The Status Quo: Why manual specifications can cost you over 100 work hours each year
The manual creation of specifications (LV) using programs like Excel is still standard in many companies, but it is an enormous time waster. Copying old templates, manually adjusting area sizes, and the cumbersome management of different versions quickly lead to errors. A wrong formula or a simple typo can distort calculations by up to 15%, directly affecting your profit. Moreover, there is a lack of transparency: Without a central data basis, performance reviews onsite are often subjective and incomplete. These inefficient processes lead to misunderstandings between clients and service providers, causing high administrative costs. The lack of standardization also makes it difficult to compare offers and unnecessarily complicates tenders. A digital solution alleviates this by centralizing and automating the entire process. This lays the foundation for efficient and scalable building cleaning.
Core functions of modern software: 40% efficiency increase
A specialized specification cleaning software offers much more than just a digital template. It is a tool that optimizes the entire workflow and demonstrably increases productivity. Switching to digital systems can reduce the time needed for administrative tasks by up to 40%. Here are the key features that make this possible:
- Central template and master data management: Create and save standardized performance descriptions, room types, and calculation bases for all objects just once.
- Automated calculation: The software automatically calculates the time and material requirements based on the stored data and creates precise offers in minutes instead of hours.
- Mobile connection for practice: Cleaning staff receive their tasks and checklists directly on their smartphones, often via familiar apps like WhatsApp, which reduces training effort to zero.
- Digital quality assurance: Inspections are carried out using mobile forms, documented with photos, and transmitted to the office in real time, ensuring seamless traceability.
- Legally secure documentation: All work steps, checks, and special occurrences are stored with timestamps and user assignment and are accessible at any time.
These features not only reduce manual effort but also create a transparent and reliable data foundation for all participants. The digital networking of the office and site is key to modern Facility Management.
Legal certainty at the click of a button: How to avoid 90% of all tender errors
Unclear formulations in the specifications are one of the main causes of later disputes over the scope of services and billing. Professional software ensures standardized and legally checked text modules that significantly increase the legal certainty of contracts and tenders. EU-wide tenders for cleaning services can take up to 9 months; errors in this phase are costly. With digital, seamless protocols, you always have a legally valid proof on hand in case of discrepancies. Every cleaning performed, every quality control, and every defect report is automatically documented. This creates a transparent performance documentation that is fair for both sides – client and service provider. Compliance with standards and legal requirements becomes an integral part of your process. With the right specification software you significantly minimize your liability risk and build a trusting collaboration.
The bridge between the office and the construction site: Communication without hurdles
The best planning in the office is useless if the information does not reach the staff on site easily and understandably. This is where platforms like Valoon come in, focusing on communication via WhatsApp. Instead of burdening your cleaning staff with another new app, they receive all instructions and checklists directly in a familiar environment. This lowers the acceptance hurdle to zero and overcomes language barriers through an integrated live translation feature. Imagine a foreman reporting a special cleaning via photo through WhatsApp – and in the office, it automatically becomes a documented process in the system. This seamless connection increases response speed by over 50%. Such software in facility management ensures that the specification is not just a document, but a living tool for daily work.
In 5 steps to the right software solution for your company
Choosing the right software is critical for the success of digitizing your cleaning processes. The German market for facility management is expected to grow to $6.15 billion by 2035, driven by technological integration. Approach your decision strategically:
- Conduct a needs analysis: Clearly define your requirements. How many objects do you manage? How many users in the office and on-site should use the system?
- Check for scalability and flexibility: The software should be able to grow with your company. Look for flexible pricing models and the ability to add modules.
- Evaluate user-friendliness (UX): An intuitive interface is crucial. The training effort, especially for the staff on site, should be minimal – ideally zero.
- Interfaces and integration: Check whether the software can be integrated into your existing IT landscape (e.g., ERP systems) to avoid data silos.
- Support and implementation: A good provider not only supports you during the introduction but also offers quick and competent support during ongoing operations.
A thoughtful selection secures your investment and lays the foundation for long-term optimization of your operations. A market overview of CAFM software can provide initial guidance here.
Conclusion: Your advantage with Valoon – Simple, Efficient, Legally Secure
Switching from manual processes to specialized specification cleaning software is not a luxury, but a strategic necessity. You save not only up to 100 work hours per year but also increase the accuracy of your calculations and the legal certainty of your contracts. Valoon takes a crucial step further: We combine the powerful functionalities of professional software with the simplicity of WhatsApp. This creates a solution that ensures maximum efficiency in the office and can be used immediately and without training by every employee on the construction site or in the cleaning object. Increase your transparency, reduce your costs, and sustainably ensure your quality. Experience for yourself how uncomplicated digital building cleaning can be. Book your free demo now and let’s optimize your processes together.
More Links
Statista provides a comprehensive topic page with statistics and data on building cleaning.
The building service providers (Federal Guild Association of the Cleaning Trade) inform about the current situation and development of the building services industry.
Die DGUV (German Statutory Accident Insurance) provides relevant rules and regulations for the building cleaning industry.
Statista offers detailed statistics and survey data on companies in the German building cleaning industry.
FAQ
Is Valoon suitable for small cleaning companies as well?
Yes, absolutely. Valoon is scalable and, due to its simple, WhatsApp-based system, is ideal for small and medium-sized enterprises. It requires no training effort, and costs occur only for the users in the office, while the on-site employees use the platform free of charge.
How does the connection to WhatsApp work exactly?
Your employees communicate as usual in a WhatsApp group set up by us. Valoon acts in the background as an intelligent assistant that automatically reads, structures, and securely stores messages, photos, and documents in the system. Nothing changes for your employees.
Are the data sent via WhatsApp legally documented?
Yes. All relevant information is read by Valoon and stored in a revision-proof database with a timestamp and sender information. These protocols can be exported at any time and serve as legally valid proof.
Can I manage processes other than building cleaning with Valoon?
Yes. Valoon was developed for the entire construction industry and related services. You can also easily and legally manage defect management, construction documentation, time recording, and other processes via WhatsApp.
How quickly can Valoon be implemented in my company?
The implementation is extremely quick, as no software needs to be installed on the employees’ phones. Setting up the office licenses and WhatsApp groups usually takes less than one working day. A personal demo lasts only about 30 minutes.
What does it cost to use Valoon?
Valoon follows a fair pricing model. Costs are incurred only for the users in the office who use the web platform for management. For the employees on the construction site or in the object, who communicate via WhatsApp, the usage is completely free of charge. We would be happy to create a tailored offer for you.
