The Status Quo: Why the German construction industry must digitally catch up
Digitalization in the German economy is advancing, but the construction sector lags behind with only 67.6 out of 200 possible index points in the industry comparison for 2024. Although 93 percent of construction companies want to invest in digital solutions, paper-based processes are still widespread. These outdated workflows cause a constant backlog of reports and distort the representation of construction activities. Companies spend up to 3 percent of their annual revenue solely on printing and paper, not including costs for filing and handling. Transitioning to a digital connection between the office and the construction site is therefore not a luxury but an economic necessity to remain competitive. The shift to a paperless working method is the first step toward optimizing processes.
Harnessing benefits: How you can save costs and time with paperless software
Switching to paperless construction site software offers measurable benefits that directly impact your operating results. Digital invoice processing alone can reduce processing time by an average of 6 minutes per invoice. With centralized storage in a digital construction file, all project participants have access to current plans and documents at any time, reducing the error rate by up to 15%. About 70 percent of all companies are convinced that digital storage of documents is easier than archiving on paper. This increase in efficiency not only relieves office staff but also improves productivity on the construction site by up to 20%. The following points highlight the core advantages:
- Reduced costs: Elimination of expenses for paper, printing, toner, and physical archive rooms.
- Time savings: Automated creation of daily construction reports and protocols in under 5 minutes.
- Minimization of errors: Avoidance of transfer errors through direct digital entry.
- Faster information flow: Real-time communication between the construction site and the office avoids delays of up to 10%.
- Improved transparency: Comprehensive and traceable documentation of all processes.
These advantages lead to better project management and relieve your employees from time-consuming manual tasks.
Overcoming hurdles: Acceptance among employees as success factor No. 1
The best software is useless if it is not accepted by employees. One of the biggest challenges of digitalization is the low acceptance of complex new applications on construction sites. The key to success lies in involving employees in the process right from the start and demonstrating the benefits for their daily work. A solution must be so simple and intuitive that no training effort is needed. Valoon addresses exactly this: communication occurs through the already familiar WhatsApp messenger, which over 80% of construction professionals already use. There is no need to install a new app for the construction team. This simplicity lowers the entry barrier to zero and ensures instant acceptance across the entire team. This makes mobile data collection a given.
Ensuring legal certainty: GoBD and GDPR compliant construction documentation
Clean construction documentation is crucial for defending against liability claims. At the same time, legal requirements are increasing due to GoBD and GDPR. The GoBD requires that all tax-relevant digital documents be archived in a traceable, complete, accurate, timely, organized, and unchangeable manner. Simple messaging services like WhatsApp do not meet these criteria. Violations of the GoBD can lead to significant assessments by the tax office during an audit. Moreover, when processing personal data, such as names or phone numbers of employees and subcontractors, strict rules of the GDPR must be adhered to. A professional paperless construction site software like Valoon ensures both: it automatically archives all communication and documents in compliance with the GoBD and ensures GDPR compliance through clear rights management. This makes your construction documentation legally secure..
Functions in practice: From time tracking to defect management
Modern software for the paperless construction site consolidates all relevant processes on a central platform. Instead of using 5 different isolated solutions, you use a single, interconnected system. This significantly simplifies workflows. Here are some core functions and their direct benefits:
- Digital daily construction report: Capture weather, personnel, and performance with just a few clicks directly on your smartphone. The automatic creation saves up to 30 minutes daily.
- Photo documentation with timestamp: Every photo is automatically tagged with time, location, and project information and securely archived.
- Defect management: Document a defect via photo, dictate a note, and assign the task directly to a responsible person.
- Digital timesheets: Employees record their working hours on the go, and the data flows directly and accurately into payroll.
- Automatic translation: Overcome language barriers with a live translation feature in over 20 languages.
These tools reduce administrative effort by more than 10 hours per week, creating space for actual construction management.
Conclusion: Your advantage with Valoon
Switching to paperless construction site software is the critical step for future-ready construction companies. You not only increase your efficiency by over 20%, but also create the necessary legal certainty according to GoBD and GDPR. With Valoon, this transition is simple and without acceptance issues, as your employees on the construction site can continue to use WhatsApp seamlessly. You benefit from maximum simplicity, automated documentation, and save valuable time. Put an end to communication chaos and paper clutter. Focus back on what matters: building. Optimize your processes now and secure the crucial competitive advantage.
Are you ready to organize your construction sites more efficiently and legally securely? Book your free demo now and experience how easy the transition to a paperless construction site is with Valoon.
More Links
Federal Government provides a digitalization index that measures the progress of digitalization in Germany.
Fraunhofer IESE published a blog post about a study on digitalization in the construction industry.
Federal Statistical Office (Destatis) offers an article on the digitalization potential in construction activity statistics.
PwC published a press release on a study about the construction industry in 2023, shedding light on the state of digitalization and sustainability.
Central Association of the German Construction Industry (ZDB) provides a position paper on the topic of digitalization.
Statista offers a statistic on the degree of implementation of digitalization in the construction industry in the D-A-CH region.
PwC analyzes the challenges and the pressure under which the construction industry operates in an article.
FAQ
Why is my previous use of WhatsApp not legally secure?
Standard WhatsApp does not meet the requirements of the GoBD because chats and data are not automatically archived in an unchangeable, complete, and organized manner. Additionally, business use concerning the GDPR and the separation of private and business data can be problematic.
Do my employees need to install a new app?
No, not with Valoon. Your team on the construction site communicates as usual via WhatsApp. Only the project leaders in the office use the Valoon web interface to manage all information centrally and legally securely. This ensures 100% acceptance.
What happens to my old paper documents?
For a complete transition, you should digitize your existing, relevant paper documents once. Modern scanners and capture software can greatly simplify this process. Future incoming mail will then be directly captured digitally.
Is data storage with Valoon secure?
Yes, absolutely. All data is stored on secure servers in Germany and processed in compliance with the GDPR. Archiving is done according to the strict principles of the GoBD to ensure maximum legal certainty.
Can subcontractors and other external partners also be integrated?
Yes, the system is designed to represent all project communication. You can easily add external partners to the respective project chats without them incurring costs or needing to install software.
What is the cost of using Valoon?
Valoon follows a fair pricing model: The use for employees on the construction site is completely free. Costs only arise for users in the office who use the central management platform. This lowers the entry barrier and makes digitalization affordable for every company.
