Hamacher Solar GmbHFrom the electrical team to the whole company: thousands of reports, one system
Five teams, one fixed structure: at Hamacher Solar, errors are caught in the review procedure and assigned straight to the person responsible, questions are settled on the report instead of via email and WhatsApp – and every system is fully documented before the invoice goes out.
The business at a glance
- Company
- Hamacher Solar GmbH
- Region
- Overath · Bergisches Land
- Employees
- 64
- permanent staff
- In business since
- 2011
- started 2006 in Odenthal
- Google rating
- 4.8 / 5
- 271 reviews · as of Oct 2026
- Teams
- Electrical · Heating · Roofing · Sales · Back office
Hamacher Solar in numbers
Documents in ProtocolHero
ThousandsSite surveys, installation, inspection and acceptance reports
Teams on the system
Electrical · heating · roofing · sales · back office
Systems installed
3,200+Turnkey PV systems built by Hamacher Solar
Hero AI Agents
3 rolesReport review · complaints · office & back office – in progress
What changed for Hamacher
The same people, the same systems – less searching, asking around and chasing.
- Structure
- Before: Every team documents differently.
- With ProtocolHero: One structure for all five teams.
- Communication
- Before: Scattered across email, WhatsApp, phone.
- With ProtocolHero: Right on the report, where it arises.
- Errors
- Before: Surface late, unclear who fixes them.
- With ProtocolHero: Caught in review, assigned directly.
- Overview
- Before: Only whoever asks knows what is missing.
- With ProtocolHero: Status of every document visible.
- Invoicing
- Before: One missing record keeps the invoice open.
- With ProtocolHero: Invoiced as soon as everything is reviewed.
- Agents
- Before: Routine ties up project managers and office.
- With ProtocolHero: Hero AI Agents take over recurring tasks.
- Time
- Before: The team chases information.
- With ProtocolHero: Time for planning, building and customers.
AI has to take over the recurring work so project managers and the office have time for people instead of paperwork. That is why Hamacher chose a partner that comes from the trades itself and knows the site, the office and invoicing.
No acceptance, no payment
Hamacher Solar has been building turnkey photovoltaic systems in the Bergisches Land since 2011; André Hamacher started out in Odenthal in 2006. Today the company from Overath plans, installs and services PV systems, battery storage and heat pumps with 64 permanent employees. More than 3,200 systems have been built so far.
Every system passes through many hands: sales surveys the site at the customer's, planning designs the system, the roofing and electrical teams install and commission it, the heating team installs the heat pump, and the back office invoices. Every handover produces a document, and at every handover one can go missing.
For Hamacher this is not a formality. Payment depends on the documentation: only when installation, commissioning and acceptance are fully documented does the customer pay. A missing photo or an unsigned report can mean the invoice stays open.
Communication around it was scattered: questions by email, photos via WhatsApp, arrangements over the phone – everywhere except on the document itself. When an error surfaced, the project manager first had to work out who would fix it, then follow up on whether it had been done.
So the question was never whether to document digitally, but how a company with five teams makes sure every report is complete, reviewed and with the right person – without the project managers chasing every document themselves.
Electricians first, then the whole company
Timeline
- 1
First
Electrical team: installation, commissioning, inspection
- 2
Then
Heating team and roofing
- 3
After that
Sales: site surveys at the customer's
- 4
Today
Back office: review, assignment, invoicing
The electricians around M. Haußmann, head of electrical and service, went first. Their reports carry the most mandatory data – readings, photos, signatures – and that is exactly where gaps become most expensive later on.
Once that ran smoothly day to day, the other teams followed: the heating team with its installations, the roofers and sales, who capture site surveys at the customer's directly in ProtocolHero. The back office came last; today it reviews, assigns and uses every document for invoicing in one place.
Each team has its own templates, and everyone works in the same structure. What sales captures in the survey is ready for planning and installation; what the electrical team submits arrives in the back office already reviewed.
Five teams, one process
Today thousands of documents run through ProtocolHero at Hamacher Solar – from the sales survey form to the electricians' acceptance report. The company uses the platform all in: templates for every team, review procedures before release and fixed assignments.
Every report goes through a review procedure before it is released. Assignments make clear who fills in a document, who reviews it and what is still open. The back office sees at a glance which systems are fully documented and therefore ready to invoice.
Alongside the structure, the service matters to Hamacher: questions get answered quickly, and new templates and teams are set up together with the ProtocolHero team.
How ProtocolHero is set up
- Templates per team: electrical, heating, roofing, sales and back office.
- Review procedure: every report is checked before release.
- Assignment: filling in, reviewing and releasing each sit with a named person.
- On-site surveys by sales as the basis for planning and installation.
- Complete documentation as the prerequisite for invoicing the customer.
At a glance
- Documents in ProtocolHero
- Thousands
- Teams on the system
- 5
- Permanent employees
- 64
At Hamacher Solar, payment depends on the documentation. Only when installation, commissioning and acceptance are fully documented does the customer pay. That is why every report is reviewed before it goes out – and why the structure in ProtocolHero is business-critical for the company.
Features in use
- Templates per team
- Mobile capture
- On-site photos & signature
- Review procedures
- Assignment
- Document hub
Hero AI Agents and ERP integration
With thousands of documents on the system, the question shifts: no longer whether everything is captured, but who reviews it. That is where the next expansion starts. Together with Hamacher Solar we are building Hero AI Agents that work alongside the team as digital colleagues – tailored to Hamacher's processes and managed by the team itself.
We built the integration with Hamacher's ERP around their workflow: ERP data flows straight into the reports instead of being typed in again, and calendars and appointments can be used in ProtocolHero. The existing system stays – ProtocolHero connects to it.
Review agent for reports
Spots faulty or incomplete reports right after submission, checks them against the requirements and flags what is missing. Project managers are relieved and only step in where their decision is needed.
Complaints agent
Takes in complaints, matches them to customer and system and creates the task for the right team – with the system's reports at hand.
Office & back-office agents
Take over office routine: tracking completeness, requesting missing documents, filing reports and preparing them for invoicing.
ERP integration
Built around Hamacher's workflow: ERP data flows straight into the reports, calendars and appointments can be used in ProtocolHero.
“Our rule is simple: no complete report, no payment from the customer. We started with the electrical team; today heating, roofing, sales and the office all work in the same system – thousands of documents, each one reviewed and assigned to the right person. And whenever we need something, the ProtocolHero team is right there.”
Let's talk about your inspection processes
In 20 minutes we work out which reports to switch first, how your templates are carried over and what a four-week pilot measures.