The future of documentation is autonomous.
Your digital team. On site and in the office. You stay in control.
Hero Agents – Full-fledged AI teammates for your business- Servers in Frankfurt
- Data protection under GDPR
- DPA & TOMs for every customer
- AI processing in the EU
- Two-factor sign-in for your team
- Your data belongs to you
What businesses gain with ProtocolHero – from a one-person business to a company with many teams and sites.
„With ProtocolHero we don’t just build software that runs on computers. We build software that businesses run on.“
Steven Pakasathanan, founderArtificial intelligence meets real craftsmanship
WDR visited us at “Hands-on AI for the trades” in Hürth – and showed how ProtocolHero makes inspection reports, documentation and reports much faster.
Our goal: less bureaucracy. More time for the craft.
Documentation isn't paperwork. It's your proof.
Construction records, inspection reports, handovers or contracts – in the end it always comes down to the same four things.
Provide proof
At its core it's always about being able to prove what was done – with photos, videos, readings and signature, captured on site.
The basis for invoicing
No acceptance, no payment. Acceptance report, measurements, hours and change orders are the basis of every invoice – complete before it goes out.
Legally sound records
Timestamps, GPS position and a complete activity log show who captured or changed what, and when. If it's disputed, your proof is ready instantly.
For insurers & inspectors
Insurers, inspection bodies, surveyors or clients ask for proof. You can access it any time – even years later.
At its core, documentation is information.
And today it's everywhere: on paper, in emails, in WhatsApp chats, in Excel, in phone photos or in a colleague's head. ProtocolHero brings it into one place and gives your business one tool everyone uses the same way – from the owner to the apprentice.
- Paper
- Excel
- Phone photos
- Calls
Team in the field, office at base: three questions that cost hours every day
Whether three people or thirty teams are out in the field: you need three answers at any moment – is everything done, who is handling the defect, and what can you present when asked?
- 1
Is everything done?
Open, running and approved submissions per template and employee at a glance – with deadlines, owners and status.
- 2
Who is handling the defect?
Every submission lands automatically as a card on your team's board – with an owner and a deadline. Optionally, a Hero Agent checks it against your rules and asks for what is missing.
- 3
What can you present when asked?
Signed PDF, full activity log with timestamps, photos, measurements and approvals – one click instead of a search.
Document hub · all teams
34 employees · 3 teams · this week
7
Open
4
In review
128
Approved this month
2
Overdue
DGUV V3 inspection
Hall 3 · UV2
M. KrauseMaintenance report
Lift 2 · Office park
T. BrandAcceptance protocol
Office 4th floor
L. OttoFault report
Hall 1 · Main switchboard
R. KayaVDE 0100-600 initial
New build · Block B
S. WeberHero Agent, 07:00: 2 inspections are overdue. I reminded R. Kaya and T. Brand and posted the open list in #team-north.
Capture. Organise. Hand off the routine.
The platform carries your workflow from the job on site to the invoice. A Hero AI Agent joins when you want to hand off routine work.
- 1On site
Your team captures what happens
Owner, technician, apprentice, inspector or sales – everyone fills in the report on mobile, with photos, readings and signature, offline too. Nothing gets retyped later.
- 2In the office
ProtocolHero organises the collaboration
Every document has a status and an owner. Questions, errors and approvals happen right on the report – instead of via email, WhatsApp and paper.
- 3Hero AI AgentOptional
Your agent takes over the routine
ProtocolHero works fully without an agent. Add one and it reviews submissions, follows up on missing details and prepares tasks, appointments and invoicing – this is exactly where cost per job drops and margin rises. Anything consequential, you approve.
Discover Hero AgentCost per job ↓Margin per job ↑Platform onlyWith Hero AI AgentThe less routine work your team does by hand, the lower the effort per job – and margin rises.
Schematic illustration, not measured customer results. The effect depends on job type, team and workflows.
With structure, your business grows – not the chaos
Growing without fixed workflows means more questions, more errors and a busier office. With ProtocolHero everyone works to the same templates and workflows – so you stay in control of your growth.
New people up to speed faster
Templates and workflows show what to do – instead of knowledge that only lives in a few heads.
Same quality in every team
First team or fifth, one location or several: every record looks the same and is equally complete.
More jobs, same office
Status, owners and proof are visible instantly. The office coordinates instead of chasing people by phone.
Two workflows a Hero Agent takes over
Worked examples from field service and the office: what comes in, what the agent does, where a person decides.
Two examples out of many. A Hero Agent knows no fixed limits – we tailor every agent to your business, your workflows and your systems.
Trusted
Over 1,000 businesses use ProtocolHero
From one-person businesses to companies with many teams: trades, inspectors, property managers and service providers rely on ProtocolHero.
„The AI feature in particular saves us a lot of time, because we no longer have to type everything by hand. Your AI is brilliant.“
For every business that documents in a structured way
From trades and inspections to facility management, property management, audits and internal workflows.
Electrical
Test protocols, measured values, acceptances and defect records in a structured way.
Plumbing & HVAC
Maintenance, commissioning, service reports and acceptance protocols.
HVAC & refrigeration
Service reports, maintenance protocols and fault documentation.
Facility management
Site inspections, maintenance rounds, condition reports and contractor records.
Property management
Handover protocols, defect records, damage documentation and owner PDFs.
Experts & surveyors
Findings, photos, assessments and structured PDF reports.
Roofers
Roof inspections, storm and hail damage, waterproofing and handover with photos.
Scaffolders
Erection, dismantling, pre-use checks and handover to other trades with photos.
Without standards conformity or certification claims.
Use it on its own or connect it to your existing systems
ProtocolHero works as a complete platform on its own. Where your business already runs an ERP, calendar, trade software or its own AI, we connect ProtocolHero via API and MCP – we work out the right integration together.
More about API & MCP
As your business grows: many teams, one process
Approval workflow, defect process with owner and deadline, activity log with timestamps and subcontractors without a licence – as an enterprise licence with a four-week pilot.
- Annual contract by team size
- Onboarding and pilot included
- Hosted in Germany
Frequently asked questions
One platform for structured documentation – whatever your business.
In an intro call we show you how ProtocolHero runs in your business – and how documentation finally gets simple.