Documentation in the craft sector: How to secure deficiencies and supplements in a legally secure manner

Construction sites rarely go according to plan. Defects arise spontaneously, supplements arise during ongoing operations, and many decisions are made directly on site. It is precisely in these moments that legally secure documentation is crucial. In this article, you will learn why clear and digital documentation is essential today and how craft businesses can use it to noticeably improve their processes.

‍

‍

Why deficiencies and supplements in crafts are often incorrectly documented

Many deficiencies and supplements are incorrectly documented in the craft sector because processes on construction sites are hectic and important information is quickly lost.

The following are the most common causes and why they lead to problems:

• Time pressure on the construction site: Fitters often work under tight deadlines, so deficiencies are only discussed orally or quickly noted, without complete documentation.
• Paperwork and scattered information: Notes on paper, loose photos on the smartphone and lack of storage mean that important details can no longer be found later.
• Unclear responsibilities within the team: If there is no clear regulation as to who is documenting, deficiencies and additions are often left behind or are only partially recorded.
• Verbal agreements with customers: Promises or changes made on site are quickly forgotten or incorrectly remembered, as there is no written confirmation.
• Missing photos and evidence: Without pictures or a clear description, it is no longer possible to understand what the situation really was like.
• No standardized processes: Everyone documents differently. This results in gaps, duplication of work or incomplete evidence.
• Version chaos for documents: There are often several versions of minutes or supplements, which leads to misunderstandings and incorrect statements.

What are the consequences of poor documentation

Poor construction site documentation quickly leads to unnecessary costs, disputes and delays in the craft sector because important information is missing or cannot be clearly substantiated. The most common consequences include:

• Unpaid additional benefits: Supplements are lost or are not recognized because effort, reason and time have not been properly documented.
• Dispute with customers and clients: Without clear evidence, discussions arise about responsibilities, deadlines, or the actual state of the construction site.
• Delays in the construction process: Missing information leads to inquiries, coordination and repeated trips, which unnecessarily lengthens projects.
• Risk of warranty claims: If defects are only reported late or incompletely, the company can be held liable in the worst case.
• Inaccurate cost and service overview: The office can only bill correctly if the construction site provides complete information. If something is missing, valuable margin is lost.
• Poorer internal communication: Teams between construction site and office work past each other because information is not recorded and shared consistently.

How to document defects cleanly and legally

In the event of deficiencies, you must immediately record all relevant information on site and clearly record it. It is crucial that the documentation is complete, comprehensible and available at any time. The following points show what this entails:

• Clear and concise description: Describe concisely what is damaged, incorrectly executed, or missing. Each wording must be unique.
• Date, time and exact location: The defect must be assigned to a clear point in time and position so that no questions of interpretation arise later on.
• Photos or videos as proof: Visual material provides an objective basis. Ideally, the recordings are assigned directly to the respective project and room.
• Responsible person or trade: Write down who caused the defect or who is responsible. This makes it easier to vote later and prevents recriminations.
• Recommended action or next step: A brief note on how to fix the defect provides clarity within the team and speeds up the solution.
• Documented communication: Record when and how the defect was reported to the customer or construction manager. As a result, the process remains transparent and legally secure.

How to document supplements correctly and billable

In the case of supplements, you must clearly describe and justify each additional service and have it comprehensibly confirmed by the client. Clear documentation ensures that the company can fully bill its expenses. Note the following points:

• Clear service description: Describe precisely what additional work was done and the scope of it. Each wording must be unambiguous and verifiable.
• Reason for the addendum: Note down why the addendum occurs, for example unforeseen obstacles, plan changes, or additional customer requests.
• Expenditure and expected costs: Record how many hours, materials, or devices are required. This creates transparency and avoids subsequent discussions.
• Date of determination: Document when the additional performance was identified. This is important in order to be able to prove processes and correctly classify delays.
• Customer consent: Have the additional work confirmed in writing or digitally before continuing the work. In this way, price and scope are secured.
• Comprehensible filing: The addendum must be clearly assigned to the project and remain available at any time so that the office and construction site can work with it.

Why digital tools have become essential in crafts

With digital tools, you can simplify processes in the craft sector, avoid errors and significantly increase transparency between construction site and office. They end clutter of notes, speed up decisions and ensure that information immediately ends up in the right place.

1. All data always at hand

Digital solutions bundle photos, notes, minutes and supplements centrally. The office sees what's happening on the construction site in real time, without queries or waiting times.

2. Uniform and complete documentation

Software works with fixed structures. As a result, there are no gaps, every detail is recorded and deficiencies and additions remain comprehensible.

3. Fewer mistakes, fewer misunderstandings

Digital tools prevent duplicate entries, lost notes, or unreadable notes. All information is stored clearly and on a project-specific basis.

4. Faster coordination with clients

Photos or additions are shared instantly. Customers can approve digitally, which speeds up decisions and minimizes disputes.

5. Evidence in case of dispute

Timestamps, photos and clear protocols provide evidence security. Companies can prove at any time who reported what and when.

6. More efficient processes for the entire team

Construction site and office work on the same basis. As a result, projects run faster, cleaner and with less frictional losses.

Conclusion: Why digital documentation is becoming a competitive advantage

Digital documentation speeds up work processes, reduces sources of error and makes every performance clearly verifiable. Record deficiencies and supplements digitally, work more transparently, avoid disputes and secure your margin. At the same time, your customers benefit from efficient processes and communication. Switch your documentation to digital processes now so that your company is optimally prepared for increasing requirements.

The new standard for construction documentation in crafts

Do you document deficiencies, additions or the daily progress of construction? With the autarc Construction documentation Capture photos, notes, logs and approvals directly on the construction site and share everything with your office in real time. They work in a legally secure, transparent and without clutter of notes. Digitize your processes and make your business faster and more resilient. Try it now for free for 14 days!

‍