Guide for Professionals

Getting Started

1. Get started in the Baubiber web app or download the mobile app from the App Store or Google Play.
2. Sign up with your Google or Apple account — or use email OTP.
3. Choose your role — select Contractor (company / sole trader) when prompted.

Verified businesses only

Every professional on Baubiber is a registered construction business: a company (GmbH, Kft., AG …) or a registered sole trader (e.K., e.U., egyéni vállalkozó). Setting up your business takes four short steps:

1. Your business — company or sole trader, the registered business name, the country (Germany, Austria, Hungary or Switzerland) and, if you have it at hand, the registration number. We check these details against the official business register.
2. Where you work — the cities you serve and your radius.
3. What you do — your trades.
4. Your profile — logo, short description and website. Optional; you can skip it and fill it in later.

Joining the company you work for? Open the invitation link from your company admin instead of registering the business again.

While your business is not verified yet, you can already browse leads, set up your team and profile, and run your own self-managed jobs. Sending offers and appearing in the public directory start once the verification is approved.

Setting Up Your Profile

A complete profile increases your visibility and builds trust with residents — and it directly feeds your ranking score in matching.

• Company info — name, city, website, and a description of your services.
• Specialties — select your trades (plumbing, electrical, carpentry, painting, tiling, etc.).
• Service area — the cities and regions where you work; matching and "new project nearby" alerts use it.
• Skills & certifications — add your professional qualifications with document proofs.
• Portfolio — upload before/after photos of past projects with cost and timeline ranges.

Business Verification (KYB)

Your business is verified once, together with our verification partner Didit. It is the last onboarding step, and you can also start it later from the verification prompt in the app (the Leads tab or Settings) or on the Pro dashboard.

• What is checked — your company is looked up in the official business register (legal name, registration number, legal form, address) together with its key people, and an authorized representative confirms their identity with an ID document and a selfie.
• What you need — the ID card or passport of an authorized representative, and your registration number if you have it at hand.
• How long it takes — about 5 minutes in Didit's secure flow. If a manual review is needed, it is usually done within one business day; you are notified by push and email either way.
• What it unlocks — sending offers and requesting work plans, your public profile and reviews in the Baubiber directory, and the Verified business badge clients see.

Only your company's primary admin can start the verification; teammates see its status. If more information is needed or the verification is declined, the notification opens the verification screen, where you can check your company details and try again.

Client chat is separate: when it asks for it, each person who writes confirms their own identity once (ID document and selfie, also with Didit).

Finding Projects

Mobile App

Open the Matching tab to browse projects that are looking for professionals. Each project card shows:

• Project type (Small Fix, Small Update, or Full Renovation)
• Location and scope summary
• AI match score explaining why this project fits your skills
• Whether you have already submitted an offer

When a new project enters matching in your service area, you get a "new project nearby" push and email.

Web Dashboard

The Matching page on the Pro dashboard provides the same project feed with richer filtering and detail views. You can review the resident's photos, AI analysis, 3D captures, and the full contractor report before deciding to bid.

Site Visits with AI Reports

For jobs that need a look in person, record the visit instead of writing it up:

1. Book or start a site visit from the project and record the conversation on site.
2. The AI transcribes the recording and extracts work items, measurements, and follow-ups into a structured report.
3. Share the report with the client via magic link — they can comment and acknowledge it without creating an account.
4. Convert the report into an itemized offer draft with one tap.

Submitting & Editing Offers

When you find a project you want to work on:

1. Open the project detail view and tap Submit Offer.
2. Build it itemized — work items with per-position pricing — or as a total with one of three pricing models:
   • Range — a minimum and maximum estimate
   • Capped — a not-to-exceed price cap
   • Fixed — an exact all-inclusive quote
3. Add detailed notes explaining your approach, timeline, and any conditions.
4. Set an expiration date for the offer.

You can edit your offer's amounts and description while it is pending or shortlisted — accepted offers stay locked. You can also withdraw and resubmit later. While the client decides, you see your offer ranking against the competition, and you can chat with the client during selection to clarify scope.

Track everything under My Offers on the dashboard or per project in the app.

Running the Site: the Logbook

Once your offer is accepted, the construction workspace opens — and the logbook becomes your daily companion:

• One entry, the whole event — a log mixes labor, materials, drive time, documentation, notes, and photos.
• Voice-first — record what happened ("Peter and I were there from 1 to 3, tiled the bathroom, bought five bags of grout") and the AI fills in date, title, labor hours per person, materials, and notes in the background. Failed processing can be retried; you can always fill the form manually instead.
• Work clock — start the timer when you start working; stopping it books the hours at your last-used rate.
• Crew-aware — every labor line is assigned to a team member; spoken names are matched to your crew roster.
• Locked when billed — invoiced lines can't be edited or deleted, so billed work stays auditable.

Your client sees the logbook too — with your rates and amounts redacted server-side.

iPhone Widget, Lock Screen & Dynamic Island

On iOS 17 or later, Baubiber keeps the workday visible without leaving the app open:

• Home Screen widget — use the iPhone's Add Widget flow and choose Baubiber → Time tracking. A scheduled worker sees the next job; a professional using the regular work clock sees the active timer or open-task count. Tap it to open Today or the time tracker.
• Live Activity — after Baubiber has synced a current scheduled job or work session while the app is open, iOS shows a live card on the Lock Screen and, on supported iPhones, in the Dynamic Island.
• The whole scheduled flow — the card counts down to the next start, then follows Due now, On the way, On site, Working, Paused, and Work report. During work it compares planned and actual start/end times, shows progress and time left, and flags early starts, delays, and overruns.
• Accurate while locked — the native countdown or elapsed timer keeps moving while the phone is locked. A pause freezes it. A site-visit recording temporarily takes over the Live Activity, and the work card returns when recording ends.

The widget and Live Activity are display and deep-link surfaces: start, pause, resume, and stop still happen in Baubiber. Open the app near the start of the workday so iOS can start or refresh the Live Activity; schedule changes made elsewhere are picked up the next time Baubiber becomes active. Live Activities are limited by iOS to eight active hours, while the Home Screen widget remains available.

Optional Location-Assisted Shift Reminders

Organization members who carry out assigned site work — including owners or managers working in the field — can turn on Location-assisted time reminders in the mobile app settings. This is an optional reminder, not automatic time tracking:

• Scheduled work only — the phone monitors the assigned site from 30 minutes before the scheduled start until 60 minutes after the scheduled end. If your timer is still active, departure assistance can remain available for up to four additional hours for overtime.
• Confirmation required — arrival creates a prompt to review the detected time and start the timer. Departure creates a prompt to review the time, stop the timer, and open the voice/photo work report. Dismissing a prompt changes nothing.
• Detection stays on your phone — Baubiber does not receive your raw device coordinates, movement trail, or a dismissed transition. A confirmed timer action and its timestamp are sent in the same way as a manual action.
• You stay in control — the feature is off by default, is tied to your account on that device, requires background location and notification permission, and can be disabled at any time. Manual time entry remains available.
• No automatic microphone — confirming departure opens the work report, but voice recording starts only when you choose it.

If you use Baubiber as an employee, your employer is responsible for providing any required workplace privacy notice, establishing a lawful basis, and involving employee representatives or a works council where required. The in-app switch is not a substitute for those obligations. See the Privacy Policy for details.

Action-Item Tracker

Follow-ups from site visits, voice notes, or manual entry land in the project's Tracker tab:

• Each item has an owner, due date, notes, and photo attachments; overdue items flag themselves.
• Items link back to the site visit or log entry they came from.
• Every completion, edit, and photo is recorded in a per-item audit history — visible in the logbook's activity feed too.

Execution Budget & Change Orders

The accepted offer becomes the execution plan — and stays under the client's control:

• Plan seeded from the offer — roles, hours, materials, and drives as quantity × rate.
• AI draft — the AI proposes roles, hours, and materials plus a plain-language summary for the client. It never proposes prices.
• Change orders — every amendment goes to the client (or their property manager) as a request to approve or decline. Offline decisions can be recorded, are audit-flagged, and always notify the counterparty.
• Plan vs. delivered — live progress per item, an unbudgeted bucket, and a forecast.

Milestones

Structure bigger jobs into milestones with photo evidence. The client approves each milestone (or revokes approval), and approved milestones can be billed directly.

Invoicing

Create and send invoices directly through the platform:

1. Generate an invoice from logbook lines (tick the lines to bill), from milestones, or build it manually with line items.
2. Tax is calculated automatically (19% German VAT by default, adjustable).
3. Invoice numbers are auto-generated (INV-2026-001, INV-2026-002, etc.).
4. Set a due date and send — the recipient and their property manager are notified.

Track your invoices through their lifecycle:

• Draft — work in progress, not yet sent
• Sent — delivered to the recipient; they can accept it (you see an "accepted" indicator)
• Disputed — the recipient disputed it with a reason; resolve the dispute before it can be paid
• Paid — payment confirmed
• Overdue — past the due date without payment
• Cancelled — voided invoice (its cost-tracking entry on the client side is removed automatically)

Self-Managed Projects

Have your own clients outside the marketplace? Run them through Baubiber anyway:

1. Create a self-managed project and invite your client by email.
2. The client follows along on a magic-link status page — no account needed; they can claim the project later.
3. Use the full toolset: site-visit reports, logbook, milestones, budget, and invoices.

Team & Your Shop

Your business account is a company workspace from day one:

• Invite teammates by email to a project. Existing users join instantly; unknown emails get a pending invite (reminder after 3 days, expiry after 14) that auto-claims when they sign up with a verified email.
• Invitees also join your shop — the company workspace created when you registered your business. Your roster lives on the dashboard's Team page.
• On the next project, "From your shop" chips add colleagues with the right role in one tap.
• The voice logbook knows your crew — "Peter was there too" books Peter's hours.

Day Plan, Live Map & Tracking

Admins and project managers put each day's crews together on the Pro dashboard and see vehicles, tools and job sites on one map.

• Day plan — drag people, a vehicle and tools onto a crew, choose the job site, start time and meeting point, and send it. Everyone gets their briefing by push notification and email and confirms it with Got it.
• Live map — vehicles from Webfleet, tools from Hilti ON!Track, today's job sites, and the people who reported being on the way or on site. Phones are never tracked.
• Alerts — when a planned vehicle or tool stays away from its crew's job site, the Overview, the day plan and the live map say which one and how far away it is, and admins and the project's managers get a notification.
• Wall display — open the live map full screen on a screen in the office. Next to the map, today's activity updates on its own: who set off, arrived or finished, who is late, who confirmed the plan and what is not where it was planned.
• On the phone — admins and project managers open the live map in the Baubiber app from Jobs, project managers also from Today. The alert's push notification opens it too.

Connecting Webfleet (vehicles)

Only the company owner — the primary admin on the Team page — connects Webfleet, under Live map › Vehicles & equipment › Webfleet › Set up. Each company connects its own account; other companies on Baubiber never see your vehicles. The dashboard walks you through these steps and says where to click:

1. What you need — a Webfleet login that can manage users: after you log in, Users appears in Webfleet's menu. If it doesn't, ask your Webfleet account administrator to do steps 2 to 4 with you.
2. Create a user for Baubiber — in Webfleet, open Users and add a user, for example "Baubiber", with its own password.
3. Allow WEBFLEET.connect — select that user, click Edit, choose Interfaces, tick Access to interface WEBFLEET.connect, confirm the message with Okay and click Save.
4. Request an API key — in the Webfleet customer support portal, log in to My Account and start a request with the category API key request. The dashboard gives you a text to copy into it. Webfleet sends the key by email; the guide remembers where you stopped.
5. Enter the details — the account name (as on the Webfleet login page), the Baubiber user, its password and the API key. Baubiber checks them with Webfleet once before saving and stores them encrypted.

Connecting Hilti ON!Track (tools)

1. What you need — ON!Track 3 with the Pro or Enterprise bundle, and an ON!Track login with admin rights.
2. Open API access — log in at ontrack3.hilti.com and open Company Settings › API Access in the top right corner. You see the Client ID, the Client Secret and a technical user with its username.
3. Get the password — click Get Credentials and copy the password. This makes the technical user's previous password stop working, so don't use a technical user another program depends on.
4. Enter the details — Client ID, Client Secret, username and password.

Bosch and other brands — ON!Track manages tools of every brand. Register a Bosch tool in ON!Track and attach an ON!Track tag, and it appears in Baubiber through the same connection. Tools without a tag can be added by hand; they show at the job site of the crew that takes them.

When something goes wrong

• If Webfleet or ON!Track refuses the details, the guide says what to check and which step to go back to.
• If a saved login stops working later, for example after a password change, the connection shows Needs attention and updates pause until the owner enters the current details with Fix connection.
• Disconnect removes the provider's vehicles or tools from the map and from crews from today on. Briefings already sent stay as they are, and nothing changes in Webfleet or ON!Track. Connecting again brings them back.

Web Dashboard Overview

The Pro web dashboard gives you a desktop view of your entire business:

• Dashboard Home — welcome flow for new users, stats overview for returning users
• Matching — browse and filter available projects
• My Offers — track all submitted offers and their status
• Constructions — active project workspaces: logbook, budget, milestones, invoices, messages
• Invoices — create, send, and track invoices with payment status
• Messages — all project conversations
• Team — your shop: members, invitations, roles
• Day plan — crews per day with people, vehicle and tools, sent as briefings
• Live map — vehicles, tools, crews and job sites; vehicles & equipment and the Webfleet / ON!Track connections
• Settings — profile, language, preferences, public profile

Reputation & Rewards

• Reviews — clients rate you after completion; respond once publicly. Ratings show on your public profile in the marketplace directory.
• Points, streaks & challenges — activity earns points; daily streaks and challenges keep you climbing the leaderboard.
• Referrals — refer colleagues; you both earn points when they sign up.

Settings

• Language — German, English, and Hungarian across app and dashboard.
• Dark mode — on the app and the web dashboard.
• Notifications — fine-grained control over activity emails and digests.
• Support — reach us at hello@baubiber.com.