The challenges of traditional reporting
Traditional, paper-based documentation is a relic that unnecessarily slows down modern construction projects. A survey among construction companies revealed that 67% of firms struggle to find documents within their filing structures. Even more serious: 68% are often unsure which version of a document is the current one, which can lead to costly mistakes.
The manual process – taking notes on-site, transcribing in the office, typing into Excel – often costs several hours a day. This paper chaos leads to information loss, illegible handwriting, and hampers collaboration, as data cannot be shared in real-time. Almost half (46%) of companies have issues with mobile access to relevant data, which hinders quick decisions on the construction site. This inefficiency poses a significant risk to project success and leads to delays and budget overruns. The manual follow-up and searching for information in emails and folders are enormous time wasters. The necessity for digital transformation is thus undeniable.
Legal requirements: Construction diary according to HOAI and VOB
Comprehensive documentation is essential not only for project success but also from a legal perspective. Keeping a construction diary is often a contractual obligation for architects and engineers in the performance phase 8 of HOAI. This document serves to provide a continuous record of the entire construction process and is a central element in public contracts subject to VOB. digital construction documentation.
A construction diary must contain all essential details to be admissible as evidence in court. This includes, among other things:
- Daily progress of individual trades
- Weather conditions and their impact
- Employees and machines deployed
- Material deliveries and inspections
- Identified defects and obstacles
- Completed approvals and important meetings
The costs for this documentation obligation are significant: For a project with eligible costs of 300,000 euros, the creation of the construction diary alone can account for up to 16,000 euros of the architect’s fees. An efficient construction diary software is therefore not only a relief for work but also an important factor for the project’s cost-effectiveness. The distinction from the construction diary, which is usually created by the executing company, is crucial for correct processing.
Features of modern construction reporting software
Modern software for construction reporting is characterized by a centralized, cloud-based platform that ends the chaos of data and paper. It enables mobile information capture directly on the construction site via an app – often even offline. Once an internet connection is available, the data is automatically synchronized. This ensures that all project participants, from the foreman to the managing director, can access the same current information at any time.
Another core feature is automation. Instead of manually copying data into templates, the software generates professional reports at the push of a button. The following functions are typical:
- Preconfigured templates: Uniform and customizable templates for daily, weekly, or defect reports.
- Photo documentation: Photos are taken directly with a smartphone, timestamped, and assigned to the correct process.
- Automated data transfer: Weather data, present employees, and recorded times automatically flow into the digital report .
- Digital signatures: Reports can be legally signed directly on the mobile device.
This centralization prevents information loss and duplicate entries, significantly boosting efficiency. The structured capture also improves data quality and enables meaningful evaluations to track the project progress.
Valoon: Reinventing reporting via WhatsApp
While many software solutions require a new app that employees on-site must first learn and accept, Valoon relies on a platform that everyone already uses: WhatsApp. This approach eliminates the biggest hurdle to adopting new digital tools – employee acceptance. There is no training effort and no need to install another app.
Employees simply send photos, videos, voice messages, and texts to a project-specific WhatsApp group. Valoon’s AI analyzes this unstructured data in the background, automatically assigns it to the correct processes, and generates complete, legally secure reports from it. A simple voice command like “defect, leaky window, room 2.03” is enough, to create a defect entry with photo, timestamp, and handler. This makes automated reporting a reality, without employees on the construction site having to change their usual workflows. This simplicity ensures an unprecedented density and quality of data, as the barrier to documentation is practically zero.
Conclusion: Efficiency and legal certainty through digital reports
Transitioning from paper-based processes to digital construction reporting software is no longer a luxury, but a necessity for competitive construction companies. The benefits are clear: a time savings of up to 80%, a drastic reduction in errors, and a comprehensive, legally secure documentation that meets the requirements of HOAI and VOB. The central availability of all data in real-time significantly improves communication and accelerates decision-making processes.
Valoon offers a particularly simple and practical solution with its WhatsApp-based approach. By integrating documentation into an everyday tool, we create maximum acceptance on-site and provide a seamless bridge to the office. Increase your efficiency and minimize your risks with a system as simple as sending a message. Experience how uncomplicated and powerful modern reporting can be. Book your free demo now and see for yourself.
More Links
de.digital provides a comprehensive digitalization index for Germany.
PwC publishes a study on the construction industry 2023, highlighting the state of digitalization and sustainability.
BIM Deutschland provides frequently asked questions (FAQ) about Building Information Modeling (BIM) in Germany.
Die Chamber of Commerce Dortmund offers information on a seminar about legally secure construction documentation.
Wikipedia provides a comprehensive article on the construction diary and its significance in construction.
Das Fraunhofer IESE discusses in a blog article a study on digitalization in the construction industry.
Der Central Association of the German Construction Industry (ZDB) provides its business reports.
Das Federal Statistical Office (Destatis) offers official statistics and information on building in Germany.
Der Main Association of the German Construction Industry dedicates a thematic page to digitalization in the construction industry.
FAQ
What is construction reporting software?
Construction reporting software is a digital solution that helps construction companies efficiently and legally create, manage, and archive all relevant reports, such as construction diaries, defect reports, or handover protocols. It automates many steps that would otherwise be done manually.
Who is such software suitable for?
The software is suitable for all actors in the construction process: site managers, project managers, and executives benefit from time savings and legally secure documentation. Employees on-site benefit from the easy capture of data without additional effort.
Do my employees have to learn a new app?
With most providers, yes. The advantage of Valoon is that no new app needs to be installed or learned. All communication and data capture runs through WhatsApp, a tool your employees already use daily.
Are the digitally created reports legally secure?
Yes. The software ensures that all relevant information such as timestamps, location data, photos, and handlers are documented comprehensively and unchangeably. This meets the requirements for legally secure documentation in accordance with VOB and HOAI.
How quickly can such software be implemented in the company?
The implementation of Valoon is extremely fast since there is no training effort. Projects can be set up within minutes. Your employees can immediately start documentation using the usual WhatsApp groups.
What does it cost for employees on-site?
With Valoon, the use for employees on-site who send data via WhatsApp is completely free. Costs only apply to users in the office who manage the prepared data in the web application and create reports.
