The underestimated risk: The costs of inadequate documentation
Missing or untraceable documents are one of the biggest cost traps in the construction industry. A study by the Main Association of the German Construction Industry shows that up to 30% of the total costs of a construction project are due to rework and errors, often caused by poor communication. When a plan is used in an outdated version, correcting it costs on average 12% more than the original execution. The manual search for a single document costs employees an average of 15 minutes per day. These inefficiencies quickly add up to thousands of euros per project. Inadequate documentation also leads to significant legal risks, especially when defending against unjustified defect claims or enforcing additional claims. Without a clean audit-proof documentation you often find yourself empty-handed in case of disputes. Therefore, investing in a structured digital filing system usually pays off within the first project.
Centralization as an efficiency booster: Core functions of a DMS solution
A modern document management software for construction consolidates all project-relevant information in one secure location. This alone increases project efficiency by up to 25%. Instead of distributing data across local computers, cloud storage, or email attachments, the software creates a ‘Single Source of Truth.’ This ensures that all parties involved, from the foreman on the construction site to the manager in the office, are always working with the latest documents. The key features include:
- Audit-proof archiving: Every change to a document is versioned and logged, ensuring complete traceability according to GoBD standards.
- Mobile availability: Through an app, employees can directly access plans, protocols, and photos on the construction site using their smartphones or tablets and upload them in real-time.
- Intelligent search function: A full-text search scans thousands of documents in seconds and reliably finds relevant information.
- Role-based permission system: You control exactly which employee or subcontractor can view or edit which documents.
Just reducing search times can increase productivity in project management by 10%. This centralization is the foundation for efficient cloud-based construction documentation and lays the groundwork for further optimizations.
Ensuring legal certainty: GDPR and VOB-compliant construction documentation
Using messenger services like WhatsApp for construction site communication is widespread but legally highly problematic. According to a survey by the Data Protection Conference (DSK), over 70% of companies that use private messengers for business purposes violate GDPR. A professional digital construction file solves this problem by providing a closed, secure communication and storage environment. All data is transmitted encrypted and stored on servers in Germany, ensuring compliance with data protection regulations. Particularly important is the immutable logging, which can serve as evidence in legal disputes. According to experts in construction law, around 40% of all disputes are decided based on the quality of documentation. Clean, digital documentation of defects, construction progress, and agreements effectively protects your company against liability claims and secures your compensation. Thus, documentation transforms from a tedious obligation into a valuable shield for your business.
The bridge between the construction site and the office: Communication without barriers
The biggest challenge in introducing new software is acceptance among employees on the construction site. Complex systems requiring extensive training often fail during practical implementation. Successful project management software for construction therefore relies on maximum simplicity. Valoon takes a significant step further: capturing data such as photos, notes, or defects is done directly through a WhatsApp-like interface that every employee can operate without training. This information is automatically structured, tagged, and assigned to the correct project in the background. An integrated live translation function also overcomes language barriers, reducing error rates in international teams by up to 50%. This simplicity ensures a usage rate of over 95% on the construction site. Thus, a seamless digital construction documentation, can be created without disrupting the familiar workflows of employees. The seamless connection of simple mobile capture and structured management in the office is the key to success.
Automate processes and save time: From construction diary to measurement capture
Manual routine tasks are enormous time-wasters. Creating a construction diary costs a site manager up to 60 minutes each day. A construction document management software automates many of these processes and reduces effort by up to 70%. Here’s how automation works in practice:
- Automatic construction reports: The software collects all data recorded throughout the day – timestamped photos, completed tasks, present employees – and generates a VOB-compliant construction report with one click.
- Digital time sheets: Employees record their working hours via the app, and the data flows directly into payroll accounting and project controlling.
- Defect management with workflow: A defect recorded on the construction site is photographed, described, and immediately assigned to the responsible subcontractor, including a deadline for rectification.
- Photo documentation with AI: An intelligent image recognition can automatically analyze photos and tag them with relevant keywords like ‘reinforcement’ or ‘window installation.’
By automating report generation, site managers gain up to 5 hours each week. This saved time can be invested directly into actively managing the construction site instead of administrative tasks. The automated construction documentation is thus a direct lever for increased productivity.
Choosing the right software: What to look for
The market for construction software is large, but not every solution is suitable for every company. An analysis of ConTech solutions shows that 60% of companies are dissatisfied with their software because it is not tailored to their specific processes. Therefore, before choosing a construction document management software, you should check the following criteria:
- User-friendliness: Is the operation so simple that employees on the construction site can use it without extensive training?
- Industry specialization: Does the software provide features specifically designed for the construction industry (e.g., construction diary, defect management)?
- Integrability: Can the software connect with your existing IT landscape (e.g., ERP software or accounting)?
- Scalability and pricing model: Does the software grow with your company? Is the pricing model transparent and fair, e.g., with no costs for pure construction site users?
- Support and service: Does the manufacturer provide competent and quickly accessible support from Germany?
A crucial factor is the mobile application, as over 80% of construction data is recorded directly on-site. Take your time for a thorough comparison and take advantage of the opportunity for a free trial to thoroughly test the software.
Conclusion: Your advantage with Valoon
A powerful document management software is indispensable for modern construction companies. It is the central nervous system that consolidates all information, accelerates processes, and ensures legal protection. The greatest advantages lie in the enormous time savings through automation, the seamless legal certainty through immutable documentation, and the increased efficiency through transparent communication. Valoon combines these advantages with radical simplicity based on the proven logic of WhatsApp. This ensures that digitization does not get stuck in the office but arrives on the construction site and is embraced by all employees. Put an end to document chaos and guide your construction projects safely and profitably into the future. Book your free demo now and experience how simple and efficient construction documentation can be.
More Links
de.digital provides comprehensive information on the digitalization index in Germany.
Fraunhofer IESE publishes a blog post about a study on digitalization in the construction industry.
PwC issues a press release on its study about the construction industry in 2023, focusing on digitalization and sustainability.
Federal Statistical Office (Destatis) provides a PDF document on the digitalization potential of construction activity statistics.
Central Association of the German Construction Industry (ZDB) publishes a position paper on the topic of digitalization.
Statista offers a statistic on the implementation level of digitalization in the construction industry in the DACH region.
Main Association of the German Construction Industry provides figures and facts about the construction industry.
Springer offers a book chapter that deals with digitalization in construction.
FAQ
What does a document management software for construction cost?
Costs vary depending on the provider and the scope of functions. Valoon offers a transparent pricing model, where costs are incurred only for the users in the office (license users). Use on the construction site for pure data capture is completely free, significantly lowering the entry barrier.
Can external partners such as subcontractors or experts be included?
Yes, good construction software allows external project participants to be given targeted and time-limited access rights to relevant documents and tasks. This improves collaboration and ensures that everyone is on the same page.
Is my data secure in the cloud?
Yes. Reputable providers like Valoon rely on certified data centers in Germany or the EU. Data transmission is encrypted, and regular backups as well as strict access controls ensure a high level of data security that often surpasses local storage.
Does the software also work without an internet connection on the construction site?
Yes, many modern apps have an offline mode. You can capture data such as photos or notes even without an active internet connection. Once your device is back online, the data is automatically synchronized with the central system.
What data belongs in a document management system for construction?
Typically, construction plans, contracts, building permits, protocols (meeting minutes, acceptance protocols), construction diaries, photo documentation, defect lists, invoices, and all relevant correspondence belong in the system.
How quickly does the investment pay off?
By reducing search times, avoiding costly errors, and speeding up process handling, the investment often pays off within the first year. Just defending against an unjustified claim through clean documentation can cover costs for several years.
