From the construction site file and the floor plan to digital submission to the authority — which path applies in which federal state, which documents are required, and what the system checks for you.
The "Construction Site" menu — what is where
- Construction Sites: for each construction site, the file with the tabs Overview, Voice Message, Planned vs. Actual, Construction Schedule, Hindrance, Approval, Reporting Obligations, Crew, Hours, Subcontractors, Client Portal, Acceptance, Defects, Equipment, Vehicles, Material, Photos, Plan & Pins, Plans/CAD, and Construction Log.
- Construction Schedule (Tab "Construction Schedule"): Create tasks with trade, period, and progress, and link them with "Set Dependency" ("Depends on", waiting time in days). If a task is delayed, DivineMind recalculates subsequent tasks and shows "Completion Delayed by ... Calendar Days" or "On Schedule — Completion Date Met". Without dependencies, no delay is carried forward — this is explicitly stated. A draft is created in the "Hindrance" tab from the delay (see below).
- Subcontractors: Create "New Subcontractor" centrally and assign construction sites (here or in the construction site under the "Subcontractors" tab). Under "Compliance Documents", store proof with "Valid From"/"Valid Until" and file; the list shows "Documents Valid", "Expiring Soon", or "Expired". The "Before Payment" block leads to the query: in Austria the HFU list (§ 67a ASVG) — query today, select result, attach document —, in Germany the exemption certificate (§ 48b EStG) with the tax number according to the certificate.
- Construction Quotes: List of all construction quotes with "Import LV" (ÖNORM, GAEB) and "GAEB" export. From a quote, you open the measurement; there you create "Create Interim Invoice" from the open quantities and at the end "Create Final Invoice" — the final invoice accounts for all open measurements and deducts previous interim invoices.
- Conditions & Tax (in the quote's measurement): "Construction Services — Reverse Charge", Discount % with discount period, and under "Retentions" the retention amounts with "Retention Until (Months)" — in Austria, coverage and liability retention, in Germany, security retention for contract fulfillment and warranty claims; there you also select the contract type (BGB service contract or VOB/B contract), according to which the default term is determined. Reverse Charge is stored for companies in Austria and Germany and requires both UIDs (yours in the company profile, the customer's in the customer file) — otherwise, no invoice is generated. The invoice amount remains the same; retention is applied to the net amount, which appears as a separate line on the invoice. Mark due retentions with "Mark as Paid".
- Calculation and Wholesaler Catalog: Labor cost and K7 per item as described below under "Bill of Quantities, Wholesalers, and Calculation"; the wholesaler catalog reads DATANORM 4/5, the prices are then in the material search of the calculation. IDS-Connect: Construction Site › "Material" tab › "Order from Wholesaler"; the shopping cart returns as construction site material.
- Purchase Request with Construction Site: If an employee selects a construction site in the app for a purchase request, the items will land once — not twice — as material in the "Material" tab of that construction site after your approval and will be counted in Planned vs. Actual.
- Planning Board and Equipment: see chapter "Additional Tools" — schedule crews, equipment, and vehicles, equipment master data with inspection dates.
- DivineBuild 3D: With a vector PDF or DXF file, DivineMind reads the scale from the title block; each page creates a floor. If the scale is missing, calibrate using a known reference distance. If the recognition seems inconsistent, "Please Review" will appear with the reasons — always check the result yourself; the planner is responsible for the plan.
- Addendum Workflow: opens the "Addendum Workflow" template in the workflow editor — Step 1 prepares a factual email to the client regarding the addendum or additional costs, Step 2 creates the task "Create Addendum Quote" (due in 2 days). It is started manually. Adjust the steps and save; whether the email is sent automatically or requires approval is determined by your autonomy button. You create the addendum quote itself (NA number on the main order) in the construction quote.
- AIRIS on the Construction Site: around 15 construction tools — query planned vs. actual, measurement, addendums, defects, site management, equipment, evaluate voice messages, plan pins, and hindrances. Everything that involves writing goes through the autonomy button; interim invoices are always created by a person.
The process in brief
- Create construction site → 'Permit' tab → Create file for the federal state. The system knows the submission path and document checklist for each state.
- Collect documents: each checklist item receives a file and, if desired, a note. The counter at the top shows 'x of y complete' at any time.
- Generate submission folder: a PDF with a cover sheet, checklist status, and all attachments — the basis for your submission.
- You submit to the authority yourself: in Vienna via mein.wien.gv.at, signed with your qualified signature. We prepare and document — only you can sign.
- Maintain status until the official decision: submitted on, reference number, decision on. Authorities can query the status in a machine-readable format via a verification link.
Vienna: The Digital Construction Procedure (MA 37)
1 · Set up access (one-time, before the first submission)
You need an ID Austria linked to your City of Vienna account and must be an administrator in the project's 'Mein Wien' group. The group is mandatory because the technical experts involved change between planning and execution: any number of members, but only administrators are allowed to submit. In addition, the builder-owner or authorized representative must participate in electronic delivery (MeinPostkorb or USP) for the entire duration of the procedure — the official decision and plans are delivered exclusively electronically.
2 · Collect documents in the file
In the construction site file under 'Permit', create a file for the federal state of Vienna. You will receive the 11-point checklist from MA 37, attach the file to each item, and see the progress at the top. What is still missing and which specialist planner it comes from is thus kept in one place instead of across five email threads.
3 · Plans from your planning software as PDF
The City of Vienna literally requires: 'Plans must always be saved as a PDF directly from the authoring software (CAD program) and then digitally signed.' A scanned printout will not be accepted. Format: PDF, recommended PDF/A-1b. Maximum 50 MB per file, 1 GB per submission, no password or write protection.
4 · Sign with a qualified electronic signature
Construction plans, building descriptions, and calculations must be provided with a qualified electronic signature by the authoring person — master builder, civil engineer, or authorized trade professional. Once signed, the file must not be modified. Documents that were originally signed by hand (e.g., consent of the co-owners of the land) may be scanned and uploaded.
5 · Submit via mein.wien.gv.at
A construction procedure is only conducted digitally if the application is submitted via the platform. If you send the documents by email, your procedure will continue analogously. Types of procedures: general building permit (§ 70), procedures under § 70a/70b, building notification, demolition permit.
6 · Update status in the file
Enter the reference number, submission date, and later the decision date. The status moves from 'in preparation' to 'submitted' to 'decision issued' — and remains with the project as proof, even years later.
Anyone who has submitted digitally must conduct the entire procedure digitally — switching back to the analog procedure is not possible at any time. This also applies to subsequent submissions, notification of the builder-manager, start of construction, and completion notices. Please also note: electronic submissions outside of office hours (Mon–Fri 8 AM–3 PM) are only deemed submitted when office hours resume — this is crucial for deadlines.
The 11 Points of the Vienna Checklist
- Building application form
- Construction plans incl. site plan — qualified e-signed by the plan author
- Consent of all landowners
- Energy certificate incl. sound insulation certificate
- Proof of renewable energy obligation (Vienna Building Code)
- Proof of accessibility
- Proof of parking spaces (Vienna Garage Act)
- Preliminary structural analysis
- Declaration on neighbor contributions
- Proof of firefighting water supply
- Proof of waste disposal area
Depending on the project, § 63 of the Vienna Building Code specifies additional attachments: building site permit, Seveso risk document, tree protection concept for street trees, legally binding demolition permit, design concept for landscaped areas, location and capacity of mandatory photovoltaic systems, as well as tabular inventory details (gross and net floor area). Vienna has no longer required a land registry extract since 2014, and there is no separate list of neighbors — the neighbors are listed with their names and addresses on the site plan.
Requirements for the plan itself (Vienna Building Plan Regulation)
- Scales: site plan 1:200 or 1:500; floor plans, sections, and elevations 1:100. The respective scale must be specified, and the north direction must also be indicated on the site plan.
- Colors on the site plan: new construction red, existing building grey, demolition yellow; if demolished and rebuilt in the same place, red-yellow hatched.
- Building material colors in floor plans and sections: brick red, concrete green, reinforced concrete black, steel blue, wood brown — other building materials in their own color with a legend.
- Underline new room designations and room areas in red, decommissioned ones in yellow. Cross out deviations from an already approved project entirely in yellow.
- Sheet format: 210 × 297 mm (A4); larger plans must be folded accordingly.
- There is no prescribed title block for the Vienna submission. Only the scale, north arrow, legend for deviating material colors, and the signature are mandatory.
Other Federal States
- Lower Austria: Submission to the municipality as the building authority of first instance, in paper form — construction plans in triplicate, building specification according to the state template (§§ 18/19 NÖ BO 2014).
- Tyrol: Submission to the municipality; many municipalities offer online forms, and the state platform for digital building permit submission is under development. Checklist: building application, construction plans including site plan, building specification, energy performance certificate, land registry extract or consent of the landowner, proof of zoning/land use, neighbor notification.
- Vorarlberg and Linz have their own submission channels, which are also pre-configured. When creating the file, select the federal state — the submission channel and checklist will adjust accordingly.
Status lookup — our interface, not the authority’s
- To avoid any misunderstanding: there is NO interface of any Austrian building authority for submitting or for querying the status of a procedure. Submission always happens by hand in the authority’s portal. The interface described here is operated by US — it returns our status, not the authority’s, and it is not connected to any government system.
- Each permit file has a verification token. Anyone who knows it — such as the authority you sent it to — can query the submission status in a machine-readable format without having an account with us.
- The query retrieves the project, federal state, status, submission date, reference number, and checklist status. No personal data is disclosed, except for the applicant's company name.
- The interface is described according to OpenAPI 3.0.3 and is available at OpenAPI Description — for your own IT department or an authority partner to integrate.
- The token serves as authorization: without it, no access is granted. Only share it with parties who should be able to view the status.
DivineBuild: Turn a Floor Plan into Files
1 · Upload Plan
Upload the plan under Construction Offers → DivineBuild 3D. PDF, DXF, PNG, and JPG formats are accepted. A sample plan for testing is available right next to it.
2 · Recognition
Walls, rooms, openings, and dimensions are read directly from a vector PDF or DXF file. For scanned plans and photos, the AI takes over — this takes longer and is less precise. Multiple sheets are grouped into stories.
3 · Verify Before Continuing
The verification tab shows what has been recognized. If the result seems inconsistent — too little room area for the building size, no openings at all, room names that look like dimension text — a 'Please review' notice appears with a reason. The file itself is still technically correct; it is the recognition that is uncertain, not the export.
4 · Set Scale if Missing
If there is no scale in the plan, it must be calibrated before exporting: specify a known distance, and the system calculates the rest. Without a verified scale, the export is intentionally blocked — better an extra step than a file with incorrect dimensions.
5 · Export
DXF (R2018) for further processing in CAD, IFC4 or IFC2X3 for BIM programs like Revit or ArchiCAD, and a PDF/A-1b plan set per story. The files are then stored under 'Plans/CAD' at the construction site and can be downloaded via a temporary link.
The greatest benefit is with existing structures: loft conversions, renovations, refurbishments — anywhere old plans only exist on paper or as PDFs and no one has them in CAD. If you are drawing from scratch anyway, you will be faster using your own planning software.
Bill of quantities, wholesaler, and cost estimating
1 · Import BoQ: ÖNORM or GAEB
Construction quotes → "Import BoQ" supports ÖNORM A 2063 (.onlv) and GAEB DA XML 3.1 to 3.3 (.x81, .x83, .x86). Structure, OZ, short and long texts, quantities, units, as well as contingency, alternative, and lump-sum items are imported. A tender without prices directly opens cost estimating.
2 · Define average wage and markups
Under "Cost estimating", define the crew (wage groups, headcount, hourly wage), wage supplements, and wage-related on-costs. This yields the average labour cost per hour and—with the total markup from site and head-office overheads, construction financing costs, risk, and profit—the average labour price per hour. In Austria according to ÖNORM B 2061 (K3), in Germany according to EFB-Preis 221, in other countries as standard markup estimating. Default values are examples; enter your own rates.
3 · Estimate each item (K7 / EFB 223)
Per item: hours/unit, material, plant, and subcontracted work per unit. Select materials via the magnifying glass from the wholesaler catalogue—with the purchase price from DATANORM or the latest IDS shopping cart. The unit price is calculated immediately; "Apply unit price" writes it to the quote as long as it is a draft.
4 · Respond and award
"GAEB" in the quote list generates the X84 bid submission for a GAEB tender using the same OZ item numbers, or otherwise the X86 contract BoQ. For subcontractors, send out X83 and import their X84 files into the cost estimate: prices are compared via the OZ and can be applied as subcontracted work upon request.
5 · Target vs. actual based on real costs
Once a site order is estimated, the "Costs" tab calculates hours using the average labour cost per hour instead of a flat rate and compares target vs. actual by cost type—including for the current progress from the site measurement.
In the site's "Material" tab, "Order from wholesaler" opens your wholesaler's online shop (IDS-Connect). When you order there, the items are returned with net prices as site materials and immediately included in target vs. actual. Configure credentials once under Purchase requests; import the catalogue under Products → New → Wholesaler (DATANORM 4/5).
GAEB 90 and GAEB 2000 (.d83, .p83) are not supported—please export as GAEB DA XML. Maximum of four outline levels. Files are not BVBS-certified. Price components (labour, materials, etc.) are only included in the file if the quoted price matches the estimated price. The cost estimating tool is a calculation aid, not wage or legal advice. Demo companies only access the IDS test shop.
What DivineMind Does NOT Do
These points are intentionally left open as of September 2026. We state them clearly instead of hiding them in the fine print.
- We do not submit on your behalf. Transmission to the authority and the qualified signature remain the responsibility of the plan author — as required by law.
- We cannot read DWG files. Save your file as DXF in your CAD program, and it will work. We write IFC files, but we do not import them.
- The PDF plan set is not searchable: all labels are embedded as drawings, not as selectable text.
- Recognized geometry cannot currently be corrected within the program. If the recognition is off, the result is not usable — hence the prior verification step.
- The sheet size of the PDF plan set does not yet comply with the format specifications of the Vienna Building Plan Regulation. The PDF is PDF/A-1b compliant and write-unprotected, but it is not yet ready-formatted for submission.
- The 'wien_2021' layer profile in the DXF export is our own in-house suggestion, not an official standard. Please align it with your office standards.
- Areas are geometric polygon areas — no calculation according to ÖNORM B 1800 or DIN 277, no gross/net floor areas, and no component quantities.
What Else is in the Construction Site File
- Target vs. Actual: contract value against labor and material costs, with traffic light indicators.
- Cost estimate per order: Target vs. actual by cost type, labour calculated with average labour cost per hour.
- Construction schedule with delay warnings, crew, and recorded hours per construction site.
- Subcontractors with costs and compliance certificates, defects with photos, sign-offs.
- Equipment and materials, photo documentation, daily construction log with daily work report PDF and signature on mobile.
- Plans/CAD: all generated files per model with size, verification status, and download.
Building Cleaning: Clocking in at Location, "Cleaning" Menu
- Clock-in only at Location: Time Tracking › "Time Clock" tab › Card "Clock-in Only at Location" (visible to Admin and Manager): Activate rule per company location and set the "Radius in Meters" (default 50 m). After that, employees can only clock in if their mobile phone is within the radius — in the app and on the web; on desktop without location sharing, it will be rejected. The measured GPS accuracy is credited up to 30 m. If the location does not yet have coordinates, "Rule not yet effective" will appear.
- Clock In and Out on the Web: in the user menu top right ("Clock In" / "Clock Out · since …"). Cleaning staff without office access clock in on their mobile phones using the AIRIS app. The location rule applies to your company locations; a separate radius for each cleaning object is not provided for building cleaning.
- Menu "Cleaning" › QR Check-In: opens the QR generator — with it, you can create QR codes, e.g., with a link for your facilities. This is not a check-in or clock-in via QR code at the facility; clocking in is done via the time clock.
- Menu "Cleaning" › Quality Check: opens the "Quality Control (Facility)" template in the workflow editor. Every Monday at 7 AM, it creates the task "Perform Quality Control at Facility and Record Defects" and then prepares a friendly email to the client asking for feedback. Adjust steps and schedule before saving; whether the email is sent automatically or requires approval is determined by your autonomy button. A rating system (e.g., according to INSTA 800) is not included.