The traditional inventory: An underestimated cost and time factor
The manual inventory for a renovation or conversion is often more complicated than expected. Existing plans are rarely up to date, necessitating a complete manual remeasurement. This process can take several days for a medium-sized building, tying up valuable professionals like architects and engineers. Moreover, the manual transfer of measurements carries a risk of errors of up to 10%, which can significantly jeopardize later planning phases. Although the inventory is a special service under HOAI and is compensated separately, actual costs often exceed the initial estimates. This inefficient approach not only leads to direct additional costs but also delays the entire project start. Therefore, switching to a digital method is not just a matter of accuracy but also of cost-effectiveness.
Avoid legal pitfalls through comprehensive documentation
An inadequate inventory is more than just an annoyance; it poses a significant legal risk. Errors in the documentation of the current state can lead to liability claims if there are later construction defects or disputes over the scope of services. A comprehensive and traceable Photo Documentation Construction App is therefore essential. Every deviation from the plan, every unexpected find in the building fabric must be documented immediately to serve as evidence. Without such legally secure construction documentation, contractors often find themselves at a disadvantage in billing disputes. The documentation obligations for architects arise directly from the architect’s contract, and failure to fulfill them can be considered a deficient performance. Investing in clean documentation from the outset protects against lengthy and costly legal proceedings.
Digital methods to increase the efficiency of the inventory
Modern technologies have revolutionized the inventory process and offer significantly higher precision than manual methods. Digital tools enable quick and accurate capturing of reality on-site. Here are some of the most common methods:
- 3D laser scanning: Creates a millimeter-accurate three-dimensional model of the entire building in no time.
- Total station surveying: Used for highly precise capture of complex structures and terrain points.
- Drone surveying: Ideal for capturing roofs, facades, and hard-to-reach areas.
- Digital photo documentation: Apps enable the quick, geolocated, and timestamped recording of details, simplifying continuous documentation.
Especially the combination of an initial 3D scan and continuous photo documentation provides an unbeatable data foundation for any construction phase for architects. This digital data can be seamlessly integrated into CAD and BIM programs, drastically reducing planning errors. The next step is to make these methods simple and accessible for the entire team.
Valoon as a bridge: How to digitize your inventory documentation during ongoing operations
The biggest hurdle in implementing new software is often acceptance on the construction site. Valoon solves this problem by being based on WhatsApp, a tool already used by over 90% of construction professionals. Instead of installing a new app, your team can send photos, videos, and notes directly via WhatsApp to a project-specific number. This is how digital inventory with Valoon works:
- Take a photo: An employee discovers a relevant situation, such as a concealed beam or damage, and takes a photo with their smartphone.
- Send via WhatsApp: The image is sent with a brief note to the Valoon project number—just like a normal message.
- Automatically archived: Valoon automatically processes the data and securely stores the image with timestamp, location information, and sender in the cloud.
- Central availability: The office team has immediate access to the information and can further process it in the office software for architects .
This process requires zero training effort and overcomes language barriers through integrated live translation. Thus, seamless documentation becomes an easy routine instead of a tedious duty. The continuous capturing of data thus becomes a reality.
Weighing costs and benefits: The cost-effectiveness of digital inventories
Investing in digital tools for inventory pays off quickly. While high-precision 3D laser scanners can incur acquisition costs of over 20,000 euros, app-based solutions offer a cost-effective entry point. Valoon goes a step further: The on-site usage for employees is completely free, with costs only arising for users in the office. Reducing the manual effort for documentation by up to 70% leads to direct time and cost savings. A precise digital database according to DIN 277 avoids costly planning errors and revisions, the costs of which can quickly reach 10-15% of the construction sum. Improved and legally secure documentation also minimizes the risk of expensive legal disputes. Thus, digital inventory is not an expense but an investment in the efficiency and safety of your construction projects.
Conclusion: Your advantage with Valoon
The switch from manual to digital inventory in architecture is crucial for project success. It not only enhances accuracy and efficiency but also ensures the necessary legal security. Valoon makes this transition easier than ever before. By using WhatsApp as a basis, there is no training effort required for your team on site. You benefit from a seamless, automatically archived, and centrally available documentation. Reduce your administrative workload by up to 70% and create a reliable data foundation for all your projects. Book your free demo now and see for yourself.
More Links
Wikipedia describes the building measurement, a process for capturing and documenting buildings.
Das Federal Ministry of Justice refers to the Federal Building Code (BauGB), which regulates the legal foundations for construction planning and regulation in Germany.
Das Federal Statistical Office (Destatis) provides a PDF document on the digitization potential in construction activity statistics.
PwC publishes a press release on a study of the construction industry in 2023 that addresses deficits in digitization and progress in sustainability.
Das Institute of the German Economy Cologne (IW) provides an expert opinion on planning and approval procedures.
Der Main Association of the German Construction Industry offers a PDF document on accelerating planning processes and construction workflows.
Das Federal Institute for Research on Building, Urban Affairs and Spatial Development (BBSR) publishes a guideline from the federal government on construction research (BFR) regarding existing buildings.
Die Chamber of Crafts Dortmund offers a seminar on legally secure construction documentation.
FAQ
How does Valoon specifically help with the inventory?
Valoon simplifies ongoing documentation during the inventory. Employees can easily send photos and notes about details, damages, or unclear situations via WhatsApp. The data is automatically archived securely with timestamps and location stamps and is immediately available to the office team.
Do my employees have to learn a new app?
No, that is the key advantage. Valoon operates via WhatsApp, an application that your employees already know and use daily. No download, installation, or training is required.
Are the data sent via WhatsApp legally secure?
Yes. All data sent via Valoon is stored unalterably on German servers. Each entry automatically receives a timestamp and is linked to the sender, ensuring an audit-proof documentation according to DSGVO standards.
What does it cost to use Valoon for the inventory?
The usage for employees on site sending data via WhatsApp is completely free. Costs are only incurred for the licenses of users in the office who access, manage, and export the data.
Can I connect Valoon with my existing software?
Yes, Valoon is designed to integrate into your existing processes. You can export all captured data, including photos and reports, and use it in your planning, tendering, or archiving software.
How can I test Valoon?
You can easily book a free and non-binding demo. In a short online meeting, we will show you how Valoon can optimize your processes during the inventory and in other areas of construction documentation.
