The Problem: Why Analog Defect Recording Reaches Its Limits
Up to 75% of all new constructions in Germany have defects, making defect recording a central task. The classic method – notepad, dictation device, and digital camera – causes significant manual effort. A field trial showed that conventional defect recording, including post-processing in the office, takes 30.73 minutes per defect. This media break between the construction site and the office leads to information loss and an error rate of up to 15% in data transmission.
The consequences are severe: incomplete defect logs, missed deadlines, and flawed documentation that cannot hold up in court in case of disputes. The costs for rectifying undiscovered defects can quickly exceed €50,000. A missing or insufficient digital construction documentation not only jeopardizes your claims for compensation but also the overall success of the project. Without a central digital process, defect tracking remains an inefficient and risky endeavor.
The Solution: Core Functions of Modern Software for Digital Defect Recording
Modern software for digital defect recording in construction consolidates all relevant information in one central location. It replaces silo solutions and creates a unified data basis for all project participants. Transitioning to a digital solution can reduce the time needed for defect management by up to 8 hours per week. Here are the essential functions that such software must provide:
- Mobile recording directly on site: Defects are recorded directly on the construction site with a smartphone or tablet, including photos, notes, and precise localization on the digital construction plan.
- Automated assignment and deadline tracking: Each defect is directly assigned to the responsible subcontractor, including a clear deadline for resolution. The system automatically monitors the deadlines.
- Comprehensive and legally secure documentation: All steps – from recording to communication to defect clearance – are logged with timestamps and stored unchangeably.
- Automated reporting: Defect lists and daily construction reports can be exported as PDFs at the push of a button, reducing post-processing time in the office by over 80%.
- Offline capability: Defect recording must also work reliably on the construction site without an active internet connection.
These features form the basis for an efficient and digital defect management, which not only saves time but also ensures quality.
Efficiency Boost in Practice: Time and Cost Savings Through Digital Processes
The introduction of digital defect recording leads to measurable efficiency gains. A study shows that the time required per defect decreases from over 30 minutes to around 19 minutes – a reduction of almost 38%. This time saving primarily results from the elimination of manual post-processing. Instead of laboriously categorizing photos and notes, this is done directly at the recording stage on the construction site in just 2.57 minutes.
For a construction manager overseeing four projects, this means a weekly time saving of up to eight hours. This gained time can be directly invested in quality control and coordination on the construction site. The digital defect tracking via app not only reduces administrative effort but also speeds up defect resolution, as information arrives in real time and without detours at the responsible trade. This leads to construction projects being completed more punctually and with less frictional losses.
Legal certainty according to VOB/B and BGB: Documenting evidence securely
In case of disputes, comprehensive and traceable documentation is crucial. Both the BGB (§ 634a) and VOB/B (§ 13) set clear requirements for defect liability. Digital defect recording in construction provides the necessary evidence. Each step is timestamped and stored unchangeably. This is particularly important for defect notifications and deadline setting to not jeopardize the 4-year warranty period under VOB/B.
The digital record of a defect contains all relevant information for a legal dispute:
- Exact description of the defect: Clearly worded texts, supported by photos and voice notes.
- Unambiguous localization: Marking on the digital plan, so there is no doubt about the location of the defect.
- Proof of communication: Unbroken record of requests for defect resolution and responses from the subcontractor.
- Documentation of acceptance: Protocol of inspection after defect rectification, including photographic evidence.
This structured data collection ensures that your documentation withstands the requirements of a defect tracking according to VOB and that you can effectively enforce your claims.
Implementation in the company: How to successfully transition to a digital solution
The biggest hurdle in introducing new software is often employee acceptance on the construction site. Complex applications that require extensive training often fail in practice. Therefore, a successful digital defect recording must primarily be one thing: simple. Solutions based on familiar tools like WhatsApp have an acceptance rate of nearly 100%, as no new app needs to be installed or learned.
The key is to meet employees where they already communicate digitally. Instead of burdening the construction site with another app, Valoon integrates into existing workflows. The foreman or skilled worker simply reports a defect via WhatsApp message to a project number. Valoon’s AI-powered platform automatically processes this information in the background and creates a legally secure ticket in the system. This transforms a simple construction site app into reality, without anyone needing an app. This simplicity lowers the entry barrier to zero and ensures the success of digitization from day one.
Conclusion: Your Advantage with Valoon
Digital defect recording is not a luxury, but a necessity for every modern construction company. It increases efficiency by more than a third, reduces costs for defect resolution, and provides the necessary legal certainty according to VOB/B and BGB. With Valoon, the transition is straightforward and requires no training effort, as we rely on proven communication via WhatsApp.
Benefit from Simplicity, Time Savings und Legal Certainty. Ensure clear processes, satisfied employees, and successful construction projects. Book your free demo now and see for yourself how easy digital defect recording in construction can be.
More Links
BIM Germany offers a central platform for Building Information Modeling (BIM) in Germany, providing information, resources, and networks for the digital transformation in construction.
The page of the Main Association of the German Construction Industry on the topic of digitalization contains information on initiatives, projects, and positions of the construction industry regarding digital transformation.
Das Federal Institute for Building, Urban and Spatial Research (BBSR) has published a special report on the digitalization of the construction industry.
Wikipedia provides an article on the award and contract regulations for construction services (VOB), which contains essential regulations for construction contracts in Germany.
FAQ
Is digital defect recording legally secure?
Yes, digital defect recording is legally secure when implemented correctly. It is important that the software ensures comprehensive and unchangeable documentation with timestamps for every process step. This meets the requirements of VOB/B and BGB for evidentiary security.
Do my subcontractors need to use the same software?
No, this is not necessary with Valoon. Your partners and subcontractors simply communicate via WhatsApp. The information is automatically transformed into structured, legally secure tickets without the subcontractor needing to install or learn a new app.
How quickly can digital defect recording be implemented?
The introduction of Valoon can be accomplished within a day. Since no software installations or extensive training for employees on the construction site are necessary, the system is ready for immediate use and can be utilized directly in project day-to-day activities.
Does defect recording also work without internet on the construction site?
Yes, modern apps for defect recording, including those using WhatsApp, function offline. The data is temporarily stored on the device and automatically synchronized as soon as an internet connection is available again. This ensures that no information is lost.
What cost savings can be realistically achieved through digital defect management?
Studies show that the pure time required for managing a defect can be reduced by nearly 38%. Additional indirect savings come from faster defect resolution, avoided consequential damages, and lower costs in legal disputes.
Can I also create daily construction reports with a digital solution?
Yes, good software for construction documentation integrates multiple functions. From daily reports, photos, and recorded defects, the system can generate a comprehensive and legally secure daily construction report at the push of a button, further reducing administrative effort.
