Every inspection complete. Every defect with an owner. Every proof in seconds.
Inspection and service documentation for electrical, HVAC, facility and service companies with several teams. Your staff document on site, your office sees what is open – and when someone asks, everything is there.
Annual contract by team size · Onboarding and pilot included · Hosted in Germany · You pay for your team, not for everyone who fills in a form
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.
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.
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.
What can you present when asked?
Signed PDF, full activity log with timestamps, photos, measurements and approvals – one click instead of a search.
Four things that cost technical managers time every day
Documentation itself is not the problem. It is the gap between the site, the office and the moment someone asks a question.
Every team documents differently
A Word template here, paper there, a standalone tool in the third team. The office retypes, follows up and reworks – every evening.
Defects without an owner
The defect is in the protocol. But nobody is responsible, there is no deadline and no confirmation that it was fixed.
Searching instead of presenting
A customer, insurer or safety authority asks – and the office searches folders, mailboxes and WhatsApp threads.
Externals don't deliver
Subcontractors and customers send details via WhatsApp, email or not at all. Every gap comes back to you as a follow-up.
From standard to proof – in six steps
One process for all teams: central templates, capture on site, approval by responsible staff, automatic follow-up and complete proof.
- 01
Maintain templates centrally
DGUV V3, VDE inspections, acceptance, maintenance, fault report: your templates are maintained centrally. Electrical templates are already available.
- 02
Fill in on site – offline too
Technicians fill in on phone or tablet, even without signal. Measurements, photos and signatures are captured at the installation.
- 03
Approval workflow per submission
Draft, editing, review by a responsible person, approval. No protocol counts as complete before it has been reviewed.
- 04
Board and Hero Agent take over
Every submission lands as a card on your team's board. Hero Agent checks content against your rules, moves, assigns, sets deadlines and comments – only after your confirmation if you prefer.
- 05
Bring in externals
Subcontractors fill in via a protected link, customers and tenants via a web form on your website. Everything lands as a submission in your workspace.
- 06
Everything is there when asked
Signed PDF, activity log with timestamps, photos, measurements and approvals – individually or as a bulk export.
A defect gets an owner, a deadline and proof
The most important difference to a form tool: with ProtocolHero a detected defect does not stay in the PDF. It becomes a card, an assignment and a response – following rules you write in plain language.
Example rules you give Hero Agent
When
Insulation resistance below 1 MΩ or defect ticked
Then Hero Agent
Move card to “Defect open”, assign to site manager, deadline five working days, reason as comment
Runs directly or after approval – your choice
When
Card lands in “In review” without photo or signature
Then Hero Agent
Ask the employee for the missing details in the card comment and hold the card back
No approval needed – just a follow-up
When
Card in “Defect open” for five days
Then Hero Agent
Remind the owner, inform technical management in the channel, post a summary of open defects
On schedule, every morning at 7
Hero Agent interprets your instruction as a language model and works on boards. It does not replace review and approval by your responsible staff – it makes sure nothing is left behind.
Board · Inspections Team North
Protocol rule: every submission → card
Submitted
4Maintenance · Lift 2
T. Brand · today
Acceptance · Office 4.OG
L. Otto · today
Defect open
2DGUV V3 · UV2 · insulation 0.4 MΩ
Site manager R. Kaya · due in 5 days
Fixed · in review
3Fault report · Hall 1
S. Weber · reviewing
Hero Agent
card comment · 09:14Insulation resistance in circuit 7 is 0.4 MΩ (limit 1 MΩ). Moved the card to “Defect open”, assigned R. Kaya and set the deadline to five working days as per rule.
What your business can present when asked
Every submission carries its own activity log. Who did what, when – and what was available at that moment.
Who, when, what
Every assignment, every submission for review, every approval, every signature and every file upload with person and timestamp.
Signatures
Captured digitally and anchored in the PDF – from the employee, the customer, the responsible person.
Approval
No protocol counts as complete before the responsible person has reviewed and approved it.
Archive and export
All PDFs available at any time, individually or in bulk. Files optionally with SHA-256 proof.
Photos and measurements
Attached to the protocol, not in WhatsApp. Measurements as tables, photos as evidence in the right place.
When the insurer, the customer or the safety authority asks, you don't need a search – you need one click.
DGUV V3 inspection · Hall 3 · UV2
Submission #2841 · Meyer Bau GmbH · activity log
M. Krause uploaded 3 photos · distribution board UV2
Tue 08:41Measurements entered · RCD 24 ms · insulation 1.2 MΩ
Tue 09:12Signed on site · technician & customer
Tue 09:20- Rule: review before approval
Hero Agent assigned review to S. Weber · deadline Thu
Tue 09:21 S. Weber reviewed and approved the submission
Wed 16:05PDF generated · SHA-256 recorded · shared with customer
Wed 16:06
Externals fill in directly
A process does not end at the border of your team. Subcontractors, customers and tenants deliver their details directly into your workspace.
Subcontractors
You send a protected link. The subcontractor enters measurements and photos, signs – done. Password and expiry optional.
Customers and tenants
Fault report, acceptance or feedback as a web form on your website. Every report lands as a submission in the workspace and as a card on the board.
After completion
The customer automatically receives a link to the finished submission – with or without PDF download, with or without comments.
You pay for your team, not for everyone who fills in a form once.
How much office time your business gets back per year
Adjust the values to your business. The defaults are conservative; in the pilot we measure the actual time per job.
Inspection protocols, maintenance reports, acceptances, fault reports
Retyping, matching photos, follow-ups, creating the PDF, filing
Review and approve – the rest is captured on site
Per year, office only
€64,800
20 minutes less office work per protocol × 4,320 protocols × €45/h
- 4,320
- protocols per year
- 1,440
- office hours saved per year
- 180
- working days (8 h) per year
Not included: fewer follow-ups on site, less rework, faster invoicing and the time you save when someone asks for proof. We measure the real numbers in the pilot.
Start a pilotPilot in four weeks
No rollout on a whim. We start with one process and one team, measure the result and then roll out.
- Week 1
Capture processes
Capture your most important inspection processes, digitise existing templates, define roles.
- Week 2
Start the pilot
A pilot team from the field and one responsible person in the office work with ProtocolHero – alongside daily business.
- Week 3
Tune the workflow
Set the approval workflow, board rules and Hero Agent instructions to match your process.
- Week 4
Measure results
Measure protocols, office time per job and open defects. Decide on the rollout.
Then: roll out to all teams, add further processes.
One contract for the whole business
For every team size. The bigger the business, the higher the staff costs – and the bigger the saving from less coordination and frictionless workflows. Whether the enterprise licence beats individual seats for you, we'll do the maths with you in the call.
- Annual contract, priced by team size instead of individual seats
- Onboarding, pilot and training included
- Personal contact, support with response times
- API and MCP connection to your systems
- Hero Agent with custom instructions and its own channels
- Custom AI prompts for your templates
- Data processing agreement as part of the licence
No list price – quote by team size and processes.
Building blocks for several sites and your own IT
For businesses with several sites or their own IT landscape we provide these building blocks as part of the enterprise licence. Ask us in the pilot call.
- Single sign-on with your identity provider
- Webhooks and custom interfaces to ERP, trade software and BI
- Central template management across teams and sites with versioning
- Automatic actions from limit values and inspection results
- Custom data retention and export formats
- Extended support and availability commitments
Businesses that document with ProtocolHero
More than 1,000 businesses use ProtocolHero – from an electrical company with almost 1,000 documents to a painting contractor with complete proof for insurers.
Security questions from procurement or IT?
Hosting in Germany, roles and permissions, activity logs, share links with password and expiry, data export – all on one page.
Frequently asked questions from businesses
- For which company size does the enterprise licence pay off?
- For every team size. The bigger the business, the higher the staff costs – and the bigger the saving from less coordination and frictionless workflows. Whether the annual contract beats individual seats for you, we'll do the maths with you in the pilot call. If you would rather start on your own right away, use the self-service plans.
- Do subcontractors and customers need a licence?
- No. Subcontractors fill in via a protected link, customers and tenants via a web form on your website. You only pay for your team.
- How does the pilot work?
- Four weeks: capture processes, start the pilot with one team, set up the approval workflow and Hero Agent rules, measure results. Then you decide on the rollout to all teams.
- How does ProtocolHero handle defects?
- Every submission lands as a card on your team's board. Hero Agent checks it against your rules, moves it to the right column, assigns an owner, sets a deadline and asks for what is missing. Sensitive actions can be tied to approval by your staff.
- What can we present when asked?
- The signed PDF, the full activity log of the submission with person and timestamp per action, photos, measurements and approvals. Individually or as a bulk export.
- Where is our data stored?
- Operation and data storage in Germany, encrypted transfer and storage. We provide the data processing agreement as part of the enterprise licence. Details on our security page.
- Is there an interface to our systems?
- Yes. API and MCP connection are part of the enterprise licence. Webhooks and custom interfaces to ERP, trade software or BI are available on request for larger rollouts.
Plan the pilot for your team
20 minutes, one process, a clear plan. We show you on your own template how approval, board and Hero Agent work together.