The Status Quo: Why the German construction industry needs to digitize
Digitalization in the German economy is advancing, yet the construction sector ranks last in the industry comparison for 2024 with only 67.6 out of a possible 200 index points. Although 93 percent of construction companies want to invest in digital solutions, paper-based processes are still widespread. These outdated procedures lead to a constant backlog of reports and distort the representation of construction activities. Companies spend up to 3 percent of their revenue annually just on printing and paper, excluding costs for filing and handling. The transition to a digital connection between office and 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 towards process optimization.
Leverage advantages: How you can save costs and time with paperless software
Switching to a paperless construction software offers measurable benefits that directly affect your operating results. Digital invoice processing alone can reduce processing time by an average of 6 minutes per invoice. With central storage in a digital construction file all project stakeholders 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 digitally storing documents is easier than archiving them in paper form. This increase in efficiency not only relieves office staff but also improves productivity on the construction site by up to 20%. The following points outline the key benefits:
- Reduced costs: Elimination of expenses for paper, printing, toner, and physical archive spaces.
- Time savings: Automated creation of daily construction reports and protocols in under 5 minutes.
- Error minimization: Avoidance of transmission errors through direct digital capture.
- Faster information flow: Real-time communication between the construction site and office prevents delays of up to 10%.
- Improved transparency: Seamless 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 by employees as success factor No. 1
The best software is useless if it is not embraced by the employees. One of the biggest challenges of digitization is the low acceptance of complex new applications on the construction site. The key to success lies in involving employees from the start and demonstrating the benefits for their daily work. A solution must be so simple and intuitive that no training effort is required. This is exactly where Valoon comes in: Communication takes place via the already familiar WhatsApp Messenger, which over 80% of construction professionals already use. No installation of a new app is required for the construction team. This simplicity reduces the entry barrier to zero and ensures immediate acceptance throughout the team. Thus, the mobile data collection becomes a matter of course.
Ensure legal certainty: GoBD and GDPR-compliant construction documentation
Proper construction documentation is crucial for defense against liability claims. At the same time, legal requirements are increasing due to the GoBD and GDPR. The GoBD requires that all tax-relevant digital documents be archived in a traceable, complete, accurate, timely, organized, and unalterable manner. Simple messaging services like WhatsApp do not meet these criteria. Violations of the GoBD can lead to significant additional assessments by the tax office during an audit. Additionally, strict GDPR regulations must be followed when processing personal data, such as names or phone numbers of employees and subcontractors. A professional paperless construction software like Valoon ensures both: it automatically archives all communication and documents in compliance with the GoBD and guarantees adherence to the GDPR 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 in a central platform. Instead of using 5 different standalone 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 automated creation saves up to 30 minutes each day.
- Photo documentation with timestamp: Each photo is automatically tagged with time, location, and project information and stored securely.
- Defect management: Capture a defect via photo, dictate a note, and assign the task directly to a responsible person.
- Digital time sheets: Employees can record their working hours on their mobile devices, and the data flows directly and error-free into payroll accounting.
- 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 and create space for the actual site management.
Conclusion: Your advantage with Valoon
Switching to a paperless construction software is the decisive step for future-oriented 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 straightforward and without acceptance issues, as your team on the construction site simply continues to use WhatsApp. You benefit from maximum simplicity, automated documentation, and save valuable time. End the communication chaos and clutter of papers. Focus again 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 it is to switch to a paperless construction site 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 that highlights 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 implementation level of digitalization in the construction industry in the D-A-CH region.
PwC analyzes the challenges and pressures faced by the construction industry in an article.
FAQ
Why is my previous WhatsApp usage not legally secure?
Standard WhatsApp does not meet GoBD requirements, as chats and data are not automatically archived in an immutable, complete, and organized manner. Moreover, business use regarding GDPR and the separation of private and business data is 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 managers 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 significantly simplify this process. Future incoming mail will then be directly digitized.
Is data storage with Valoon secure?
Yes, absolutely. All data is stored on secure servers in Germany and processed in compliance with GDPR. Archiving is done according to the strict principles of GoBD to ensure maximum legal certainty.
Can subcontractors and other external partners also be involved?
Yes, the system is designed to represent the entire project communication. You can easily add external partners to the respective project chats without incurring costs for them or requiring them to install software.
What does it cost to use Valoon?
Valoon follows a fair pricing model: The use for employees on the construction site is completely free of charge. Costs are incurred only for the users in the office who use the central management platform. This lowers the entry barrier and makes digitalization affordable for every company.
