Digitale Befund- & Gutachtenprotokolle für Sachverständige
Ortstermine, Schäden und Beweise strukturiert und mit Zeitstempel nachvollziehbar festhalten – mit Fotos, Maßen und Bewertung direkt vor Ort.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Gutachter & Sachverständige document today – and what it costs
An expert report is created in two worlds: on site, findings are recorded — photos, readings, moisture, crack widths, witness statements — and in the office they become a report. Between the two there is a break today: notes on paper or a dictaphone, photos on the camera, readings in the device. The surveyor assembles everything in Word at night, numbers photos by hand and searches for which picture belonged to which room.
That costs: one to two hours of rework per site visit that are not invoiced. With 30 visits a month, an office with five surveyors quickly reaches 150 hours. Add queries from the client because a position in the report does not match the photo number, and the uncertainty whether every finding was actually recorded during the visit — a second visit is expensive or impossible.
For the office management this means: they do not know which reports are in draft, which are with the second surveyor for approval and how many hours per case end up unplanned in the report. ProtocolHero brings findings capture and report writing into one flow.
Who ProtocolHero is built for
- Expert offices with surveyors for construction, buildings, damage or technology
- Loss adjusters and claims service providers for insurers with high case volumes
- Inspection and valuation offices that assess properties for banks, investors or courts
- Engineering firms with construction supervision and evidence preservation as their own line of business
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
The report is created during the site visit, not afterwards
The findings template has rooms or components as recurring blocks: description, reading, photo, rating. Photos attach automatically to the finding, readings sit in the right field. The PDF is the report — structured, numbered, with attachments. Rework in the office shrinks to the professional wording.
No forgotten finding, no misassigned photo
Required fields per component make sure the surveyor skips nothing the assignment requires. Previous values and photos from the first report sit alongside in follow-up assessments. The Hero Agent reads meter exports and photos instead of values being retyped.
Approval history instead of assertion
The activity log shows who recorded, changed and approved which finding and when — with timestamp. The approved PDF carries the signature and optionally a SHA-256 file proof. In court or towards the insurer you present a traceable creation, not just a result.
Every case with status, every surveyor with workload
The document hub shows per case: site visit done, draft, with second surveyor, approved, sent. Clients report new cases via web form; the Hero Agent creates the card, assigns and sets the delivery deadline.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Befunde vom Ortstermin werden auf Papier und Diktiergerät festgehalten und müssen mühsam zum Gutachten zusammengeführt werden.
Fotos, Maße und Notizen liegen getrennt voneinander und lassen sich später schwer zuordnen.
Die Beweissicherung ist nicht einheitlich strukturiert, was die Nachvollziehbarkeit erschwert.
Aus den Vor-Ort-Daten ein sauberes Dokument zu erstellen kostet jedes Mal viel Zeit.
So unterstützt ProtocolHero Gutachter & Sachverständige
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Strukturierte Befundaufnahme
Ortstermine mit standardisierten Vorlagen erfassen – Befunde, Maße, Bewertungen und Fotos an einem Ort.
Beweissicherung mit Fotos
Schäden mit Fotos, Verortung und Beschreibung dokumentieren, sodass die Beweiskette nachvollziehbar bleibt.
Vorgänge als Datenbank
Objekte, Auftraggeber und Vorgänge strukturiert hinterlegen und alle Unterlagen je Fall zentral wiederfinden.
Professionelle PDF-Ausgabe
Aus der Vor-Ort-Erfassung direkt ein sauberes, einheitliches PDF erzeugen und teilen.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Findings and report templates per report type
Damage report, building condition assessment, evidence preservation, acceptance support — central templates with components as recurring blocks and required fields according to the assignment scope.
- 2
Case and property in the database
Client, property, file number, parties, deadline. For follow-up assessments the initial findings and photos are ready for comparison.
- 3
Findings capture on site — offline too
Room by room on the tablet: description, reading, photos, sketch. Work continues in the shell or basement without signal.
- 4
Read readings and photos
Exports from moisture or measuring devices and photos are assigned to the fields by the Hero Agent. The surveyor checks instead of retyping.
- 5
Four-eyes approval
The report goes into review; the second surveyor or office management checks completeness and rating and approves. Every step is in the activity log.
- 6
Delivery and archive
The client receives link and PDF with attachments; whoever only needs to read does not need a licence. The case stays in the database with its history — for queries years later.
Every hour not invoiced is lost margin
An office with five surveyors easily has 60 site visits a month. If each visit costs 90 minutes for sorting photos, transferring readings and formatting the report, that is 90 hours a month — paid surveyor time no client sees and nobody invoices.
With ProtocolHero the report structure is created during the site visit; what remains in the office is the professional assessment and the approval. Add what is risk today: a finding not recorded during the visit that forces a second visit; a report whose creation cannot be traced in court; a client who moves to the next office because of turnaround times.
- Record findings once on site — photos and readings attach to the right component
- Required fields per assignment scope prevent second site visits
- Approval history with timestamp proves how the report came about
- Case status per surveyor instead of questions around the office
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 pilotReal customers, real statements
Our references document damage and repairs for insurers, create acceptance protocols directly on site and build their own templates for special cases — the same mechanism as findings capture and report writing in an expert office.
„Gerade bei Wasserschäden und Arbeiten für Versicherungen ist eine saubere Dokumentation extrem wichtig. Es muss nachvollziehbar festgehalten werden, welcher Schaden vorlag, welche Maßnahmen durchgeführt wurden und wie die Instandsetzung erfolgt ist. Das hilft uns intern für den Überblick, aber auch nach außen bei Rückfragen mit Kunden und Versicherungen.“
„Ich nutze ProtocolHero in meinem Elektrofachbetrieb für die Erstellung von Prüf- und Abnahmeprotokollen und bin sehr zufrieden. Besonders praktisch finde ich, dass ich Protokolle direkt digital erstellen und problemlos auf der Baustelle ausfüllen kann. Die Software ist übersichtlich und einfach zu bedienen – deutlich weniger Papierkram und eine viel effizientere Dokumentation.“
„Wirklich gute Kommunikation mit eurem Team – Fragen wurden immer schnell und effizient geklärt. Ein großer Vorteil ist, eigene Protokolle zu erstellen: Wir konnten z. B. eine eigene Drohnenflug-Einverständniserklärung direkt in ProtocolHero abbilden. ProtocolHero ist extrem vielseitig – wir nutzen es sogar für interne Prozesse wie unsere laufende Inventur.“
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See your Gutachter & Sachverständige workflow in ProtocolHero
In 15 minutes we clarify where time is lost today, whether ProtocolHero fits your process and team size, and how a real report of your business looks digitally. No generic product pitch.