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Sector · Construction

“With every new project the files grow, but our back office does not grow with them.”

DMS for construction: Run more projects without the project files getting out of hand

Construction firms, general contractors and property developers handle hundreds of documents per project. Drawings, measurements, site diary, subcontractor contracts, evidence for the client. OXS.eco keeps project files for mid-sized construction firms central and traceable. That way you can run more projects at the same time, without administration becoming the bottleneck.

Discuss construction project files View digital files
Project files in one placeDrawings, contracts, measurements, permits, variations and photo documentation per project in one place, still complete years later.
Subcontractor filesContracts, variations, records and compliance documents per subcontractor, quickly at hand for complaints and warranty cases.
Document your claimsProgress status, measurement records and photo evidence filed in good order. You enforce claims against the client with a clear documented record.
Construction
PROJECT 24-15 Munich Bridge 47 docs 48 docs ✓ INVOICE No. 2024-1842 Item 4.2.1 240 m² Concrete Total: €24,500 LIVE INVOICE No. 2024-1842 Total: €24,500 INVOICE BOQ CHECK ✓ BOQ MATCH Item 4.2.1 ✓ 240 m² ✓ €24,500 ✓ → PROJECT FILE INV ✓ Project file ✓ BoQ-matched ✓ GoBD
Pain points

Four things we hear every day from site management and cost estimating

Chances are one or more of them sound familiar.

“Subcontractor invoices often do not match the bill of quantities. Nobody checks that systematically.”

“Plans exist in three versions and nobody knows which one is current.”

“The site diary, delivery notes and inspection reports are spread across the site, the office and binders.”

“For every project we track surety bonds and retentions by hand, and no list shows which amount falls due when.”

Use Cases

Document processes in construction: measurably more efficient

From permit to final invoice: OXS.eco reduces manual effort and makes processes traceable across the project.

1

Digital project file: every document of a project in one place

Problem

Construction projects generate hundreds of documents: plans, permits, site diaries, certificates, contracts, invoices. They sit scattered across drives, email and paper binders; when questions come up or an audit starts, searching takes time.

Solution

Each project automatically gets a digital file in OXS.eco. Everyone involved works from the same document base, versioned and with access rights by role and project.

Result
Significantly

less time spent searching for project documents, always the current plan version, structured evidence for audits.

2

Automated subcontractor invoice processing

Problem

Subcontractor invoices arrive in different formats, have to be checked against the bill of quantities and the purchase order, and need approval from several people. Done manually, this takes days and causes errors.

Solution

OXS.eco captures invoices via OCR, matches them automatically against the bill of quantities and the purchase order, escalates deviations and starts a digital approval workflow by project and cost center.

Result
Noticeably

less processing time. Early payment discount deadlines in view, invoices reliably tracked.

3

Warranty management & GoBD archiving

Problem

Warranty documents, acceptance records and defect reports have to stay available for the entire warranty period (VOB/B: 4 years, BGB: 5 years). Paper archives or network drives regularly fall short here.

Solution

All warranty-relevant documents are versioned in OXS.eco, given deadlines and archived aligned with GoBD. In a warranty case, the complete project documentation can be retrieved by project, period and document type.

Result
Complete

traceability in warranty cases. Deadline monitoring systematically supported.

Capture documents on site? OXS.eye enables mobile capture of delivery notes, inspection reports and plans via the app, straight into the project file.
View OXS.eye →
Document types

Document types that matter every day in construction

Five document types we typically bring together in one project file in a construction setup.

Subcontractor invoice

Incoming invoice from subcontractors. Problem: often cannot be matched to a bill-of-quantities item. Benefit: automatic matching against the bill of quantities and the measurement.

Construction drawing

Technical drawings and design plans. Problem: several versions are in circulation. Benefit: versioned storage with approval status.

Site diary

Documents the daily construction work. Problem: the paper notebook gets lost. Benefit: digital capture on site from a mobile device.

Bill of quantities

Defines the contracted construction work. Problem: kept separate from invoice and measurement data. Benefit: a central project file connects everything.

Warranty documents

Inspection reports, acceptance records and certificates. Problem: hard to find years into the warranty period. Benefit: findable per project and supplier.

Integrations & interfaces

Connects to construction software, ERP and project management

Invoices from your construction software are matched against purchase orders and bills of quantities (connection on a project basis), and construction documents land in the right project file. VOB interim payments, § 13b and § 48b cases as well as retentions and surety bonds stay traceable with their deadlines in an audit-proof way.

Discuss interfaces →Interfaces & API →
Systems in this industry BRZ RIB iTWO NEVARIS Finance Diamant/4 DATEV GAEB interface XRechnung / ZUGFeRD / Peppol REST API Diamant is connected in production and highlighted here. We connect other systems on a project basis, via the documented REST API or file-based transfer such as SFTP, including systems not listed here. XRechnung, ZUGFeRD, PEPPOL and EDI are processed directly by OXS.eco.
FAQ

Frequently asked questions

Each construction project gets one complete digital file with all drawings, permits, contracts, evidence and invoices, searchable, versioned and available to everyone involved with the right access rights.

Yes, the check runs automatically. OXS.eco spots the discrepancies itself and passes them straight into the digital approval workflow, without a chain of emails.

Construction invoices and contract papers must be retained for 6 to 10 years under German commercial and tax law. Warranty papers should stay at hand for the whole warranty period agreed in the contract (4 years under VOB/B, 5 years under the German Civil Code, depending on the contractual basis). In OXS.eco the periods are configurable per document type, and OXS.eco reminds the responsible team before one expires.

Yes. OXS.eco offers open REST APIs and connectors to construction software and ERP or accounting systems, on a project basis on request. Your existing landscape of construction software, ERP and accounting stays in place, and which systems we connect is settled per project.

Related industries

Also of interest

Related industries with a similar document and compliance profile.

Industry & manufacturing

Supplier invoices, quality certificates and project files.

View manufacturing solutions →

Public sector

OZG, e-invoicing and administrative files, structured.

View public sector solutions →

Or view all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See the construction project process in the demo.

We walk through subcontractor invoices, the project file and the warranty archive using your own use case. A 15-minute process check with a person from the MAAS team.

MAAS Filderstadt · since 1986
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