning.
From Mobile Performance Recording to Accurate Billing
The accuracy of the specification has a direct impact on the overall cost control of a project. A precise data foundation is crucial for reliable calculation and billing. With Valoon, the bridge between the construction site and the office is built in real-time, improving the accuracy of cost estimates by at least 15%. The process is remarkably simple:
- Performance Recording via WhatsApp: An employee documents a service performed with a photo and a brief description.
- Automatic Structuring: The Valoon AI analyzes the data, assigning it to the correct trade and the appropriate LV position.
- Central Availability: The structured data is immediately available in the office and can be used for billing.
- Seamless Integration: Through interfaces, the data can be easily transferred to your existing ERP Software for the Construction Industry for handover.
This end-to-end digital workflow eliminates manual transfer errors and ensures transparent and traceable billing. This increases efficiency not only in the office but also directly on the construction site.
Conclusion: Your Advantage with Valoon
Switching to a digital specification software is not a luxury but a necessity for competitive construction companies. Valoon offers more than just software; we provide a straightforward, practical solution approach. By using WhatsApp as the central recording tool, we overcome the greatest hurdle of digitization: employee acceptance. You benefit from a time savings of up to 5 hours per week and a drastic reduction in errors and misunderstandings. Valoon ensures legal certainty, efficiency, and seamless documentation from the first shovel to the final invoice. Stop dealing with unstructured WhatsApp groups and incomplete specifications. Book your free demo now and see how easy it can be to get started with digital construction documentation.
More Links
de.digital provides a comprehensive overview of the digitalization index for Germany.
Fraunhofer IESE provides a blog post about a study on digitalization in the construction industry.
Federal Statistical Office (Destatis) publishes the potential of digitalization in construction activity statistics.
PwC provides a press release on a study about the construction industry in 2023, addressing digitalization and sustainability.
Central Association of the German Construction Industry (ZDB) provides a position paper on digitalization.
Main Association of the German Construction Industry provides a report from the construction industry.
EY (Ernst & Young) explains three productivity levers in the construction industry in a study.
FAQ
How exactly does performance recording with Valoon work?
Your employees on the construction site use a normal WhatsApp group. They take a photo or voice message of a service performed or a defect and send it to the group. Our AI analyzes this data in the background and automatically creates a structured, legally compliant data record for your specifications and construction diary.
Is using WhatsApp for construction documentation GDPR compliant?
Yes, with Valoon the process is fully GDPR compliant. The data is not stored on private devices but processed and archived directly on our servers in Germany via a secure interface. Communication occurs through a number provided by us, not through the private accounts of the employees.
Can I connect Valoon with my existing construction software?
Yes, Valoon is designed as an open platform. We provide standardized interfaces to seamlessly integrate the collected data into your existing systems for calculation, billing, or ERP. This allows you to avoid duplicate data maintenance and media breaks.
What does it cost to use Valoon?
Our pricing model is simple and fair. For employees on the construction site who collect data via WhatsApp, the use is completely free. Costs are only incurred for users in the office who access the web backend to manage and analyze the data. This lowers the entry barrier and promotes acceptance throughout the team.
Do I have to install new software to use Valoon?
No. Employees on the construction site can continue to use WhatsApp as usual. Project and construction managers in the office can simply access our platform via any web browser. No installation is required.
For what company sizes is Valoon suitable?
Valoon is scalable and suitable for small crafts businesses with only a few employees as well as for large construction companies and project developers managing multiple projects simultaneously. The simple implementation and flexible pricing model make it attractive for any company size.
