# Site documentation: securing verbal agreements | Explicio https://www.explicio.com/en/cases/construction-compliance-qm/ Last updated: 2026-11-02 > When site management is represented, the system accesses linked documents, photos, and voice messages. The assistant provides the answer with the exact reference, such as a timestamp in a voice recording or a page in the minutes, and identifies conflicting information. WZ F CASE STUDY · CONSTRUCTION # When site management is absent, knowledge of verbal agreements and client decisions is lost Compliance, legal & quality management The responsible site manager is on holiday. A deputy is on site and needs to clarify a question regarding a verbal agreement with the client that was not recorded in the site minutes. The information exists only in the mind of the absent specialist. Without access to this implicit information, there is a risk of erroneous decisions during execution. When site management is represented, the system accesses linked documents, photos, and voice messages. The assistant provides the answer with the exact reference, such as a timestamp in a voice recording or a page in the minutes, and identifies conflicting information. [Request trial access](https://explicio.cloud/registrieren?weg=test) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - SITE MANAGEMENT - QM DOCUMENTATION - KNOWLEDGE MANAGEMENT - WARRANTY WHAT THE LOSS COSTS The loss of this knowledge leads to duplicated research efforts, delays in construction progress, and potential liability risks for warranty claims, as the original agreement cannot be proven. HOW EXPLICIO SOLVES THE PROBLEM AS THE FIRST LAYER ## Capture. Connect. Find. - CAPTURE 01 People Knowledge is input via the channel the team already uses, such as uploading a voice message or a photo of the site activity. The assistant asks follow-up questions if the knowledge is only in someone's head or if the connection to other documents is unclear, to close the gap. - CONNECT 02 Connectors & measurement data Existing email inboxes can be imported as .eml files, automatically linking historical correspondence with the client or subcontractors. Reports and measurement series from existing archives are also integrated in this way, without the need to retype data. - GRAPH & OUTPUT 03 Colleagues & systems Colleagues and connected systems retrieve the linked knowledge via the chat channel. The assistant answers in the language of the query and cites the source with the reference, such as a page in a document or the timestamp of an audio recording, so the information can be verified. SAMPLE DIALOGUE WITH THE EXPLICIO ASSISTANT ## What it sounds like day to day. A typical question from this situation, the assistant's follow-up and the answer with its reference — an example, not a transcript. TEAM MEMBER What did the client say yesterday during the inspection regarding the basement waterproofing? FOLLOW-UP · PAIR4 ON THE CPU Do you mean the agreement with the subcontractor for the waterproofing or the general instruction? TEAM MEMBER The agreement with the subcontractor. EXPLICIO ASSISTANT The client approved the waterproofing in basement area B, subject to the condition that the drainage is checked before sealing. This commitment was recorded on 14.03.2024 during the conversation. Reference: Voice message, Role: Site Manager, Timestamp 00:04:12, linked to Site Minutes dated 14.03.2024 Self-check — loads when visible. ASKED ## What businesses in this industry ask. How can I document verbal agreements with the client for quality management? + − You can input the agreement via the channel the team already uses, as a voice message or photo. The assistant links this information to the relevant construction phases and provides the exact reference upon query, ensuring the documentation is ready for audits and QM document management. Which software supports knowledge management in quality management when site management is absent? + − The system captures knowledge via various media such as photos, videos, and voice messages and links it to existing documents. If there are ambiguities, the assistant asks follow-up questions to clarify the context and makes the secured knowledge available for deputies and audits. How is the warranty in the construction contract secured through documentation? + − By documenting all client decisions and subcontractor commitments with their source, such as a timestamp or page number. The assistant also identifies conflicting information, ensuring traceability for the warranty period and any potential disputes. What should be considered in QM document management for verbal agreements? + − Verbal agreements must be converted into a verifiable format. By inputting voice messages or photos into the system, implicit knowledge is made explicit. The assistant ensures that the connection to the correct construction phase and the involved parties is clear. WHAT EXPLICIO DOES NOT DO HERE ## Limits that apply — even when nobody asks. - ✕ Explicio grants no approval and signs no record. - ✕ Explicio does not decide which requirement applies — it names both sources. - ✕ Explicio replaces neither an audit nor legal advice. [What Explicio does not evaluate — for works councils and data protection →](https://www.explicio.com/en/works-council/) MORE IN THIS CONTEXT ## The same question from two directions. MORE FROM CONSTRUCTION - [Who covers site management when oral agreements are missing?](https://www.explicio.com/en/cases/construction-onboarding-cover/) - [Who stands in for site management when the knowledge is only in someone's head?](https://www.explicio.com/en/cases/construction-transformation/) [To the industry page →](https://www.explicio.com/en/solutions/construction/) SAME SITUATION: COMPLIANCE, LEGAL & QUALITY MANAGEMENT - [Conflicting regulations: Who knows the current version?](https://www.explicio.com/en/cases/health-and-social-care-compliance-qm/) - [Is knowledge of the special parameters for the old machine leaving with retirement?](https://www.explicio.com/en/cases/manufacturing-compliance-qm/) - [Losing track of current standards and liability risks in dynamic projects?](https://www.explicio.com/en/cases/professional-and-technical-services-compliance-qm/) [Everything on this area →](https://www.explicio.com/en/areas/compliance-qm/) TRY IT DIRECTLY · DEMO WITHOUT A CALL ## Does this exact knowledge island exist in your business too? Test this scenario now for 30 days free of charge – one voice message is enough. [Request a quote](https://explicio.cloud/registrieren?weg=angebot) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - **Term**: 30 days from your first knowledge - **Cost**: 0 € - **Licence**: none — we bill the knowledge, not the seat