The Product. Paperless.
The entire building cycle in one app
The docu tools system can be used by single-person companies or scaled up for international corporations. The docu tools software can be customized for use in different industries, including building technology, engineering and architect firms, construction, administration, and pharmaceuticals. Mobile and desktop devices can be used to access the system, which offers full construction documentation, comprehensive reporting, and collaborative working methods, among other benefits. By optimizing workflows, customers’ working hours can be reduced by more than 20 percent. Project data can be accessed anytime and anywhere, and the simple user interface offers a quick overview and optimal distribution of tasks. In this way, docu tools focuses on providing a reliable, personalized service that is focused on users, while ensuring absolute security of data.
Projects 
Plans 
Pins & Tasks 
Reports 
Collaboration 
Projects
Document your projects throughout the entire building cycle. The logical folder structure enables you to manage multiple projects in parallel, without losing track of where you are. By assigning project roles, you can simply and transparently organize the way in which project information is accessed, no matter whether you're a project admin with full insight and management functionality, or a user who can only view a small section of the project. Flexible and easy to implement, it allows you to easily manage internal and external responsibilities.
Access project roles
Include everything in the plan
Plans form the basis of your project: Not just in real life, but also digitally within our app. Using our tool, you’ll always have your plans to hand, even if you’re offline. There are a variety of ways you can map out your project and define your plan. By using our simple folder structure, your plans can be saved logically throughout the entire building cycle.
Online and offline 24/7
From the office directly to the construction site – access everything in just a few seconds. Our offline version allows you to access and edit your plans, even when you don’t have an Internet connection. So connectivity issues won’t put a spanner in the works!
Everything can be a plan
We don’t differentiate between construction plans and photographs. This functionality provides you with completely new possibilities, including the easy use of floorplans, site plans, and plans for facades, foremen, or installations. No matter what perspective or size, everything follows the same principle.
Work with different versions
Plans and circumstances can change, especially during the initial phase of a project. By using our version functionality, any work completed to date can continue to be used. At the click of a button, it’s easy to upload new plans and replace the existing plan.
Rapid availability
Plans can be uploaded as a .pdf, .jpg, .webp or .png file. For an optimal workflow, we convert your plans into JPEG format: This reduces the upload time by 99% and allows the file to be accessed immediately. When exporting the file, it’s automatically converted back to the original file format.
Transparent documentation
Our plans include numerous security features to ensure traceable documentation. There is also the option to change back from plan version No. 8 to plan version No. 7.
Easy share functionality
The export plan function collates the basic plan with all your associated tasks, information, documents, and images, thereby creating a filing system or basis for discussions. It’s also possible to create a template from your flagship project so that it can be used as the basis for lots of other projects.
Using plans in practice
To give you a better insight into using docu tools every day, we have compiled some customer use cases:
Bauer, a subcontractor, uses a photo to pinpoint the location of a defect on a house facade → using a photo as the basis for documentation
Maier, a HVAC company, uses a plan of the project’s heating and ventilation system to locate the pipes → using a schematic plan as the basis for documentation
Mr. Groß, a fire protection officer, uses the foreman’s plans to locate the fire doors → using a foreman’s plan as the basis for documentation
Haslinger, an electrical engineering company, uses the site plan of the Nordbahn district to locate rollboards for electrical maintenance work → using a district plan as the basis for documentation
Huber, a property management company, uses the floor plan to locate the meters for individual flats → using a floor plan as the basis for documentation
The Orth municipality works with a section of the local map to check street lighting → using a section from a local map for location purposes
Everything revolves around the pin
At docu tools, the pin is crucial. It functions as an anchor and is used to locate items on your plan. Pins can be used in lots of different ways, both for documentation and collaboration. As soon as an anchor point has been set, you can give it a title, a description, and you can add numerous media files to it. The task function is a particularly helpful tool when collaborating digitally within the project.
Tasks
Any tasks that have been previously defined can be given a due date and assigned to the responsible person(s). The viewer function allows you to track any changes to your pin using a push notification.
Customization
With our custom fields, you can add additional functions and relevant data to your pin (for example, number, date, time, slide control, etc.). By using tags, you can quickly and easily filter different pins within the whole project. All of the entries can then be output as a report at just the touch of a button.
Staying safe
To ensure a certain level of security, any pins that have been previously set cannot be deleted. However, it is possible to deactivate pins that are no longer needed. The pin log also provides a full overview of any changes made within the anchor point.
Suggestions
So that you can work efficiently, there is a suggestion function within our fields. Any titles or texts that are used frequently are automatically suggested under “recently used text” and can be inserted with just one click. This not only allows you to work faster, but also ensures that communications and labelling are standardized. The pin template is also a helpful tool to use in this regard.
Pin status overview
This function allows you to quickly review the current status of any pins that you have set. You can immediately see whether a task has been completed, is currently being worked on, or even if a task is long overdue and remains open. You can create a full set of categories using different colors.
General pin
Pin with
task
Pin with
overdue task
Pin with
completed task
Closed pin
Pins in practice
To give you a better insight into using docu tools every day, we have compiled some customer use cases:
Construction company XY uses the following categories: Defect, General, Note, Preliminary construction work, Remaining work, and Fire protection.
Engineering firm XY uses the following categories: Defect, General, Condition assessment, Remaining work, Missing preliminary construction work, and Construction journal.
A HVAC company uses the following categories: General, Fire Damper, Electrical, Heating, Cooling, Ventilation, Protocols, and Plumbing.
Architecture firm XY uses the following categories: Defect, Inspection, General, Missing preliminary work, Conflict, Version, and Hourly rate work.
Huber property management uses the following categories: Equipment, B1300 Documentation, B1300 Imminent danger, B1300 Defects, Maintenance and Access.
General contractor XY uses the following categories: Defects & Remaining work, Performance assessment, Inventory, Quality control, Detailed information, Elevator company, Fire extinguisher, Construction process, Sound insulation, and Quality discount.
Versatility in usage
To ensure comprehensive documentation, it’s possible to add sketches, voice notes, files, photos, videos, or custom fields to the pin. Anchor points can also be flexibly adapted to meet your requirements.
Customized pin fields in practice
To give you a better insight into using docu tools every day, we have compiled some customer use cases: All of these customized fields serve as placeholders within the reporting system, meaning they can be quickly and easily exported.
General contractor XY uses docu tools to generate a construction diary and uses the yearly calendar as the plan. The pin acts as a calendar entry, enabling transparent documentation. For this purpose, the following customized fields are stored:
Number of fitters, project managers, apprentices
Working time
Specific events
Services – what was completed today?
Property management company XY works in the residential construction sector and uses the following customized fields:
Stairway
Type of defect
Apartment number
Meter reading
Serial number
Electrical engineering company XY uses docu tools to document management services and uses the following customized fields:
EUR field including costs
Hours worked
Date
List of services
Create, assign and complete tasks
Our pins are the starting point for a comprehensive task management system. Any anchor points that have been previously set can be assigned numerous tasks that not only refer to different content, but can also be assigned to different people.
Notifications
The notification function ensures that you’ll always be kept up-to-date, irrespective of whether changes have been made to a task, new plans have been created, or there any other updates.
You also have the option to select different time periods. The “Standard” setting is particularly popular, which emails a summary of the last 24 hours at the start of the working day.
External tasks
This function is most relevant for the free subcontractor functionality. People who have been invited to the project can only see their assigned tasks. To enable offline work, these open pins can be exported in a report format. Once they’ve been completed, the responsible person can enter them in docu tools.
The digital version also provides the option to include photographs as proof that a task has been completed.
Mass processing
We introduced the group function to be able to combine similar pins (including tasks) with one another, without needing to change the location. The result is not only an overview of related pins and their associated tasks, but also a mass processing function. The following example demonstrates this function:
A fire safety coordinator opens the floor plan for a building and filters the plan based on the "fire alarm" pins that are located on it. At a glance, he is able to see how many fire alarms are in the building and where they are located. By using the mass processing function, the coordinator is able to simultaneously assign a new task called “fire alarm check” to all of these anchor points, together with the requested due date and the name of the person responsible for the task. It’s a quick and uncomplicated process and none of the fire alarms are missed.
Reporting
The reporting system in docu tools is based on MS Word or Excel, allowing it to flexibly adapt to your day-to-day needs. It’s also possible to use existing templates without having to painstakingly re-create them within the system. The result is not only standardized documentation, but the ability to export reports in a chosen design.
Flexible and customizable
The docu tools reporting system uses placeholders that can be loaded when needed and then exported as a report. All of the fields that you complete in the docu tools software – including customized fields – can be read and exported as part of your report. It’s also possible to create a custom title page and table of contents. The report can be exported not only as PDF* files, but also in other languages, making it easier to overcome language barriers.
*only possible for report templates created in Word
Easy share functionality
Using the integrated share function, documentation can be quickly distributed – even to external colleagues – by email or by sharing a link. Digital signatures on tablets enables easy processing without the need for paperwork.
Using reports in practice
To give you a better insight into using docu tools every day, we have compiled some customer use cases:
Reporting of defects in accordance with VOB (contracting rules for award of public works contracts)
Fire protection inspection protocol
Meetings protocol
Approval protocol
Construction journal
(Technical) performance assessment
Damage report
Inspection protocol
Photo documentation
Get started immediately with templates
Choose from a selection of professional templates such as overviews or project plans, making it easier to get started.
Collaboration
docu tools simplifies collaboration between everyone involved. Digitally and transparently traceable. Any tasks that have been previously defined can be assigned to internal users or external subcontractors. In order to better meet individual needs, it’s possible to define various roles and authorization levels, allowing your team to be put together in a custom manner on a project-by-project basis.
The 5 roles in docu tools
docu tools simplifies collaboration between everyone involved. Digitally and transparently traceable. Any tasks that have been previously defined can be assigned to internal users or external subcontractors. In order to better meet individual needs, it’s possible to define various roles and authorization levels, allowing your team to be put together in a custom manner on a project-by-project basis.
AD
Project admin*
AS
Contributor*
IN
Internal observer
EX
External observer*
SU
Subcontractor
*requires a docu tools license
A detailed explanation of the project roles can be found in our Help Center.
Access the Help CenterWe understand that reality is not just digital.
That’s exactly why we’ve incorporated hybrid functionality into our software: optimally bringing together the analog and digital world, we simplify matters for all participants.
Offline
Online
Working with members, teams and contacts The contact function can be used for people who are involved in a project and need to be assigned tasks, yet do not have an e-mail address. These people can be created in the system and then receive assigned tasks in the format of a printed report for processing. Experience has shown this to be an incredibly practical workaround for external companies: In this way, docu tools facilitates a hybrid way of working.
Recommended hardware
To optimize performance, we have tested many devices and platforms and to the best of our knowledge, we can recommend the following:
Large amount of internal storage space
Fast processors
Good cameras
Tablets
For the best experience of our app, we recommend using the following devices:
Latest generation iPad Air and iPad Pro
Samsung Galaxy Tab
The most up-to-date version of the operating system should always be installed on all devices. Sufficient storage space also needs to be available to ensure the docu tools app will work in offline mode, which is why we recommend using a device with at least 128 GB of internal storage space.
Smartphones
For the best experience of our app, we recommend using the following devices:
iPhone SE or iPhone 10 or newer
Samsung Flagship
Nothing Phone
The most up-to-date version of the operating system should always be installed on all devices. Sufficient storage space also needs to be available to ensure the docu tools app will work in offline mode, which is why we recommend using a device with at least 128 GB of internal storage space.
Plattformen
iPad
iPhone
Tablet
Smartphone*
Surface**
Offline version will be AVAILABLE FROM 2024
* only available in the online version
Secure working
Your data is protected by industry-leading security measures from Google. Since docu tools is a cloud-based tool, there is no need to save files locally, thereby minimizing the security risk for your devices.
All data backed up at AWS
Only in the Frankfurt region
GDPR-compliant
