Knowledge · Templates & checklists
Checklist: documents on site and in the project folder
In a dispute, the winner is not the one who is right but the one who can prove it. This checklist shows which papers belong to a construction project and when you set them up.
Last updated 20.10.2026 · 3 min read · Checklist, to be adapted to the individual case
Key points at a glance
- Set up one folder per construction project, by phase: contract, execution, billing, acceptance (Abnahme).
- Important for deadlines and claims: proof of receipt, daily reports (Bautagesberichte), photos, measurement (Aufmaß), timesheets, Nachträge (change orders).
- Date and sender must be recognisable. Without a date, a document is worth little in a dispute.
- Confirm oral agreements in writing and file them.
For sorting by property: Organise the documents for a construction project.
1. Before the start: contract and basics
| Document | What it is for |
|---|---|
| Quote (Angebot), order, contract with all annexes | Basis of every claim |
| Bill of quantities (Leistungsverzeichnis) and plans with the plan version | What is owed? |
| Agreed VOB/B, special and additional contract terms | Which rules apply? |
| Schedule and agreed deadlines | Deadlines, contractual penalty |
| Payment plan (Zahlungsplan), interim payment rules | Which invoice when? |
| Securities: sureties (Bürgschaften), retention agreement | Keep track of their return |
| Exemption certificate (Freistellungsbescheinigung) (§ 48b EStG) and the customer’s reverse-charge certificate (13b UStG) | Construction withholding tax, invoice without VAT |
| Proof of insurance (liability, construction works insurance if applicable) | Evidence on request |
| Building permit, structural calculations, fire protection certificate (copies) | Basis of the plans |
| Construction year and hazardous substance information from the client (see Old buildings) | Information from the initiator |
| Contact persons and powers of representation | Who may instruct and accept? |
2. During execution
| Document | What it is for |
|---|---|
| Daily reports (see Bautagesbericht) | Daily events, hindrances, instructions |
| Notices of hindrance (see Behinderungsanzeige) and replies | Claim to an extension of time |
| Notices of concerns (see Bedenkenanmeldung) and replies | Protection against liability |
| Nachtrag quotes, instructions, approvals (see Nachtrag) | Additional remuneration |
| Meeting minutes | Agreements, deadlines |
| Photo documentation (with date), especially of concealed work | Evidence before it is closed up |
| Measurement (Aufmaß) and quantity calculations, agreed jointly | Billing |
| Timesheets (Stundenlohnzettel), countersigned (see Hourly-rate work) | Remuneration by effort |
| Delivery notes, material records, batches | Proof of the material |
| Test records: measured values, tightness, screed moisture (see Screed) | Proof of quality |
| Instruction records and occupational safety documents | Employer’s duties |
| Proof of receipt for every important letter | Prove deadlines reliably |
3. Billing
| Document | What it is for |
|---|---|
| Abschlagsrechnungen (interim invoices) with proof of work done (see Abschlagsrechnung) | Interim payment |
| Schlussrechnung (final invoice) with quantity calculation (see Schlussrechnung) | Due date |
| Payments received, deductions with reasons | Remaining claim |
| Payment reminders, deadlines set | Default, interest (see Client does not pay) |
| Reservation on final payment, if necessary | Secure your claims |
4. Acceptance and afterwards
| Document | What it is for |
|---|---|
| Acceptance report (Abnahmeprotokoll) (see Checklist: acceptance report) | Start of the limitation period |
| Defects lists and proof of remedy | Rectification work |
| Notices of defects (Mängelrügen) with proof of receipt (see Warranty) | Preserve the deadline |
| Operating instructions, guarantees, maintenance documents | Handover |
| Return of securities, deadlines in the calendar | Liquidity |
| Retention periods to observe (tax and contractual) | Statutory duty |
Filing rules that work
- One folder per construction project, subfolders by phase. The same structure for all projects.
- File names with a date: for example `2026-10-19_Behinderungsanzeige_Elektro.pdf`.
- File photos immediately, do not leave them on the phone.
- Confirm anything agreed orally by e-mail the same day and file it.
- Deadlines in the calendar: reservation, notice of defects, return of security.
- Data protection: File personal data only where only authorised people have access.
Frequently asked questions
How long do I have to keep construction documents?
It depends on the type: tax retention periods for invoices and accounting vouchers, contractual and statutory limitation periods for evidence of defects. Ask your tax adviser to tell you the periods for your documents.
Are digital photos enough as evidence?
Yes, if date and place are recognisable and you keep them in the original. File photos in the project folder immediately.
Do I really have to keep proof of receipt?
Yes, especially for deadlines: notice of hindrance, concerns, notice of defects, termination, reservations.
What belongs in the daily report?
Weather, staff, work done, hindrances, instructions, special incidents (see Bautagesbericht).
Sources and status
- General practical recommendations; sources are given in the linked articles (VOB/B 2016 version, BGB, EStG, UStG).
- § 48b EStG (exemption certificate) and § 13b UStG are explained in the linked articles.
- Stand: 19.10.2026. Retention periods and requirements for evidence depend on the individual case.
- Quotations of statutory text are given in translation; the German wording is authoritative.
How it works in BauWalker
BauWalker sorts contracts, quotes, invoices and records by property, so that everything for a construction project is in one place. You decide what is filed.
This material is for information and is not legal or tax advice. The specific consequences depend on your contract and the circumstances on the construction site.
Keep reading
Organising Construction Project Documents
Contracts, quotes, invoices and minutes belong to the project, not in a folder of files: this is how you keep an overview.
What must a Bautagesbericht contain?
What to record in the Bautagesbericht (daily site report) so that it helps in disputes and with Nachträge.
Projects and documents – everything for a project
Documents organised by project: contracts, quotes, invoices and minutes in one working context, with clear separation of data.