More time, less stress: How digital order processing is revolutionizing your construction daily routine
We all in the construction industry know this: The shortage of skilled workers is pressing, cost pressure is rising, and somehow everything needs to happen faster. This is exactly where an efficient digital order processing in construction comes into play – and honestly, it’s no longer an option but a necessity to stay competitive. At Valoon GmbH, we see daily where our customers face challenges, which is why we developed solutions that truly optimize your workflows and noticeably improve the connection between the construction site and the office. Let’s be honest, how much time could you save if the data collection on-site were digitized and all those messages and piles of paper turned into useful project data automatically? Let’s discover together how you can efficiently manage your construction projects with smart software and elevate communication to a new level. If you feel it’s time for a change, then just reach out to us – we are happy to provide personalized advice.
- Mandatory for competitiveness: Die digital order processing in construction is essential today to remain in the market.
- Optimized workflows: It significantly improves processes and communication between the construction site and the office.
- Efficient data use: Digital data collection on-site transforms the chaos of paper into valuable project data and saves time.
- Increased productivity: It enables faster project execution and reduces administrative effort as well as errors.
Why digital order processing in construction is so important
Die Digital order processing in construction is like the foundation for every construction company looking to the future. It means saying goodbye to mountains of paper and error-prone paperwork, and instead working transparently, quickly, and accurately. Especially in our industry, which is often considered less digital, there are huge opportunities here to increase productivity and push projects through faster. The ability to have order data in real-time, to process it, and to make it accessible to all key stakeholders – that’s invaluable for project success. And this applies not only to the big players but particularly to software order processing for small businesses and crafts enterprises that greatly benefit from streamlined processes.
Seeing the challenges – and seizing opportunities
Sure, implementing a digital order processing in construction comes with some hurdles. Employees need to be brought along, and the new software may need to fit into existing systems. But trust us: The opportunities are simply much greater! Just think of the significant reduction in administrative effort, far fewer transfer errors, and improved cost control. Companies that take this step now secure a real competitive advantage. They can respond faster to customer requests, complete projects on time, and make their clients happier. And honestly, mobile project management apps for construction are often a real game changer.Digital order processing in construction: What’s behind it and what do you need for it?
To unlock the full potential, it’s crucial to understand exactly what Digital order processing in construction actually means and what components are involved. It’s about much more than just scanning a few documents; it’s a complete reboot of how you work, enabled by the digital order processing in construction.
What we mean by digital order processing
When we speak of digital order processing in construction we refer to the integrated digital support for all processes: from the initial customer inquiry, quote, order processing, performance recording, and material planning to invoicing and project documentation. Unlike the traditional method, where paper, notes, and silo solutions often dominate and data is constantly entered twice, the digital variant aims for a smooth flow of information without media breaks . This naturally includes the use of project management software for construction and specialized construction software, so that all data is in one place and nothing is done twice. At its core, it’s about automating and optimizing tasks so that the digital order processing in construction process becomes truly efficient.
The key components for your digital success
A really good solution for the Digital order processing in construction requires a few core components that work hand-in-hand to improve your entire workflow. These are crucial for the implementation and use in everyday construction work:
- Digital customer data management: A central, always up-to-date database for all customer information, contact histories, and project data – that’s the foundation. This way, you can address your customers more personally and always be quick to provide information.
- Automated invoicing: Invoices that nearly create themselves based on recorded services and materials – including interim and final invoices. This speeds up cash flow and saves you a lot of typing work. The integration with a digital receipt processing for accounting is obviously a huge plus.
- Mobile time tracking: Your employees can record their working hours directly on-site using a smartphone or tablet. This data flows directly into payroll accounting and project calculations – making everything more accurate and saving annoying follow-up work.
- Digital project and resource planning: Tools that allow you to optimally plan personnel, machines, and materials ensure good utilization and prevent bottlenecks. A digital planning board, even if it’s rarely free in full function, can really provide valuable services here.
The big difference from yesterday’s paperwork
The main difference between traditional and digital order processing in constructiondigital order processing? Clearly the continuity and automation of processes. Whereas before, people often struggled with paper, Excel spreadsheets, and different programs that don’t communicate, leading to information silos, constant breaks in workflow, and much manual work – digital order processing aims for an integrated system landscape. Information is entered once and is then available to all important processes and employees in real-time. The outcome: significantly fewer errors due to manual transfers and a clear, up-to-date overview of all projects. A software for the digital construction file is a true key element here.More than just time savings: How digital order processing truly advances your construction projects
When you switch to Digital order processing in construction you gain much more than just a little time. It changes core areas such as your communication, cost management, and even regulatory compliance – laying the foundation for your long-term success through digital order processing in construction.
- increased efficiency: Automation of routine tasks like quote creation and invoicing frees up capacity.
- Improved communication: Real-time data exchange and messenger integration foster a strong team spirit and quick decisions.
- Error and cost reduction: Digital data collection minimizes manual errors and allows for precise cost control.
- Transparency and traceability: A central digital construction file provides all project-related information quickly and clearly.
- Legal certainty: GoBD-compliant document storage and preparation for the e-invoicing obligation ensure compliance, a vital aspect of digital order processing in construction.
Working more efficiently, gaining time – thanks to digital order processing in construction
One of the biggest advantages of digital order processing in construction is the massive increase in efficiency. By automating routine tasks like writing quotes, creating invoices, or preparing daily reports, you create valuable space. Your employees can focus again on what they do best instead of dealing with paperwork. Software solutions like SORBA, which covers everything from calculation to invoicing, or HERO, which speeds up quote creation with templates and simple interfaces, impressively show how the administrative effort can decrease by up to 8-10 hours per order . This is especially beneficial for crafts software for small companies an actual win.
Better communication and a strong team spirit
Die Digital order processing in construction completely transform communication. Our solution at Valoon GmbH, for example, relies on the seamless integration of messengers like WhatsApp. Your field workers use tools that they know and like while all communication is automatically structured and attributed to the right project. Platforms like IMS enable real-time data exchange between the construction site and the office, so everyone is always up to date. This avoids misunderstandings, speeds up decisions, and promotes genuine collaboration – which is further strengthened by using a mobile project management app for construction .
Fewer errors, lower costs
Manual data entries are a common source of errors that can be quite costly. The Digital order processing in construction minimizes this risk, as data is only entered digitally once and then processed systemically. For example, the mobile data collection on-site allows for accurate recording of measurements or material consumption. Systems like IMS also provide real-time analyses for cost control. This way, deviations are detected early, and you can counteract in time. The result: You stay better within budget and your construction projects become more profitable.
More insights and everything traceable
A central digital construction file, as offered by many modern systems, ensures maximum transparency and traceability for all project-related information. From plans to contracts and reports to photos – everything is stored in one place and quickly accessible. IMS, for example, allows a complete documentation of all project phases, including performance times, machine hours, and material usage. This seamless documentation is not only excellent for internal controlling but also invaluable in case of warranty claims or legal questions. digital order processing in construction of immeasurable value.
On the safe side: Compliance and legal certainty
Compliance with laws and industry-specific standards is, of course, also an important aspect. Modern software for Digital order processing in construction helps you with the GoBD-compliant storage of documents and secure archiving. Many systems also offer GAEB interfaces so that you can participate in public tenders. And starting in 2025, e-invoicing will be mandatory in the B2B sector – digital order processing prepares you perfectly to create and receive invoices in formats like XInvoice or ZUGFeRD. This not only ensures legal certainty but also optimizes the entire invoicing process.Finding the right tools: Your technology compass for digital order processing in construction
Choosing the right technologies is crucial for the success of your digital order processing in construction. The market is full of solutions tailored to very different needs. The art is in finding exactly the tools that fit your workflows and goals in the digital order processing in construction construction industry.
Project management software for construction: What it must be able to do and what to look out for
A strong project management software for construction is often the heart of the digital order processing in construction. When selecting, pay attention to these features:
- Central task management: A clear overview of all tasks, who is responsible, and when something is due.
- Intelligent reporting: Automated creation of photo documentation, measurements, and daily reports – just what our Valoon platform provides for you.
- Cloud-based project storage: Secure access to all project data, no matter where you are.
- Integration capability: Interfaces to other systems, very important at Valoon: to messenger services but also to ERP or accounting programs.
- User-friendliness: An intuitive operation is key for team acceptance – a core aspect of our software at Valoon GmbH.
Providers like HERO or IMS also have comprehensive solutions that are specifically designed for the construction industry and support functions like digital measurement in crafts. Mobile apps for the construction site: More than just replacing timesheets
Mobile Apps für die Baustelle: Können mehr als nur Stundenzettel ersetzen
Mobile apps are indispensable for the Digital order processing in construction, as they make direct data collection on-site possible. The mobile report from Sander & Doll is an example of an app that allows not only time tracking but also material management and photo documentation with customer signatures directly on the device. Very important is the offline functionality, as provided by the IMS.app, for example, because the internet connection on construction sites is often not the best. This way, data can also be collected without an internet connection and then synchronized later. This is a must for a paperless construction site with software support.
ERP systems and DMS integration: The backbone of your data
For truly seamless Digital order processing in construction integration, one often cannot avoid the integration of Enterprise Resource Planning (ERP) systems and Document Management Systems (DMS). ERP systems handle commercial processes, while a DMS ensures the structured storage and management of all documents. The challenge is the seamless data integration to avoid data silos and double data maintenance. MACH ARES, for example, offers interfaces to financial and HR systems, enabling a continuous flow of data. A good document management software for construction is worth its weight in gold here.
Cloud solutions: Flexible and scalable
Cloud-based SaaS platforms, like the ones we offer at Valoon GmbH, are becoming increasingly important in the digital order processing in construction . They provide high flexibility, can grow with your company, and enable access to data and functions from anywhere. Security aspects are of course central here; reputable providers ensure data security through encryption, access controls, and regular backups. Another benefit is often lower startup costs compared to solutions that you have to install yourself, with updates coming automatically.
GAEB interface and e-invoicing: Standards that facilitate exchange
For construction companies participating in public tenders, a GAEB interface (Joint Committee for Electronics in Construction) is a must. It enables the standardized exchange of service specifications. Equally important is e-invoicing: Starting in 2025, it will be mandatory for B2B transactions in Germany. Formats like XInvoice or ZUGFeRD allow a structured, machine-readable transmission of invoice data. Modern software for the Digital order processing in construction should master these standards to truly advance process optimization in construction through software. Overcoming hurdles: How to successfully implement digital order processing in your construction businessHürden nehmen: So klappt die Einführung digitaler Auftragsabwicklung in Ihrem Baubetrieb
Implementing a digital order processing in construction is a real transformation that requires good planning and a knack for different challenges. If you take a proactive approach, you can identify potential stumbling blocks of the digital order processing in construction early on and successfully clear them out of the way.
- Employee engagement: Convince your team of the benefits of new digital tools and offer comprehensive training.
- System integration: Plan the seamless integration of new software into your existing IT landscape to avoid data silos.
- Data protection and security: Implement robust measures to protect sensitive project and customer data in accordance with GDPR, which is essential in the digital order processing in construction digital order processing.
- Cost-benefit analysis: Create a realistic budget and assess the return on investment (ROI) of the digitalization measures.
Engaging employees and bringing skilled workers on board
One of the biggest challenges is to win over the employees for digital transformation. There are often reservations about new technologies or concerns that everything will become more complicated. Here, it’s super important to clarify the benefits – for example, that annoying paperwork will be eliminated or workflows will be simplified, like with our Valoon software, which relies on familiar messengers. Good training and someone who is always there for questions, are essential to build digital skills and foster acceptance. Involving your employees in the selection and introduction of the digital order processing in construction helps often to reduce resistance and ensures that everyone identifies with the new tools.
Integration into existing systems: Keeping complexity in check
You rarely start with a completely clean slate. Most often, there is already an IT landscape with various silo solutions. Integrating the new software for digital order processing in construction into these existing systems, for instance into accounting software or specific construction software costing tools, can sometimes be tricky. It is important to avoid compatibility issues and ensure seamless data transfer. Open interfaces (APIs), like those provided by our Valoon platform, are a significant advantage here, as they facilitate data exchange between different programs and thus prevent data silos.
Data protection and security: No compromises here
When processing sensitive project and customer data in the framework of the digital order processing in construction data protection and security are of utmost priority. You must implement effective security measures, protecting data from unauthorized access, loss, or manipulation. This includes technical aspects like encryption, firewalls, and access controls, but also organizational measures like data protection training for your employees. Compliance with the General Data Protection Regulation (GDPR) and industry-specific requirements is a must. Cloud providers must meet particularly stringent standards here.
Costs and budget: Realistic planning is everything
Implementing a digital order processing in construction obviously costs money. This includes not only the acquisition costs for software licenses or the monthly fees for SaaS solutions, but also costs for hardware, training, adjustments, and perhaps external consulting. It is important to create a realistic budget, which considers both the initial investments and ongoing operating costs. However, there are often considerable savings from increased efficiency and fewer errors, making the investment worthwhile in the medium to long term. A careful ROI assessment helps in the decision-making process.Successful recipes: How to get the most out of your digital order processing in construction
To truly leverage the full potential of the digital order processing in construction it’s not enough to simply install software. It requires a strategic approach and a few best practices that are established within the company for the digital order processing in construction workflows.
First analyze, then optimize: The key
Before you start digitalizing, a thorough analysis of your current order processing workflows is absolutely necessary. Where are the bottlenecks? Which steps are cumbersome or error-prone? Define clear goals you want to achieve with the digital order processing in construction , such as reducing lead times by X percent or lowering the error rate. This analysis forms the basis for selecting the right software and designing optimized digital workflows. Involving all key people in this process is crucial to the success of the process optimization in construction through software..
Creating uniform processes and data formats for clarity
Uniformity is a key to efficiency. The standardization of processes, data formats, and designations across all projects and departments is an important prerequisite for a functioning Digital order processing in construction. This not only facilitates onboarding for new employees but also improves data quality and enables meaningful evaluations. Set uniform designations for trades, materials, or document types in your software for the digital construction file . This promotes collaboration and reduces misunderstandings.
Train and educate employees: Digital fitness is in demand
The success of the digital order processing in construction stands and falls with the people who use it. Therefore, invest enough time and money in the training and continuing education of your employees. It’s not just about being able to use new software but also developing an understanding of the new digital processes and their benefits. Foster a culture of openness towards digital tools and support your employees in acquiring the necessary digital skills. Regular refresher courses and a support team that is easily reachable are very helpful.
Finding the right software solution: Tailored rather than off-the-shelf
The market for software for digital order processing in construction is huge. Take your time for a careful selection and consider the individual needs and specific requirements of your company. Not every solution fits every company. Criteria such as company size, specialization (e.g., construction, civil engineering, trades), the existing IT infrastructure, and budget play a role. Check whether the software covers the necessary features, is user-friendly (a core principle of our Valoon solution), and whether the provider offers good support and development perspectives. Trial versions or demos, offered by many providers including SORBA and HERO, can assist in the decision-making process.
Always improve and adapt: A process that never ends
Implementing a digital order processing in construction is not a one-time project but a continuous improvement process. Regularly review your digital processes and the software you use. Gather feedback from your employees: What’s going well? Where is there room for improvement? The construction industry and technological possibilities are constantly evolving. Be ready to adapt your systems and workflows to benefit in the long term from the advantages of digitalization and to make optimal use of your software for effective construction management at all times.From practice: How construction companies truly benefit from digital order processing
Theory is one thing, but only concrete examples show what the Digital order processing in construction can really do. Many construction companies, whether large or small, have successfully switched to digital processes and are enjoying significant improvements thanks to the digital order processing in construction.
Success stories: How other construction companies have done it
Many of our customers at Valoon GmbH tell us that since implementing our solution for integrating messenger services, they have much less communication effort . Information from the construction site, such as photos or short status updates via WhatsApp, automatically ends up in the right project and is stored in an organized manner. A medium-sized civil engineering company was able to accelerate its quotation and billing processes by a whopping 30% with the implementation of a comprehensive solution like SORBA. construction software wie SORBA seine Angebots- und Abrechnungsprozesse um satte 30% beschleunigen. Smaller craft businesses that rely on solutions like HERO rave about the ease of use and how quickly they can create professional quotes and invoices – this is especially important for order processing software for small businesses super important. The IMS.app is appreciated by companies with many field staff because it also provides reliable mobile data collection in construction .
What it ultimately comes down to: benefits and ROI
The return on investment (ROI) from implementing a digital order processing in construction is evident on various levels. Direct cost savings come from reduced paper consumption, postage, and less time spent on administration tasks. The indirect benefits are often even more significant: Fewer expensive mistakes from manual data transfer, faster project execution, and earlier invoicing, which improves liquidity. Customers of SORBA report significant savings in administrative areas and faster billing. The improved transparency leads to better cost control and more informed decisions. In the long run, an efficient digital order processing in construction increases competitiveness and customer satisfaction, positively affecting your order situation. Investment in a software for digital forms in construction often pays off in a short time.
Here are some of the key benefits that companies achieve through the digitalization of their order processing:
- Time savings: Significantly less time spent on administrative tasks such as creating quotes, reporting, and invoicing is a core advantage of the digital order processing in construction.
- Cost reduction: Savings on materials (paper, postage), avoidance of error costs, and optimized resource utilization.
- Improved data quality: Fewer errors through one-time digital entry and no manual transfers – this leads to more accurate calculations and billing.
A look into the future: What awaits us in digital order processing for construction
The development in the field of digital order processing in construction is ongoing. New technologies and changing market demands continuously bring forth innovations that have the potential to transform the way we work in the construction industry through advanced digital order processing in construction even further.
What’s next? AI, BIM, and IoT are on the rise
Three technological trends will increasingly shape the future of digital order processing in construction :
- Artificial Intelligence (AI) and automation: AI-driven systems can automate even more routine tasks in the future, such as analyzing construction documents, intelligent resource planning, or predictive maintenance of machines. Our Valoon platform already uses approaches to automatically structure unstructured communication.
- Building Information Modeling (BIM): The BIM method, where a digital 3D model serves as a central information source, is becoming increasingly important. A close connection between the digital order processing in construction and BIM processes enables even better planning quality, collaboration, and error avoidance throughout the entire lifecycle of a building.
- Internet of Things (IoT): Connected sensors on the construction site can provide real-time data on material inventories, machine conditions, or environmental conditions. This data, integrated into the order processing software, allows for proactive management and optimization of construction processes.
All these developments aim to further enhance efficiency and enable even more accurate and forward-looking project execution. The integration of mobile project management apps for construction will play a key role.
Outlook on new technologies and business models
In addition to the mentioned trends, there are several other exciting developments. Platform economies could also play a bigger role in the construction industry by bringing clients and contractors together more efficiently. The use of drones for site documentation and surveying, integrated into the Digital order processing in construction, will increase. The topic of sustainability is also coming into focus more; digital tools can help optimize resource consumption and reduce the environmental impact of construction projects. For us at Valoon GmbH, this means continuously investing in research and development to always offer our customers innovative and future-proof solutions for a paperless construction site with software support .Don’t wait, start now: Set the course for your successful digital order processing in construction!
Die Digital order processing in construction is much more than just a buzzword – it is an absolute must for the future viability and competitiveness of construction companies of all sizes. The benefits in efficiency, cost reduction, transparency, and better collaboration are crystal clear. By automating routine tasks, avoiding manual errors, and ensuring a smooth flow of information between office and site, you can free up valuable resources and refocus on your core business. Our mission at Valoon GmbH is to make the entry into digitalization as easy as possible with one of the digital order processing in construction easiest project management software in the world einfachsten Projektmanagement-Software der Welt by transforming everyday messenger communication into structured project data.
Key takeaways
Our brief journey through the world of digital order processing in construction has shown: Modern software solutions are indispensable for meeting the many challenges of our industry. From mobile data collection to digital forms in construction to automated billing and the use of a digital construction file – the technological possibilities are vast and offer suitable support for every need. The integration of tools like the project management software for construction and specialized construction software is the key to optimized processes.
What you can do now: Our recommendations for construction companies
Don’t hesitate any longer, take action on the digitalization of your order processing! Start with an analysis of your current processes, set clear goals, and choose a software solution that really suits you. Pay attention to user-friendliness, integration capabilities, and good support. Train your employees and take them along on the journey of change. The digital order processing in construction is a constant optimization process – stay engaged and regularly adapt your systems to new requirements.
Implementing a digital order processing in construction is a great opportunity to streamline your processes, reduce costs, and improve collaboration within the team and with partners. With the right tools and a clear strategy, you can significantly enhance the efficiency of your construction projects and position yourself well for the future.
Now is the perfect time to explore your company’s possibilities. Contact us today for your individual consultation and take the first step towards a more efficient digital future of your order processing. We at Valoon GmbH are excited to support you in optimizing your communication and project management.
What exactly is meant by digital order processing in construction?
Digital order processing in construction means the continuous digital support of all processes – from customer inquiries to quotes, order processing, performance tracking, to invoicing and documentation. The goal is a smooth flow of information without media discontinuities, often using project management software for construction. und construction software.
What concrete advantages does digital order processing bring to my construction business?
You benefit from significant time savings through automation (can reduce administrative effort by up to 8-10 hours per order ), improved communication between the office and the site, fewer errors through digital data entry and better cost control. Additionally, you will increase your transparency and legal security e.g., GoBD compliance.
Our field staff mostly use WhatsApp. Can this be integrated?
Yes, modern solutions like those from Valoon GmbH allow for a seamless integration of common messaging services like WhatsApp. This way, your employees can continue using familiar tools while the communication is automatically structured and assigned to projects , simplifying the digital data collection in construction. .
Is digital order processing also useful for small craft businesses and construction companies?
Absolutely! Especially crafts software for small companies and solutions for smaller construction companies are designed to streamline processes and minimize administrative effort. The focus on simplicity and user-friendliness lowers the barriers to entry, allowing even businesses without large IT departments to benefit.
How do I best start digitalizing my order processing?
Start with an analysis of your current processes (AS-IS analysis), to identify bottlenecks and optimization potentials. Define clear goals and then choose a software that fits your specific needs. A process optimization in construction through software. should be done step by step.
What if my construction sites often have poor internet connectivity?
Many mobile applications for the construction site, such as the IMS.app, offer important offline functionality . Data can be collected without an active internet connection and later, once a connection is available, can be. Daten können so auch ohne aktive Internetverbindung erfasst und später, sobald eine Verbindung besteht, automatically synchronized .
How does digital order processing support me with legal requirements like e-invoicing?
Modern software for digital order processing prepares you for the mandatory e-invoicing (starting in 2025 in the B2B sector) by supporting formats such as XRechnung or ZUGFeRD. Additionally, many systems assist with the GoBD-compliant archiving of your documents.
