Digitale Protokolle für Sanitär & SHK-Betriebe
Heizungswartung, Trinkwasserhygiene und Inbetriebnahmen sauber dokumentieren – ohne Papierstapel und doppelte Erfassung. Vor Ort ausfüllen, im Team prüfen, als PDF übergeben.
Bring an existing form. In the call we map your real workflow in ProtocolHero and show what the finished PDF looks like.
How Sanitär & SHK document today – and what it costs
The service department of a plumbing and heating company lives on maintenance contracts. Every maintenance produces a protocol: flue gas measurement, burner values, refrigerant pressure of the heat pump, drinking water sampling, pressure test after installation, fault repair. Today this sits on maintenance sheets in the van, is retyped in the office at night and sent to the customer with the invoice — days after the visit.
That costs in three places: the technician writes twice. The office retypes, searches the chat for photos and finds that the meter reading or serial number is missing — call back to the technician, sometimes a return trip. And the next maintenance date is somewhere in a calendar, but not attached to the system; when it is forgotten, the customer calls the competitor.
For the owner this means: they cannot say which maintenance jobs are due this month, how many protocols are still in the office and whether, after a water damage, the proof of the pressure test is complete. ProtocolHero documents maintenance completely on the first visit — and the invoice goes out the same day.
Who ProtocolHero is built for
- Plumbing and heating companies with technicians in the field and a service department with maintenance contracts
- Heating contractors that maintain and commission heat pumps, gas and oil systems
- Plumbing and installation companies with drinking water, pressure and leak tests
- Building-services companies working for housing associations and commercial properties
Four things that change for management
Not more forms, but less rework, less risk and a business you can show at any time.
Maintenance complete on the first visit, invoice the same day
The maintenance template has required fields for meter reading, serial number, readings and customer signature. The technician cannot submit before everything is there. The protocol goes to the customer as a link, the office invoices from the approved submission — no call back, no return trip.
Every system knows its next date
System, customer, maintenance contract and interval live in the database. The document hub shows per technician what is due, in progress or approved. The Hero Agent posts the month's due dates to your channel so the service team plans the route instead of reacting.
Previous values next to the current ones
Flue gas values, system pressure, refrigerant data from the last maintenance sit right next to the new field. Deviations show up at the boiler, not weeks later. The Hero Agent reads photos of the type plate — the technician photographs instead of copying serial numbers.
Pressure test and drinking water proven with timestamp
Approved PDF with signature, photos and activity log: who tested when, who approved. In a water damage case or a complaint from the housing association you deliver the proof via link — instead of searching binders.
Schluss mit Word, Excel und Zettelwirtschaft
Diese typischen Hürden kennen Betriebe in Ihrem Gewerk – und genau hier setzt ProtocolHero an.
Wartungsprotokolle für Heizungen werden auf Papier ausgefüllt und müssen im Büro erneut in Word erfasst werden.
Dichtheitsprüfungen und Druckprotokolle landen als Foto im WhatsApp-Chat und sind später nicht mehr auffindbar.
Anlagendaten, Zählerstände und Bauteile sind über Ordner und Excel-Tabellen verstreut.
Bei der nächsten Wartung fehlt der Verlauf der letzten Einsätze und Messwerte.
So unterstützt ProtocolHero Sanitär & SHK
Vor Ort erfassen, im Team prüfen und freigeben, als PDF übergeben – digital, mobil und nachvollziehbar.
Wartungs- & Inbetriebnahmeprotokolle
Vorlagen für Heizungswartung, Inbetriebnahme und Service direkt vor Ort ausfüllen – mit Messwerten, Bauteilen und Empfehlungen für den Kunden.
Dichtheits- & Druckprüfungen dokumentieren
Trinkwasser- und Dichtheitsprüfungen mit Druckwerten, Zeiten und Fotos festhalten – an einem Ort statt im Chat.
Anlagen & Kunden als Datenbank
Heizungen, Anlagen und Kunden strukturiert hinterlegen und den Verlauf vergangener Einsätze immer griffbereit haben.
PDF-Übergabe mit Unterschrift
Protokolle vom Kunden vor Ort unterschreiben lassen und sofort als PDF mit Ihrem Logo übergeben oder per Link teilen.
From template to proof
One continuous process instead of isolated tools – identical for every team, with clear ownership per step.
- 1
Create maintenance and test templates
Heating maintenance, heat pump maintenance, drinking water sampling, pressure and leak test, fault report — central templates with required fields and measurement tables.
- 2
Systems and contracts in the database
Customer, system, manufacturer, year, maintenance interval, contract scope. Every protocol attaches to the system and knows the previous values.
- 3
Technician documents at the boiler — offline too
Readings, photos, meter reading on the smartphone; work continues in the boiler room without signal. The customer signs on the device.
- 4
Faults arrive structured
Customers report via web form or email to your channel. The Hero Agent creates the card with system, owner and deadline — no note taken by phone.
- 5
Approval and invoicing
The service manager reviews and approves; the customer receives link and PDF. The office invoices from the approved submission, the same day.
- 6
Next maintenance date
The interval sits on the system, the Hero Agent reminds. At the next maintenance the previous values are ready.
What a maintenance protocol really costs today
A plumbing and heating company with six service technicians easily runs 250 maintenance visits a month in the heating season. If each costs 20 minutes for retyping, assigning photos and filing, that is roughly 85 hours of office work a month — and every missing meter reading adds a call back or a return trip.
With ProtocolHero the protocol is complete before the technician leaves the boiler room, and the invoice goes out the same day instead of after two weeks. More expensive than the office hours is what does not happen: a maintenance contract taken over by the competitor because the date was forgotten, or a water damage case in which the pressure test is not documented.
- Required fields for meter reading, serial number and signature — no call backs, no return trips
- Invoice from the approved submission on the day of maintenance
- Due dates per system secure maintenance contracts and route planning
- Proof for pressure test and drinking water via link instead of a binder search
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 come from electrical and energy-technology companies; Twietmeyer Energietechnik also uses ProtocolHero for heat pumps. The mechanism is the same: document maintenance on site, know the previous values, approve, invoice.
„The first time I heard about ProtocolHero, I was excited about the vision from the very first minute – and today I'm proud that I got the product right away, as ProtocolHero's very first customer. I'm convinced that a product can only grow when we as businesses support one another – that's the only way to truly reduce the time our own customers have to spend. In the beginning a lot was new to me, but Steven, the managing director, always advised me kindly and responded to my own wishes right away. That's why we'll also be using ProtocolHero for our photovoltaic systems, heat pumps and other areas going forward. Many thanks to the whole team – and here's to a great future together!“
„Wir nutzen ProtocolHero inzwischen täglich, und es hat unsere Arbeitsprozesse deutlich vereinfacht. Besonders das KI-Feature spart uns sehr viel Zeit, weil wir nicht mehr alles händisch eintippen müssen. Gerade bei wiederkehrenden Aufgaben wie einem E-Check nimmt uns das System spürbar Arbeit ab. ProtocolHero ist wirklich selbsterklärend – man findet sich schnell zurecht.“
„Mit ProtocolHero läuft unsere Dokumentation einfach deutlich sauberer und schneller. Gerade im Alltag ist es wichtig, dass Prüfprotokolle und Unterlagen direkt an einem Ort sind und man nicht lange suchen muss. Für mich ist vor allem gut, dass ich einen schnellen Überblick habe, was schon erledigt ist und was noch offen ist.“
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See your Sanitär & SHK 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.