Digital protocols for painters
Record coating, wallpaper, substrate, colour and acceptance per apartment or site with photos — including touch-ups.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Painters document today – and what it costs
In the painting trade disputes rarely arise over quality but over agreement: the customer expected a different shade, the substrate was worse than discussed, the additionally filled wall was 'obviously included'. Today the shade is approved verbally, the substrate is assessed in the foreman's head and the additional work is noted on a slip — or not at all.
That costs: a room is painted twice because the sample approval was not documented. A notice of concerns about a damp substrate was voiced but not in writing — and the company is liable for flaking. Additional work stays unpaid because nobody can prove the site manager ordered it. On insurance jobs the photo of the damage before repair is missing.
For the owner this means: they do not know their unpaid rework, do not know which crew obtains approvals and which does not, and have to repaint out of goodwill when complaints come in. ProtocolHero has shade, substrate and additional work approved per room — before they become unpaid rework.
Who ProtocolHero is built for
- Painting companies with several crews for interiors and facades
- Companies that renovate apartments for housing associations at tenant changeover
- Painting and coating companies with insurance jobs after water and fire damage
- Companies working in the project business for general contractors and developers
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Sample approval per room with photo and signature
The template has rooms as recurring blocks with required fields for shade, gloss level, sample area and the signature of customer or site manager. The foreman photographs the sample on the wall, the customer signs on the tablet — and the room is painted once.
Notice of concerns and substrate in writing, the same day
Damp substrate, cracks, old coating: the foreman documents the finding with photo, the notice of concerns goes with timestamp via link to customer or site management. On insurance jobs the damage before repair attaches to the job — the insurer gets the link instead of a query.
Additional work notified before it is carried out
Extra filling, primer, masking of fixtures: the work is recorded with photo and signed by the client before the crew starts. The PDF goes out via link; the invoice follows without discussion.
Every apartment, every room, every crew with status
The document hub shows per project or apartment which rooms are approved, executed and accepted. The Hero Agent creates open items from the acceptance as cards with owner and deadline; the housing association receives the link to the finished handover.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Colour and substrate live only in the foreman's memory.
Touch-ups after acceptance are promised verbally and not tracked.
Before/after photos sit unsorted on the phone.
Apartment acceptance is missing as a PDF for property or site management.
So unterstützt ProtocolHero Painters
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Substrate & colour
Record substrate, system and colour per room or surface — usable on the next job.
Coating & wallpaper
Capture work with before/after photos and a short note on the build-up.
Apartment or site acceptance
Rooms as recurring blocks: condition, touch-ups, photos and signature per unit.
Schedule crews
See which crew papers and which paints — the week in crew scheduling.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Templates for approval, finding, acceptance
Sample approval, substrate finding and notice of concerns, additional work notice, damage record for insurers, acceptance — maintained centrally, with rooms as recurring blocks.
- 2
Projects and apartments in the database
Project, apartment, client, the housing association's shade specifications. Every protocol attaches to the apartment.
- 3
Foreman documents before the first coat — offline too
Substrate, sample, photos on the smartphone; work continues in the empty apartment without signal. Customer or site management sign on the device.
- 4
Additional work and concerns arrive structured
Notice with photo and signature the same day; the Hero Agent creates the card on the board and reminds when the other side's approval is missing.
- 5
Approval and handover
The master painter reviews and approves; housing association, site management or insurer receive link and PDF. Whoever only needs to read does not need a licence.
- 6
Evaluation per crew
Which crew obtains approvals, where open items arise, which additional work was invoiced — visible in the workspace; bulk export per project for the client.
A room painted twice is the expensive item
A painting company with five crews easily renovates 50 apartments a month in the project business. If each apartment costs 20 minutes for asking about shades, reconstructing additional work and writing the handover, that is roughly 17 hours a month — in the office and on the phone, instead of on site.
The real item is the rework: a room painted twice because of an undocumented sample approval costs material and a day of crew time. A notice of concerns given only verbally makes the company liable for flaking. With approval, finding and additional work per room, signed and timestamped, goodwill turns back into invoicing.
- Sample approval with photo and signature per room — paint once
- Notice of concerns in writing the same day, with timestamp
- Additional work signed before execution instead of discussed afterwards
- Damage record for insurers on the job — proof via link
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
Master painter Lövenich documents damage and repairs for insurers with ProtocolHero; the other references come from the electrical trade and use construction documentation and custom templates — the same mechanism as approval and proof in the painting trade.
„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.“
„Mit ProtocolHero läuft unsere Dokumentation heute deutlich strukturierter und einfacher. Gerade im Alltag ist es wichtig, dass Informationen nicht verloren gehen und wir alles schnell an einem Ort wiederfinden. Das spart Zeit und bringt mehr Klarheit ins Team. Was ich außerdem gut finde: ProtocolHero ist vielseitig einsetzbar – ob Schlüsselübergabe, Baudokumentation oder wichtige Prüfprotokolle.“
„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.“
Beliebte Vorlagen für Painters
Starten Sie mit fertigen Vorlagen oder bauen Sie sich Ihre eigenen – ganz ohne IT-Kenntnisse.
Fragen rund um Painters
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See your Painters 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.