written by: Jan Wolber
The problem: Paper chaos on construction sites
Every day, countless paper documents are generated on each construction site: delivery notes, daily construction reports, measurement forms, protocols, notes, and instructions. These documents are often crucial for downstream processes. A missing delivery note delays accounting, and an incomplete daily construction report can cause legal issues with warranty claims. (Source: formilo.com)
Paper is the biggest obstacle in this regard. Papers get lost, are left in the car, or become illegible when exposed to wind and weather. Even when they make it to the office, they often end up in the wrong pile or are processed too late. These small delays quickly add up to significant issues. Therefore, digitizing paper documents on construction sites is the first step to maintaining an overview and optimizing workflows.
The solution: Digitizing paper documents on construction sites
To eliminate the chaos of paper documents, digitization is the critical step. With Valoon, you can digitize paper documents on construction sites without complicated software or time-consuming training. The process is incredibly simple: Your employees take photos of documents such as delivery notes or daily construction reports directly via WhatsApp. In the background, Valoon automatically processes the photo, converts it into a PDF, and stores it in the correct project folder. This eliminates the need for manually sorting paper stacks, saving time, reducing errors, and providing important information immediately in digital format.
The benefits of digitization for your construction company
Digitizing paper documents on construction sites offers numerous advantages (Source: sorba.ch):
Time savings: Documents no longer need to be physically brought to the office. They are immediately available in digital form.
Direct access: The office receives push notifications as soon as new documents are available and can immediately start follow-up processes.
Ease of use: Employees do not require special training. A photo via WhatsApp is enough.
Error reduction: No more lost papers or illegible notes.
Cost efficiency: Faster processes mean less administrative effort and lower costs.
This is how digitizing paper documents works on construction sites with Valoon
A construction manager receives several delivery notes for building materials in the morning. Instead of collecting the papers and bringing them to the office in the evening, he takes photos of them directly via WhatsApp. Valoon automatically processes the photos, creates PDFs, and stores them in the correct project folder. The accounting department has immediate access and can start the invoice verification process.
A foreman records the daily construction report handwritten on the construction site. A quick photo, and the document is digitally stored, archived, and visible to the office. This helps avoid delays, and project communication remains up to date.
Why you should digitize your paper documents
Digitizing paper documents on construction sites is more than just a trend – it is a crucial step toward increased efficiency. With Valoon, you save time and costs, improve communication between the construction site and the office, and ensure that important information is immediately available. Start your paperless future now!
Source reference and icon usage: Icons by Freepik, Smashicons, and riajulislam from flaticon.com
