The legal and financial significance of the revision documents according to VOB
The creation of revision documents is not an option, but a contractual obligation. According to VOB/C, specified in the complete edition of 2019, contractors are obligated to hand them over. These documents must allow a third party to operate, maintain, and carry out future modifications with zero onboarding effort. If these documents are missing or incomplete, the client may consider this a defect. Courts such as the OLG Brandenburg then allow withholding of the final payment equivalent to double the costs for subsequent creation. A clean automated construction documentation is therefore not a luxury, but a financial necessity. This documentation obligation ensures the quality and value of the property for the next 20 to 30 years.
The legal foundations are broad and go beyond the VOB. The HOAI and the BGB (§ 650n) also demand comprehensive documentation at the latest upon completion of the work. Timely handover, often 3 weeks before the VOB acceptance, is crucial for the due date of the final invoice. Without complete documents, you not only risk financial losses but also jeopardize the acceptance of the entire trade. This underscores the necessity of a process-integrated solution for documentation.
Challenges in manual creation: A 50% higher risk of errors
The traditional creation of revision documents is a process that is associated with over 50% more errors than digital methods. Manually collecting plans, protocols, photos, and delivery notes in physical folders is extremely time-consuming. Employees spend up to 10 hours per week just searching for and assigning documents. This approach often leads to incomplete datasets. Even a missing protocol can render the entire documentation defective and delay the final payment by weeks.
The manual method involves significant risks and inefficiencies that directly affect your budget. Here are some of the most common issues:
- Data loss: Physical documents easily get lost at the construction site or in the office, making it often impossible to retrieve them.
- Missing versioning: It is often unclear which planning status is final, leading to execution errors and additional costs of up to 15%.
- Media breaks: Information is exchanged via email, messenger, and phone and must be manually transferred into lists, increasing the error rate by 20%.
- High time investment: Compiling the documents shortly before acceptance can take more than 40 hours of work per trade.
These problems illustrate that a modern document management software for construction not only increases efficiency but also minimizes risks. A consistently digital process is the key to avoiding these costly pitfalls.
The digital way: How Valoon automates the creation of revision documents
Imagine your revision documents create themselves while your team communicates as usual via WhatsApp. That’s exactly what Valoon enables. Every photo, voice message, and document shared on the construction site is automatically archived securely and assigned to the correct construction project. This process reduces manual documentation efforts by over 80%. You don’t need a separate app, and there is zero training effort for your team on the construction site.
The platform serves as your central digital construction file software, which consolidates all relevant information. With just one click, you can generate complete and VOB-compliant revision documents at the end of the project. This accelerates the process from weeks to just a few minutes. The structured filing ensures that all evidence, protocols, and plans are fully present. Thus, the acceptance becomes a mere formality, and your liquidity improves by at least 15% due to faster payments.
What should be included in the revision documents? A practical checklist
To meet the requirements of the VOB, the revision documents must be complete and understandable for a third party. A precise compilation is crucial for a smooth acceptance. The following list provides an overview of the important components:
- As-built and revision plans: All plans (e.g. for ventilation, electrical, fire protection) that accurately reflect the final built condition with all changes.
- Technical documentation: Operating, maintenance, and inspection instructions for all technical systems and machines.
- Used products and materials: Exact listing including manufacturer, model number, and data sheets for easy procurement of spare parts.
- Acceptance protocols and evidence: All VOB acceptance protocols, expert inspection reports, specialist contractor certificates, and training protocols.
- Permits and approvals: Building regulatory approvals, test certificates, and declarations of conformity.
- Photo documentation: Visual evidence of construction progress and rectification of defects.
- Construction diary: A comprehensive digital construction diary, which documents all significant occurrences.
This comprehensive collection of documents ensures that you meet all contractual obligations and lay the groundwork for a smooth handover.
Legal certainty in focus: Comprehensive documentation as a shield
Incomplete documentation is more than just an annoyance; it is a significant legal risk. In case of disputes, for example, with defects within the warranty period of 4 to 5 years, comprehensive documentation serves as your most important piece of evidence. It proves that the execution was carried out professionally and according to recognized rules of technology. Valoon ensures that every communication and document is stored unalterably and time-stamped. This type of data storage meets the requirements of the GoBD and creates a 100% evidence-secure documentation basis.
Through the automatic assignment of photos, plans, and notes to the respective processes, a traceable history is created. This transparency protects you from unjustified claims and reduces liability risks by more than 30%. A clean documentation according to VOB is thus your best insurance against future conflicts and secures the long-term economic success of your projects.
Conclusion: Your advantage with Valoon
The manual creation of revision documents is a thing of the past. The process is too slow, too expensive, and fraught with too many risks. With Valoon, you opt for a digital, automated approach that brings you three key advantages: Time savings, legal certainty, and efficiency. You reduce administrative effort by up to 80%, accelerate invoicing, and minimize your liability risks through comprehensive, legally secure documentation. Make the switch now and transform the creation of revision documents from a burdensome obligation into a strategic advantage. Book your free demo and experience how easy construction documentation can be.
More Links
Wikipedia provides a comprehensive overview of construction documentation, its creation, management, and archiving in the construction industry.
BIM Germany is a central platform for Building Information Modeling in Germany.
Federal Statistical Office (Destatis) provides information and statistics on the construction industry.
Federal Statistical Office (Destatis) contains a PDF document about the digitization potential of construction activity statistics.
Initiative “de.digital” of the federal government shows the digitalization index, which measures the progress of digitalization in Germany.
Statistics Baden-Württemberg offers a publication (monthly journal) from 2020.
FAQ
Are revision documents always mandatory?
Yes, if a VOB contract is in place, the creation of revision documents is a primary contractual obligation. Corresponding as-built documents for proof are also required under BGB (§ 650n) and HOAI.
In what format must the documents be handed over?
The exact format is often contractually regulated. It is common to provide multiple copies in paper form (e.g. 2 folders) as well as a digital copy on a storage medium (e.g. CD or USB stick).
How does Valoon specifically help in creating the revision documents?
Valoon automatically archives all communication, photos, videos, plans, and documents from the construction site securely. At the push of a button, you can export a complete, chronological, and VOB-compliant documentation as a PDF, eliminating manual effort.
What do revision documents cost?
The costs are part of the overall work performance. However, if they are created subsequently or by third parties, the costs can be substantial. A withholding due to missing documents can quickly amount to several thousand euros, depending on the project scope.
Can I refuse acceptance if the revision documents are incomplete?
Yes. As complete revision documents are part of the contractual performance due, their absence represents a significant defect that justifies refusal of acceptance.
Does my team on the construction site need to learn a new app?
No. That is the key advantage of Valoon. Your team continues to communicate as usual via WhatsApp. All documentation and archiving occurs in the background without the construction site staff needing to change their working methods.
