The billion-dollar problem: The true costs of inefficient defect management
In 2021 alone, the cost of errors in construction amounted to around €16.5 billion, which corresponds to about 11.4 percent of the industry’s revenue. A large part of this sum is due to the rectification of construction defects, often resulting from poor communication or insufficient documentation. Private messaging services without a central repository exacerbate the problem and make seamless tracking nearly impossible. This unstructured way of working often costs a medium-sized construction company more than €50,000 a year just for coordination and remediation. A digital solution not only reduces these direct costs but also minimizes administrative effort by several hours per week. Thus, investing in a clean, digital defect management system is not a cost factor but a crucial lever for higher profitability.
Legal certainty in focus: Safely manage defect claims according to VOB/B
The Procurement and Contract Regulation for Construction Services (VOB/B) sets clear requirements for defect rectification. According to § 13 VOB/B, the service must be free of defects at the time of acceptance. To assert defect claims legally, a written defect complaint with a deadline is essential. The statute of limitations for defect claims in construction usually amounts to four years after acceptance. Seamless and unchangeable documentation of each defect, including timestamped photos and precise location, is crucial in court. A professional photo documentation via app is up to 70% faster than manual methods. Without a systematic tool, compliance with these requirements involves significant administrative effort and entails high risks. A digital defect management system according to VOB ensures that all steps from the complaint to acceptance are compliant and traceable.
Increasing efficiency through digitization: How an app optimizes the process
A specialized app for defect management transforms the entire process from reporting to completion. Instead of responding to calls or sending convoluted email chains, defects are recorded directly on site and forwarded digitally. This reduces the recording time per defect by up to 80%. The benefits of such a digital solution are manifold:
- Central recording: All defects are recorded with photos, locations, and descriptions in a single system.
- Automated assignment: The app forwards the defect directly to the responsible subcontractor, including a clear deadline.
- Transparent tracking: Every participant can view the status of defect rectification in real-time.
- Seamless documentation: All communication steps are automatically logged and are always retrievable.
- Easy reporting: With just one click, complete defect reports can be created as PDFs for meetings or the acceptance according to VOB created.
This structured approach ensures clear task tracking on the construction site and makes sure that no information is lost.
Overcoming the crucial hurdle: Acceptance on the construction site
The best software is useless if it is not accepted by the team. Studies show that the lack of employee acceptance is one of the biggest challenges in digitization in the construction sector. Many workers on site are reluctant to familiarize themselves with complex new apps and the associated effort. Around 78% of companies see internal acceptance as a central hurdle. This is where Valoon comes in: Communication happens through WhatsApp, an app already used privately by over 90% of employees. No installation of a new app or training effort for the on-site team is necessary. Messages are simply sent via text and are processed and documented by Valoon in the background in a legally secure manner. This approach maximizes acceptance and ensures that digitization works from day one.
From reporting to approval: The workflow in app defect management
A well-thought-out digital defect management covers the entire lifecycle of a defect. The process is significantly accelerated and simplified by an app. A typical workflow looks as follows:
- Capture: An employee on the construction site discovers a defect and sends a photo with a brief voice or text message via WhatsApp.
- Document: The app processes the information, timestamps it, and automatically assigns it to the correct construction project and trade.
- Delegate: The site manager assigns the defect in the office to the responsible subcontractor with a few clicks and sets a deadline for rectification.
- Process: The subcontractor receives a notification with all details and can also submit the declaration of defect clearance according to VOB digitally.
- Check & finalize: The site manager checks the rectification on site and completes the case in the system.
This seamless process ensures a continuous and traceable defect tracking via app is secure and saves all participants valuable time.
Conclusion: Your advantage with Valoon
A professional app defect management is not a luxury but a necessity for any forward-thinking construction company. It demonstrably reduces error costs, ensures legal security according to VOB, and boosts efficiency across the entire project team. The key to success lies in simplicity and acceptance on the construction site. Valoon combines the simplicity of WhatsApp with the requirements for legally secure and structured construction documentation. This way, you save time, lower costs, and can focus back on what matters: building. Book your free demo now and see for yourself.
More Links
Wikipedia provides an extensive overview of the Procurement and Contract Regulation for Construction Services (VOB).
Der Main Association of the German Construction Industry provides information on digitization in the construction industry.
Das Fraunhofer Institute for Building Physics offers detailed information on digitization in building physics.
Haufe provides information on defect claims in construction contracts according to VOB/B and BGB.
FAQ
Is a defect complaint via WhatsApp legally secure?
A simple WhatsApp message often does not fulfill the written form according to VOB/B. Valoon solves this problem by converting the information sent via WhatsApp (image, text, voice) into a legally secure protocol and formally sending it via email as a PDF to the subcontractors. This way, simple recording is combined with legal requirements.
Do my employees on the construction site need to install a new app?
No, that’s not necessary with Valoon. Your employees and those of the subcontractors continue to communicate through WhatsApp, which is already installed on almost every smartphone. Only the project and site managers in the office use the Valoon web application for control and documentation.
How much time can I save with a defect management app?
Companies report time savings of up to 5 hours per week per site manager. The digital recording and automated reporting eliminate time-consuming manual tasks like transcribing notes, sorting photos, and creating defect lists.
What does a defect management app cost?
Using Valoon is completely free for employees on the construction site. Costs are incurred only for users in the office (e.g., construction and project managers) who manage the projects. The pricing model is transparent and designed to keep the entry barrier as low as possible.
Are my data in the app secure and GDPR-compliant?
Yes, Valoon is a German company that places the highest value on data security and GDPR compliance. All project data is securely stored on German servers and processed according to the highest security standards.
Can I also use the app to manage other processes like the daily log?
Yes, Valoon is more than just a tool for defect management. The platform also supports the creation of legally secure daily construction reports, photo documentation, time tracking, and general site communication in a single, simple system.
