Away from Word, Excel and paper.
ProtocolHero turns recurring inspections, forms, records and approvals into digital templates – fill in on site, approve with your team, share as PDF.
For electrical, facility management, property managers, inspectors, surveyors and service teams
One platform for many documentation processes.
Jedes Protokoll. Vollständig rückverfolgbar.
Weise Dokumente zu, lege Prüfer fest und verfolge jeden Schritt — inklusive GPS-Standort bei der Unterschrift und kompletter Aktivitätshistorie.
Prozess
Verlauf
Right in the protocol. Not on a sticky note.
Add comments and tasks exactly where they belong, involve colleagues and stay on top of everything – like Google Docs, but built for structured inspection protocols.
In the protocol
Electrical systems inspection
@salim please match order number with quote.
Done – number matches the quote.
@Salim Thanks! I'll mark this as done.
Match order number with quote
Marked as done → @Salim
Check readings in field 3.2
Notifications
Latest activity and updates in your workspace
Jonas Tanner commented on "Electrical systems inspection": "Please double-check the readings."
Laura Schneider marked your comment on "Quote A-PH-1060" as done.
Aylin Kaya replied on "Electrical systems inspection": "Quote has been sent."
Anna Kersting assigned you a task on "Apartment handover 3rd floor".
Edward Nguyen submitted "Electrical systems inspection" for review.
Every move counts.
Our recap of the Cologne-Ehrenfeld office opening – with practical AI, partner demos and exchange across the electrical trade.
Five views that show the value immediately
Concrete UI views for the builder, mobile submission, PDF handover, calendar and the task board.
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.
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.
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
With ProtocolHero
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.
Build or choose a template
Start with a template or build your own protocol for your business – no code needed.
Fill it in on site
Capture measured values, photos, notes and signatures directly on the job site or in the field.
Review, approve, hand over the PDF
Your team reviews the submission and hands over a clean PDF record – digital or printed.
A platform that grows
From simple protocols to complex documentation workflows. What is live today, what is in beta and what is coming soon.
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
Signatures directly in the document and team approvals.
Sharing & public links
Provide records and forms via link.
Team workflow
Assign, review, approve – traceably.
Mobile & offline
Use it on the job site even without internet.
Sharing & embedding
Share forms via link or embed them in websites with an embed code.
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.
AI assistant
Create templates, suggest content, analyse photos.
Floor plan tasks
Pin tasks and defects directly on floor plans or system diagrams.
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.
VdS inspectors
Inspection workflows, defects, records and status digitally – no VdS seal.
Municipalities
Inspections, patrol rounds, property checks and defect management.
Audits & ISO
Audit checklists, deviations, corrective actions and records – no certification claim.
Construction & fit-out
Daywork reports, site diaries, acceptances and photo documentation.
Internal processes
Map forms, onboarding, approvals and meeting records internally.
Without standards conformity or certification claims.
AI that truly accelerates documentation
ProtocolHero AI helps you create templates, edit documents and transfer information from photos or documents into structured fields.
Build templates with AI
Describe your protocol briefly – the AI assistant suggests fields, structure, and sections that you can then customize.
Fill out faster
AI helps with phrasing, completing, and structuring directly in the submission – you review and decide.
AI measurement analyser
Read measurement values and test results from uploaded files (e.g. electrical inspections) and transfer them into configured fields.
AI features assist – they do not replace your review or legal responsibility. You verify all information yourself.
On the roadmap Photo analysis for more use cases and extended AI fill-in assistance – gradually in development.
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
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.
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:
Existing tools have their limits
Word, Excel and general tools are good for many tasks – but not for structured, recurring documentation with photos, review, approval and PDF handover.
Word & Excel
Good for free-form text and tables. But no mobile forms, no team workflow, no photo attachments and no automatic PDFs.
ProtocolHero turns them into digital templates with structure, approval and PDF output – fillable directly on site.
Simple form tools
Good for simple online forms. But no complex inspection protocols, no photos, no internal workflows and no direct PDF archiving.
ProtocolHero combines form, records, photos, team review and PDF in one workflow.
Signature services
Strong for signatures. But no document building, no photos, no mobile completion, no inspection checklists.
For simple approval and signing processes, ProtocolHero can be a leaner alternative. No qualified electronic signature.
What is coming next
ProtocolHero grows along real requirements from the field. Here is what is in planning.
Conditional logic & formulas
Show and hide fields based on previous answers, and calculate values automatically.
Tasks & calendar
Derive tasks from protocols, plan deadlines and assign responsibilities within the team.
Floor plan & plan view
Pin tasks and defects directly on floor plans or system diagrams.
Advanced AI analysis
Extended analysis of photos and documents for more industries and use cases – gradually expanded.
Formula fields
Formula fields for automatic value calculations in protocols – coming soon.
Plans that grow with your business
Start for free and expand when your team needs more.
- Create protocols
- Mobile capture
- PDF export
- More templates and submissions
- Databases
- Workflow and review
- Workspace branding
- Roles and permissions
- Advanced features
You will find all details and current prices on the pricing page.
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.
Frequently asked questions
Trusted
Over 1,000 businesses use ProtocolHero
Electrical contractors, facility managers and inspection providers rely on digital reports with 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.“
One platform for structured documentation – whatever your business.
Try it for free or book a demo – and make documentation simple at last.