The key benefits at a glance
Transitioning to digital processes can increase productivity by up to 25%. Cloud-based construction documentation is the first and most important step for construction companies. It provides a central platform for all project participants and data. Here are the four critical benefits:
- Time savings: Automating daily construction reports saves site managers up to 90 minutes of manual work each day.
- Legal security: A complete and immutable documentation protects you in 9 out of 10 disputes and secures your warranty claims.
- Cost reduction: By avoiding errors and reducing rework, project costs decrease by an average of 15%.
- Transparency: All participants have access to the current state of the project at all times, which improves collaboration by 50%.
This foundation enables you to unlock the true potential of digitalization.
From chaos of paper to legally secure documentation in the cloud
Over 60% of construction companies still rely on manual notes and unstructured photo documentation. This approach is not only inefficient but also poses significant risks, as handwritten records are often illegible and photos without context have no evidential value. A digital construction documentation solves this problem by storing all information centrally and in a searchable format. With a cloud-based solution, all data can be accessed from any device, whether in the office or on the construction site. The key advantage lies in automatic logging, which makes every change traceable. This creates a solid basis of evidence for all eventualities. Transitioning to a cloud software for construction is therefore not a luxury but a necessity for future-oriented companies.
GoBD and GDPR compliance: A must for every construction company
The ‘Principles for proper management and storage of books, records, and documents in electronic form, as well as for data access’ (GoBD) are binding for every company in Germany. They require secure archiving, where digital documents are stored unchangeably. A professional, cloud-based construction documentation system meets this requirement by default. Valoon ensures that all data is stored GDPR-compliant on German servers. When selecting software, it is crucial to choose a provider that offers a data processing agreement (DPA) in accordance with GDPR. This ensures that you are legally secure and can present all evidence with just one click during an audit. This makes your document management software a guarantor for compliance.
Increase efficiency: How you save time and money with automated processes
Manual daily construction reports cost a site manager an average of 4 to 8 hours per week. A cloud-based construction documentation automates this process entirely. All information collected throughout the day – photos, notes, weather data, attendance – flows automatically into the report. The system creates a finished PDF document that can be sent immediately. This automation reduces administrative effort by up to 80%. The benefits go far beyond mere time savings:
- Error reduction: Automatic data collection prevents transfer errors that occur in 3 out of 10 manual reports.
- Faster invoicing: Due to the comprehensive documentation of performance status, interim invoices can be created and approved 40% faster.
- Optimized defect management: Defects are captured by photo, located, and directly assigned to a responsible person, halving the time needed for resolution.
- Resource planning: The real-time overview of construction progress allows for 20% more precise planning of personnel and materials.
With the automated construction documentation you not only gain time but also valuable data for managing your projects.
The construction site in focus: Acceptance through simplicity
The best software is useless if it is not adopted by the employees on the construction site. Complex applications with long onboarding times fail 95% of the time. The key to success is a solution that integrates into the familiar workflow. Valoon addresses this by being based on WhatsApp – a tool already used by over 90% of construction professionals. Employees do not need a new app or training. They communicate as usual while Valoon securely archives all relevant data in the digital construction file. This simplicity ensures a 100% acceptance rate from day one and overcomes language barriers with integrated live translation in over 20 languages. Thus, the mobile construction documentation becomes a natural part of everyday life.
Conclusion: Your advantage with Valoon
Transitioning to a cloud-based construction documentation is the strategically right decision for any forward-thinking construction company. It not only increases efficiency and reduces costs but also minimizes your legal risks. With Valoon, this step is seamless. You receive a solution that is simple, efficient, and legally secure and is immediately accepted by your entire team. Say goodbye to communication chaos and paper clutter. Ensure clear, traceable processes and comprehensive documentation that supports you. This way, you can focus again on what really matters: the construction.
Are you ready to revolutionize your construction documentation in just one day? Book your free demo now and find out how Valoon makes your projects easier and safer.
More Links
de.digital provides insights into the Digitalization Index for Germany, which measures the progress of digitalization in various areas.
PwC issues a press release about its study on the construction industry in 2023, highlighting the state of digitalization and sustainability.
Fraunhofer IESE offers a study on digitalization in the construction industry in a blog article.
Statistisches Bundesamt (Destatis) provides a PDF document on the digitalization potential in construction activity statistics.
Zentralverband Deutsches Baugewerbe (ZDB) presents a position paper on the topic of digitalization in the construction industry.
Hauptverband der Deutschen Bauindustrie provides comprehensive figures and facts on the current state of the construction industry.
Statista delivers statistics on the implementation rate of digitalization in the construction industry in the D-A-CH region.
Telekom informs in a press release about the Digitalization Index for medium-sized businesses, with a special focus on the construction sector.
FAQ
What exactly is cloud-based construction documentation?
Cloud-based construction documentation is a system where all data relevant to a construction project, such as photos, plans, reports, and communication logs, are stored not locally but on a central server accessible over the Internet (the cloud). This allows all authorized project participants to access current information at any time from anywhere.
Why is GDPR compliance so important?
The GoBD (Principles for proper management and storage of books, records, and documents in electronic form, as well as for data access) is a requirement of the German tax authority. It ensures that all tax-relevant digital documents are kept traceable, complete, correct, timely, organized, and immutable. A GoBD-compliant construction documentation is thus recognized as evidence during audits and in legal disputes.
Does the documentation also work without an Internet connection on the construction site?
Yes, good cloud-based systems offer an offline functionality. Employees can collect data even without an active Internet connection. Once the device is back online, the information is automatically synchronized with the central server. This ensures seamless documentation even on construction sites with poor network coverage.
What data should be recorded in construction documentation?
A complete construction documentation should include at least the daily construction log (including weather, personnel strength, performance rendered), a photo documentation of the construction progress, defect recording and tracking, documentation of hindrances or special incidents, as well as all relevant plans and correspondence.
How does a cloud-based solution help in working with subcontractors?
Through a rights and roles management system, you can give subcontractors targeted access to relevant project areas. This way, they can directly report defects, document their performance status, or access plans without gaining access to internal company data. This significantly improves coordination and speeds up processes.
Can the data be exported at the end of a project?
Yes, professional software allows for the complete export of all project data in common formats like PDF or ZIP. This is important for long-term archiving and handing over documentation to the client upon project completion.
