50%
time saved
in the office and in the field, through digital documentation
Documentation. Simple. Digital.For every business that has to document and prove its work.
The future of field work is autonomous documentation.
Inspection protocols, maintenance, inspections and handovers are created directly on site. Hero Agents check, assign and remind – you stay in control and present everything in seconds in an audit.
Discover Hero Agent — your digital team member for documentation and defectsWhat businesses gain with ProtocolHero – from a one-person business to a company with many teams and sites.
Full controlFewer errorsComplete proofAutomated workflowsTime savedData hosted in Germany
API & MCP live
Faster, more efficient, more productive.
Every step is communication: contracts, documents, inspection protocols, chats, tasks. API and MCP connect your own AI and existing systems to ProtocolHero.
Measurable results
What our customers achieve
Documentation and communication in one place, with AI in the shop.
40%
less rework
photos and readings captured once, not typed up later
30%
faster record
from the job to a signed PDF
80%
no callback
complete protocol on the first pass
Through
- Digital workflows
- Crew in view
- Hero Agent assigns
- Records as PDF now
More than 1,000 businesses use ProtocolHero.
See customer storiesFor owners and technical management
Three questions that cost your office hours today
With several teams, the builder is not what matters – the answers are: is everything done, who is handling the defect, and what can you present when asked?
- 1
Are all inspections done?
Open, running and approved submissions per template and employee at a glance – with deadlines, owners and status in the document hub.
- 2
Who is handling the defect?
Every submission lands automatically as a card on your team's board. Hero Agent checks it against your rules, assigns it, sets deadlines 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
Template · siteEmployeeDueStatus
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.
From the field
What this looks like at a business with three teams
New · Hero Agent
Hero Agents: your digital team members that independently take on all your tasks.
On site and in the office: your technician sends a photo of the distribution board and a short report — the Hero Agent writes the values into the inspection protocol. It reads your email and turns it into tasks, reviews submissions and runs jobs on a schedule, even overnight. Control it directly in ProtocolHero or through Cursor, Claude, ChatGPT/Codex via MCP.
Photo → protocol, on siteAround 100 toolsOwn email addressCaution modeApp chat + MCP
Clearly separated: Hero AI Assistant is your personal helper inside the app. A Hero Agent is an independent digital team member with its own profile, seat, email address, permissions and MCP token — on the Hero and Enterprise plans, one seat per agent like a member.
Inspection Agent
AgentConnected · ready to work
Active token · phb_wK2q••••
Own profile & seat~100 tools activeRole secured
Tool permissions
Selected by roleProtocolsSubmissionsTasksEmail+96
Use measurements.csv to fill all 40 circuit rows in the inspection protocol.
40 rows mapped securely
38 values are unambiguous. I need your confirmation for circuits 17 and 31 before I continue.
Approval required
Submit the completed inspection protocol as final and lock it against later changes.
ApproveCancel
App chat · email · every MCP clientSame rights. Same safeguards.
Dokumenten-Workflow
Jedes Protokoll. Vollständig rückverfolgbar.
Weise Dokumente zu, lege Prüfer fest und verfolge jeden Schritt — inklusive GPS-Standort bei der Unterschrift und kompletter Aktivitätshistorie.
Prozess
Protokoll angelegtAusgelöst
DGUV V3 / OBJ-2026-0142
ZugewiesenAbgeschlossen
Tobias Kern → Edward Nguyen
Prüfung angefordertAbgeschlossen
Freigabe durch Anna Kersting
Unterschrift + GPSVerifiziert
München · 48.1351° N, 11.5820° E
AbgeschlossenFertig
PDF generiert & archiviert
Verlauf
AktivitätshistorieDGUV V3 / OBJ-2026-0142
Tobias KernAbgeschlossen
04.06.2026 01:30
Edward NguyenZur Prüfung eingereichtTobias Kern
04.06.2026 01:28
Der FI sollte getauscht werden. Aylin hat bereits ein Angebot an den Kunden versendet. Sonst war soweit alles in Ordnung.
Florian MayerZugewiesenEdward Nguyen
04.06.2026 01:14
Ich habe den fehlenden FI-Schutzschalter nachgerüstet. Du kannst nun alle Stromkreise protokollieren.
Tobias KernErstellt
04.06.2026 01:09
Zuweisung & Freigabe
Prüfer festlegen
GPS bei Unterschrift
Lückenlose Aktivitätshistorie
Product
Views that show the value immediately
Concrete UI views for the builder, mobile submission, PDF handover, calendar, board, crew scheduling and chat.
Protocol builder
Build your own protocols with fields, sections and required inputs – no code.
Mobile capture
Fill in a submission on site, see the status and attach records.
PDF export
Hand over an inspection protocol with measured values, photos and signature.
Calendar & tasks
Plan tasks as a list, calendar or board – with deadlines always in view.
Task board
Organise tasks as a Kanban board – with freely named columns, team labels, multiple assignees and progress.
Crew scheduling
The team week at a glance: who is where, how full the day is, which job is assigned.
Chat
Site channels and direct messages — coordinate without leaving the job.
Use cases
One system for many documentation processes
From trades and inspections to facility management, property management, audits and internal workflows.
Electrical test protocols
Document tests, measured values, acceptances and defect reports in a structured way – without standards guarantees.
Plumbing maintenance
Heating maintenance, commissioning and service reports as digital records.
HVAC service
Service reports, maintenance protocols, fault documentation and checklists for refrigeration systems.
Construction & fit-out
Daywork reports, site diaries, acceptances, defect protocols and photo documentation.
Painting & finishing
Measurement documentation, defects, before-and-after photos, acceptances and customer signatures.
Maintenance & service
Recurring service visits, checklists, customer records and PDF handover.
Many businesses know this
Away from Word, Excel and paper
Many businesses still run important processes in Word, Excel or on paper. ProtocolHero turns them into digital templates with structure, review, approval and PDF output.
How it often works today
Paper forms and notes
Word and Excel documents
Photos via messaging apps
Emails without tracking
Unclear approvals and no archive
With ProtocolHero
Create your own digital templates
Fill in on site with photos and records
Review and approve as a team
Archive and hand over as PDF
Everything in one place, traceable
How it works
From your own form to the finished record
The workflow stays simple: prepare the template, fill it in on site and approve it as a team.
1
Build or choose a template
Start with a template or build your own protocol for your business – no code needed.
2
Fill it in on site
Capture measured values, photos, notes and signatures directly on the job site or in the field.
3
Review, approve, hand over the PDF
Your team reviews the submission and hands over a clean PDF record – digital or printed.
Platform capabilities
A platform that grows
From simple protocols to complex documentation workflows. What is available today and what is coming next.
Available
No-code template builder
Build your own forms and protocols with drag and drop.
Submissions
Fill in forms digitally – mobile and offline.
PDF export
Professional PDFs from every submission.
Databases
Link and reuse master data.
Signatures & approvals
Sign on site, send a quote for signature, and see who approved it when.
Receipts
Travel, hospitality and self-issued receipts as digital templates — not bookkeeping software.
Sharing & export
Hand over records as PDFs or through secure links.
Team workflow
Assign, review, approve – traceably.
Mobile & offline
Use it on the job site even without internet.
AI assistant
Your personal assistant: create, assign and move tasks in conversation. On the Hero plan with AI conversation mode on the Tasks page.
Hero Agents
Digital team members on site and in the office: photo of the distribution board or a report → values in the inspection protocol. Read mail, derive tasks, work through jobs on a schedule.
Email for channels & boards
Own email address per channel and board: mail becomes a channel message or a card — with an AI summary.
Board connection
Protocol → board: set target column and assignees per stage; cards link submission and protocol.
Website forms
Collect structured requests directly through your website.
Reports & Analytics
Analyse submissions, track progress and keep activity across your workspace in view.
Timestamps
Automatic timestamps on defined actions within protocols.
Tasks & calendar
Derive tasks from protocols and plan deadlines as a list, calendar or board.
Task board
Organise tasks as a Kanban board with freely named columns, team labels and multiple assignees.
Crew scheduling
Who is where this week, how full the day is, which job is assigned.
Chat
Site channels and direct messages for the team.
Recurring blocks
Add nested levels while filling — circuit, room, device.
Write quotes
Derive quotes from documented work and send them to the customer.
Coming soon
Floor plan tasks
Coming soon
Pin tasks and defects directly on floor plans or system diagrams.
Invoicing
Coming soon
Derive invoices from documented work.
Time tracking
Coming soon
Record time per job and crew.
Inventory
Coming soon
Keep materials and stock in the business.
Email & chat, centralised
Email chaos ends in the channel.
Forward info@ into ProtocolHero: every mail lands where the work happens — in the channel, on the board, in the calendar. Your Hero Agent turns it into tasks and replies.
Own email address for channels and boards
Every planEvery channel and every board gets its own address — on every plan. Incoming mail becomes a channel message or a new card with target column and assignee.
Email card with AI summary
Every planSubject, two to three lines and the attachment count — directly in the channel. Attachments from the mail stay with the card or the thread.
Hero Agents read, reply and derive tasks
Hero & EnterpriseYour digital team member reads along, ignores spam, creates tasks and appointments and drafts replies — sent via your SMTP or via ProtocolHero, in caution mode only after approval.
Channels, threads, mentions, files — and agents as members.
# orders-inbox
auftraege@mustermann-elektro.de
Inspection protocol hall 3 – follow-up date?
bauleitung@meyer-bau.de · 08:42
AI summary
Meyer Bau asks for a repeat inspection of hall 3 on Thursday from 2 pm. The site plan and the defect list are attached.
Read, understood, filed:
- Card “Repeat inspection hall 3” → board Orders · column Planned · assigned to Tim
- Thu 2:00 pm in the calendar, no conflicts
- 1 newsletter skipped (spam score high)
Approval: send reply
Confirm Thursday 2 pm to bauleitung@meyer-bau.de from auftraege@… and attach the original protocol (PDF).
SendEdit
Own SMTP or via ProtocolHero · sent + inbox visible for 30 daysCaution mode on
Connect or run it all here
ProtocolHero where your business already works
API & MCP is live: connect your own AI and existing software, or run documentation, tasks and teamwork directly in ProtocolHero.
what we build
Everything in ProtocolHero
Protocols, tasks, crew scheduling, chat and approvals in one platform — no extra tool for documentation.
This is the current path: builder, submissions, calendar, board and PDF in ProtocolHero.
Start for freeLive
Connect ProtocolHero to existing tools via API & MCP
Connect the tools the business already uses. AI understands the job, recommends the next step, and acts.
API & MCP is live. We clarify the systems and tools you want to connect in an intro call.
More about API & MCPIndustries
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.
Tilers
Measurements, substrate, wet-area sealing and room-by-room acceptance.
Painters
Coating, substrate, colour and apartment or site acceptance with photos.
Drywallers
Framing, boarding, openings and acceptance per room or floor.
Without standards conformity or certification claims.
Website forms
Share, embed and evaluate smart forms
Create digital forms for customers, applicants, tenants, contractors or internal teams. Share them via link, embed them on your website — inline or as a floating button.
Floating button
Live
One click is enough: a floating button opens a popup form on any page of your website — ideal for digital site visits, surveys and contact forms that do far more than a simple mail form.
Straight to a task
Every incoming submission can become a task in your team right away — with a due date and an owner in the calendar.
More on Calendar & TasksShare via link
Send forms via link to customers, applicants or contractors – no login required. Recipients open the form directly in their browser, fill it in and submit. You receive the completed document instantly in your inbox.
Live
Embed inline
Embed forms directly into a page on your website – with an embed code, no account needed for your customers.
Live Demo — Public Form Link
Electrical inspection – click to fill out
More than just a demo form — browse our ready-made templates.
Discover more templatesPossible use cases:
Digital on-site visitsSmart surveysStructured contact formsDamage reportsService requestsJob forms for career pagesProperty viewingsPre-checks for service visitsAcceptance and handover formsCustomer questionnairesSignatures & contractsLive: share forms, embed them on your website and turn incoming requests directly into an assigned task.
For businesses of every size
Several teams, proof obligations, 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
Why ProtocolHero
Premium, honest and close to the trades
Made in Germany
Built in Germany – with the trades in mind.
GDPR-aware
Data protection is considered from the start.
A real app instead of paper chaos
One platform instead of notes, Word and scattered photos.
Support and help center
Guides and answers whenever you need them.
From the trades
Built around real workflows on the job site.
Trusted
Over 1,000 businesses use ProtocolHero
Electrical contractors, facility managers and inspection providers rely on digital reports with ProtocolHero.
5,0★★★★★on Google
Robin Twietmeyer
Managing Director · Twietmeyer Energietechnik
„Convinced from minute one“
★★★★★
ProtocolHero’s very first customer – excited by the vision and personal support.
Twietmeyer Energietechnik
„Convinced from minute one – ProtocolHero in use for photovoltaics & heat pumps.“
ProtocolHero customer ★★★★★
Ali Eldaher
★★★★★
Super einfach zu bedienen – Protokolle in Minuten fertig statt Stunden.
Dirk Niesel
★★★★★
Spart uns täglich mindestens eine Stunde bei der Dokumentation. Sehr zu empfehlen!
Tim Schnüge
Managing Director · Schnüge Elektrotechnik
„More clarity every day“
★★★★★
Handover, construction logs, test reports – everything now runs much more structured and simpler.
Schnüge Elektrotechnik
„Three documentation types in one system – more structured and simpler than ever.“
ProtocolHero customer ★★★★★
Denis Gafurow
★★★★★
Endlich papierlos auf der Baustelle. Sehr übersichtlich und einfach gehalten.
Jan Eric Eeten
★★★★★
Die KI-Funktion ist wirklich beeindruckend. Nie mehr alles mühsam abtippen.
Luca Würzburg
Project Lead · Elektro Heimanns GmbH
„Just right!“
★★★★★
Almost 1,000 documents created – ProtocolHero is fully part of our daily work.
Elektro Heimanns GmbH
„Almost 1,000 documents digital – shows how firmly ProtocolHero is embedded in our work.“
ProtocolHero customer ★★★★★
Tim Schnüge
★★★★★
Top Support, schnelle Antworten, und das Tool macht genau was es soll.
Moamer Mucic
★★★★★
Prüfprotokolle direkt vor Ort erstellen – das revolutioniert unseren Alltag.
Lukas Colomiet
Managing Director · CoProjekt GmbH
„Your AI is brilliant“
★★★★★
The AI feature in particular saves us a lot of time – we now use ProtocolHero every day.
CoProjekt GmbH
„The AI feature saves us a lot of time – in daily use, self-explanatory.“
ProtocolHero customer ★★★★★
Dennis Geffel
★★★★★
Für uns als Elektrofachbetrieb die ideale Lösung. Klare Weiterempfehlung!
Matthias Frasch
★★★★★
Das Onboarding war super schnell. Das ganze Team war nach 10 Minuten startklar.
Murat Ekinci
Owner · Kluge Elektriker EMB GmbH
„Because it saves time“
★★★★★
Set up once, team briefed once – it saves us a huge amount of time.
Kluge Elektriker EMB GmbH
„Set up once, time saved permanently – documentation runs on rails.“
ProtocolHero customer ★★★★★
Christian Hösl
★★★★★
Alles an einem Ort – Protokolle, Stundenerfassung, Dokumente. 5 Sterne verdient.
Felix Greiff
★★★★★
Nie mehr Zettelwirtschaft. Übergabeprotokolle sehen jetzt wirklich professionell aus.
Shahin Sello
Managing Director · Elektro Sello GmbH
„Finally digital“
★★★★★
Our documentation runs much cleaner and faster – everything in one place.
Elektro Sello GmbH
„Cleaner and faster documentation – all reports in one place.“
ProtocolHero customer ★★★★★
Ilias Gervalla
★★★★★
Genial für Versicherungsarbeiten – lückenlose Doku auf Knopfdruck in Sekunden.
Eugen Johannes Stach
★★★★★
Beste Entscheidung für unseren Betrieb. Läuft stabil und absolut zuverlässig.
Kushtrim Behrami
Owner · Behrami & Nura GbR
„A professional image“
★★★★★
Reports filled in digitally right on site – far less paperwork.
Behrami & Nura GbR
„Far less paperwork – reports filled in digitally right on site.“
ProtocolHero customer ★★★★★
Elias Liepert
★★★★★
Auch meine älteren Mitarbeiter kommen super damit zurecht – klar und intuitiv.
Lukas Colomiet
★★★★★
Protokolle endlich sauber, einheitlich und immer sofort wieder auffindbar.
Thomas Lövenich
Master Painter · Malermeister Thomas Lövenich
„Effortless proof“
★★★★★
Especially for insurance work, clean and seamless documentation is worth gold.
Malermeister Thomas Lövenich
„For insurance work, seamless documentation is worth gold – instantly accessible.“
ProtocolHero customer ★★★★★
Martin Wittmers
★★★★★
Der Kundenauftritt wirkt sofort professioneller – digitale Abnahmen überzeugen.
Hans Münchrath
★★★★★
Stundenlange Excel-Tabellen gehören der Vergangenheit an. Danke, ProtocolHero!
Daniel Strube
Managing Director · DSM Elektrotechnik GmbH
„Extremely versatile“
★★★★★
ProtocolHero is extremely versatile – we even use it for internal processes like stocktaking.
DSM Elektrotechnik GmbH
„Extremely versatile – from custom forms to internal stocktaking, all in one system.“
ProtocolHero customer ★★★★★
Garrett Rooney
Owner · Remi Tools, Dublin
„Software is a tool“
★★★★★
ProtocolHero is not just a program – it reduces errors and speeds up workflows.
Remi Tools, Dublin
„Reduces errors, speeds up workflows – proven even in international use.“
ProtocolHero customer ★★★★★
„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.“
FAQ
Frequently asked questions
One platform for structured documentation – whatever your business.
Try it for free or take an intro call – and make documentation simple at last.