What exactly are as-built documents according to VOB?
As-built documents, often referred to as inventory documentation, record the final, actual state of a completed structure. They include all plans, calculations, operating instructions, and certificates required for later operation, maintenance, and modifications. According to VOB/C, they are requested as ancillary services in various General Technical Terms and Conditions (ATV) and are thus an integral part of the contract. The goal is to enable a third party, such as facility management, to use and maintain all technical systems without issues. Comprehensive documentation is therefore not an optional service, but a contractual obligation. Die digital construction documentation significantly facilitates the compilation and handover. These documents form the basis for legal certainty and the preservation of every property’s value for decades.
Legal foundations: These VOB rules you need to know
The obligation to create as-built documents primarily arises from the VOB contract, particularly from VOB/C. Various DIN standards, which are considered ATVs (e.g., for heating or ventilation systems), explicitly require the handover of these documents. Even though VOB/B does not contain a direct regulation, the obligation is contractually anchored via § 1 para. 1 VOB/B, which refers to VOB/C. Missing documents are considered a defect according to § 13 para. 1 VOB/B, which can lead to the refusal of acceptance. Courts regularly confirm that clients may withhold part of the final invoice—often double the estimated costs for creation—if documents are missing. The handover must generally take place before acceptance to ensure the inspectability of the service. A clear understanding of these rules is essential for successful acceptance management according to VOB and protects against significant payment defaults.
Contents and scope: The checklist for complete documentation
The exact scope of the as-built documents should ideally be specified in the construction contract to avoid ambiguities. Incomplete documentation can delay commissioning by up to 4 weeks. Based on the requirements of the VOB and practice, complete documents typically include the following components:
- As-built and revision plans (floor plans, sections, schematics) in the final state
- Operating and maintenance manuals for all technical systems
- Inspection protocols and acceptance certificates (e.g., from experts)
- Certificates of usability and approvals for installed products
- A detailed list of materials and components used with manufacturer details
- Contact information of the involved specialist companies and contractors
- Energy certificate and other proofs according to the Building Energy Act (GEG)
- Training and instruction protocols for the operating personnel
A digital construction file helps to systematically collect these documents from the start and provide them at the click of a button.
Consequences of incomplete documentation: Risks for acceptance and final invoicing
The consequences of incomplete as-built documents are substantial and extend far beyond administrative inconveniences. Missing documents constitute a significant defect that entitles the client to refuse acceptance according to § 12 VOB/B. This not only delays the start of the warranty period but also the due date of the final bill by several weeks. Clients can also withhold a surcharge of at least double the costs of rectifying defects, which can quickly amount to 5-10% of the contract sum. Without complete documents, proof of contractual fulfillment is lacking. This significantly increases the risk for later defect claims, as the burden of proof lies with the contractor. A clean change and defect management is hardly legally secure without this foundation.
The digital way: Efficiency increase of 50% in creation
The traditional creation of as-built documents in paper form is error-prone and extremely time-consuming. Office staff often spend more than 40 hours gathering information from the construction site. A digital solution reduces this effort by more than 50%. By digitally capturing data directly on the construction site, information is transmitted losslessly and in real-time to the office. This ensures the integrity and completeness of the data. Here are the key benefits:
- Time savings: Automatic assignment of photos, notes, and plans to the correct construction section.
- Legal certainty: Complete and unchangeable documentation of all processes in case of disputes.
- Transparency: All project participants have access to the current state of documentation at any time.
- Easy handover: The complete as-built documents can be exported and handed over as a PDF report with just one click.
A well-thought-out document management with software is no longer a luxury today but a decisive competitive advantage.
Conclusion: How to master your documentation obligations with Valoon
The creation of the as-built documents according to VOB is a critical task that determines the economic success of a construction project. Errors or omissions lead to delayed acceptances, severe payment withholdings, and increased liability risks. A manual, paper-based approach can hardly cope with these requirements and results in a manual effort of over 10 hours per week. Valoon solves this problem by integrating construction documentation directly into daily communication via WhatsApp. All relevant information—from photos to plans to defect reports—is automatically and legally securely stored in a central construction file. This way, your as-built documents are created almost incidentally, are always complete, and available at the push of a button. Increase your efficiency by more than 50% and secure your projects legally. Avoid the chaos and risks of unstructured documentation. Book your free demo now and find out how simple the creation of as-built documents can be.
More Links
Wikipedia provides comprehensive information on the regulations for the awarding and contracting of construction services (VOB).
Der Main Association of the German Construction Industry provides information on current developments and positions of the German construction industry.
Das German Institute for Construction Technology (DIBt) provides information on construction products, construction types, and technical building regulations.
Der Federal Gazette is the central platform for official announcements and the company register in Germany.
Das Federal Office for Building and Regional Planning (BBR) provides insights into federal construction projects and spatial development.
Der Association of German Engineers (VDI) provides technical information, guidelines, and networking opportunities for engineers.
Die Federal Chamber of Architects (BAK) provides information on professional issues, legal framework conditions, and current developments in the field of architecture.
FAQ
What do as-built documents cost?
The costs for creating as-built documents should be factored into the unit prices as an ancillary service and are not compensated separately. The effort varies depending on the complexity of the project but can amount to 1-2% of the construction sum.
Are as-built documents also required in a BGB contract?
Even in a BGB construction contract, there is an obligation to hand over necessary documents if this is required for operation or maintenance (§ 650n BGB). However, the scope is often less clearly defined than in a VOB contract, making precise contractual regulation all the more important.
How does Valoon specifically help in creating the documents?
Valoon captures all communication and documentation (photos, voice messages, plans) from the construction site directly from WhatsApp and automatically organizes it in a digital construction file. At the push of a button, you can export complete daily construction reports and final as-built documents as PDFs, reducing manual effort by over 50%.
Which documents must be included in the as-built documents?
Required are as-built plans, operating and maintenance instructions, inspection and acceptance protocols, usability certificates for building materials, and a list of the products used and the contracting companies. The exact scope depends on the respective trade.
Can the client completely refuse the final payment?
No, generally not. However, the client is allowed to withhold a reasonable portion of the final payment. The OLG Brandenburg ruled that a withholding equal to double the costs of creating the documents is reasonable.
