The Problem: Why manual creation of bill of quantities is inefficient and risky
Traditional creation of bills of quantities ties up enormous resources in construction companies. Employees spend up to 15 hours a week on the manual transfer of data and reconciling different versions of the bill of quantities. This process is not only time-consuming but also extremely prone to errors. An incorrect quantity or a forgotten item can lead to additional claims that exceed the project budget by 10-15%.
The actual problem lies in the lack of a central data source. Information is scattered across various Excel spreadsheets, emails, and notes. The result is a communication chaos that makes legally compliant documentation almost impossible. Without a seamless digital process chain from the bill of quantities to the digital measurement collection a high manual effort arises, which can reduce productivity by up to 25%. This inefficiency jeopardizes not only the margin but also the legal security of the entire construction project.
The Solution: Core functions of modern bill of quantities software
Modern contract management software (tendering, awarding, billing) centralizes the entire process of creating and managing bills of quantities. Instead of manual entries, these systems allow for direct import of data from CAD models, reducing the error rate by over 90%. They provide a central database for all specifications and unit prices, ensuring consistency across all projects.
Here are some core functions that will revolutionize your daily work:
- Central master database: Access to verified text libraries and template projects speeds up creation by at least 50%.
- Automated quantity transfer: Quantities and masses are imported directly from BIM or CAD plans, eliminating manual transfer errors.
- Integrated price comparison: Offers are read in digitally and compared at the push of a button, shortening the awarding phase by days.
- Verification routines and compliance with standards: The software automatically checks the bill of quantities for compliance with standards such as VOB and GAEB.
The greatest advantage lies in the creation of a single, reliable data source (‘Single Source of Truth’). This digital foundation is the first step towards optimizing the entire software for construction planning and execution and lays the groundwork for the next crucial step: standardized data exchange.
GAEB interface: The standard for smooth data exchange
The Joint Committee for Electronics in Construction (GAEB) has developed standards that standardize the digital exchange of construction information. A GAEB interface in your bill of quantities software is therefore not an optional extra, but an absolute necessity for efficient construction processes. It enables the lossless transfer of bill of quantities data between architects, planners, construction companies, and subcontractors, even if they use different software solutions.
The data exchange via GAEB covers various phases:
- D81 – Bill of quantities: The planner creates the bill of quantities and submits it as a tender.
- D83 – Invitation to tender: The construction company receives the tender data digitally.
- D84 – Submission of offers: The priced offer is returned digitally and standardized.
- D86 – Awarding of contracts: The client awards the contract based on the offer data.
Through this standardized exchange, media breaks are avoided, which would otherwise lead to transmission errors and a loss of up to 8 working hours per tender. GAEB compatibility ensures that all project participants work with the same, consistent information. This increases transparency and forms the basis for VOB-compliant billing.
From theory to practice: VOB-compliant billing and documentation
A digitally created bill of quantities is the basis for transparent and VOB-compliant billing. The items and quantities stored in the software form the exact basis for interim and final invoices. According to VOB/B § 14, a final invoice must be verifiable, which requires a clear assignment of the services rendered to the contract items. A contract management software automatically makes this assignment and reduces the effort for invoice verification by up to 40%.
But the best planning documentation in the office is worthless if the implementation on the construction site is not documented seamlessly. Here, Valoon closes the gap: While the Construction software for cost estimation provides the numbers, Valoon ensures legally secure proof. Every work step, every material delivery, and every measurement can be linked directly to the corresponding bill of quantities item via a photo taken from the WhatsApp chat on the construction site. This automatically creates a construction diary that compares the planned state from the bill of quantities with the actual state on the construction site. This seamless digital thread from tendering to acceptance is crucial for process optimization.
Valoon: The bridge between bill of quantities and construction site reality
Traditional bill of quantities software optimizes processes in the office. However, the crucial value creation and the greatest risks lie on the construction site. Valoon addresses exactly this and connects the planning world of the bill of quantities with the execution world of the construction site – and does so via the familiar WhatsApp channel, without onsite employees having to learn a new app.
Imagine a service from the bill of quantities being performed. The employee takes a photo, adds a short comment via voice input, and sends it to the project group. Valoon takes care of the rest:
- Automatic documentation: The image is provided with a timestamp and location stamp and archived in a legally secure manner.
- Structured storage: The information is automatically assigned to the correct project and trade.
- Live translation: Language barriers are overcome through real-time translation into over 20 languages.
- Proof-secure reports: At the push of a button, construction daily reports or defect reports are generated that are directly based on the bill of quantities items.
With Valoon, adherence to the bill of quantities becomes a lived practice, not just a theoretical document. The platform reduces the administrative burden for site managers by up to 5 hours a week and creates an irrefutable evidence base for every service rendered. This finally closes the gap between office and construction site.
Conclusion: Digital processes as the key to success
The digitization of bill of quantities creation with a specialized software is the first logical step towards increasing efficiency in construction projects. It reduces manual effort by over 50% and minimizes costly errors. However, the true competitive advantage arises only when this planning level is seamlessly connected with execution on the construction site. This is precisely where Valoon’s straightforward and practical approach lies.
Valoon turns your bill of quantities into a living, manageable instrument. With simple, WhatsApp-based communication and automatic, legally secure documentation, you ensure that what was planned is also implemented and documented correctly. You not only gain time and efficiency but above all one thing: Legal certainty for your entire project.
Are you ready to optimize your processes from the bill of quantities to construction documentation while ensuring acceptance on the construction site? Then now is the right time.
Book your free demo now and discover how Valoon makes your construction projects simpler, more efficient, and legally secure.
More Links
Wikipedia offers a comprehensive article about bills of quantities, which are detailed listings of construction services.
de.digital informs about the digitization index, which measures the progress of digitization in Germany.
Das Fraunhofer IESE published a blog article about a study on digitization in the construction industry.
PwC provides a press release for a study about the construction industry 2023, which highlights digitization and sustainability.
Destatis (Federal Statistical Office) provides a PDF document on the digitization potential in construction activity statistics.
Der Central Association of the German Construction Industry (ZDB) presents a position paper on the topic of digitization in construction.
Statista provides a statistic on the implementation degree of digitization in the construction industry in the DACH region.
STLB-Bau Online is the website for the standard performance book for construction.
VOB.de offers a magazine article about the creation of bills of quantities.
FAQ
How does Valoon help in processing the bill of quantities?
Valoon connects the tasks defined in the bill of quantities with communication on the construction site. Via WhatsApp, progress, defects, or measurements can be documented via photos. This information is automatically archived in a legally secure manner and assigned to the corresponding bill of quantities item, creating a seamless and proof-secure documentation.
Do my employees on the construction site have to learn new software?
No. That is the decisive advantage of Valoon. Your employees on the construction site communicate as usual via WhatsApp. There is no need to install a new app or undergo training. All intelligent processing and documentation happens in the background.
Is communication via WhatsApp legally secure for construction documentation?
The sole use of standard WhatsApp is not legally secure. Valoon solves this problem by processing communication via a secure interface. All data, photos, and messages are archived in compliance with GDPR with timestamps and location stamps on German servers, making them usable as evidence in court.
Does the software support the GAEB standard?
Valoon itself is not contract management software and does not create bills of quantities. It comes into play after the creation of the bill of quantities. However, our platform can be combined with any popular bill of quantities software that supports GAEB exports. The data from the bill of quantities forms the basis for structured documentation in Valoon.
What does it cost to use Valoon for employees on the construction site?
For the employees on the construction site who communicate via WhatsApp, the use of Valoon is completely free. Costs only apply to users in the office (e.g., construction and project managers) who use the web application to control, evaluate, and manage the projects.
Can I test Valoon?
Yes, of course. We offer a free and non-binding demo in which we show you how Valoon can solve your specific problems in everyday construction. Just book an appointment on our website.
