Woub vs Microsoft Teams: which works better for communication on construction projects?

What is the main difference between Woub and Microsoft Teams?

Woub starts with the construction project and the people carrying it out; Teams starts with broad collaboration within Microsoft 365. Both offer messages, files, voice and video. The difference becomes visible when an unexpected conversation needs to lead to a task within the right job.

Woub brings project chats, tasks and files together on one project-focused screen. From there, you make calls or record in-person discussions. Wouby AI processes supported conversations into a report and tasks with an assignee. Construction templates, CUF import and specific construction connections fit into that route.

Teams brings communication together with Microsoft applications such as SharePoint, OneDrive and Planner. You can configure a project workspace with these too. Construction-specific connections and handover between apps require a chosen setup, partner solution or your own workflow. This does not mean everything in Microsoft is separate: the connections within Microsoft 365 are a strength.

The practical distinction is how much of your construction workflow is already configured as a connected whole. With Woub, that construction project route is the starting point. With Teams, you choose and manage the combination that suits your process. Woub add-ons and connections can also require additional setup and costs.

How do Woub and Teams differ by feature?

The comparison below covers eight topics: chat management, external collaboration, calling and recording, AI, tasks and handover, the construction ecosystem, documents, and setup/costs. ✓ means the described capability is available; × means the specifically described workflow is not a standard part of the offer compared. Paid extensions are noted in the explanation. A cross does not rule out a partner app or tailored solution. The columns therefore compare the stated workflow, rather than every conceivable possibility in either ecosystem.

Reference date: 23 October 2026. Woub product details and construction-specific distinctions also draw on Woub's current product and market knowledge. This is an editorial comparison, rather than an independent usability test. Further explanation and source links follow under each topic.

Chat and chat management

Collaboration with external participants and in other languages

Calling, video meetings and recording in-person discussions

AI reports, voice commands and insights into costs arising from errors and rework

Project overview, tasks, checklists and handover

Construction connections, extensions and industry partners

Document management and Microsoft 365

Setup and subscription model

Chat checklists and signed handover documentation

A Woub checklist can support work discussions, site work or snagging items. Record comments, photos and documents against each task. You can export the checklist as a PDF project file and, through Handover with signature record names and signatures. The export then appears under media and documents.

Teams can display and edit checklists directly in chat messages through Loop components. This is genuinely integrated into the chat. The comparison therefore distinguishes a general Loop checklist from Woub's built-in construction checklist with file export and handover. Microsoft also has signing through Approvals and external signing services; this is an additional document workflow.

Both tools support emoji reactions and separate one-to-one or group conversations. In Woub, team chats outside projects are available for this. Woub's feature overview describes emoji reactions; Microsoft describes reactions to Teams messages.

History and bulk actions: group chats are not channels

In Woub, a participant added later sees the full available history of the chat they can access by default. You can add colleagues to several existing project chats together and send the same message to several chats in one bulk action. This lets you give a new construction project coordinator access to relevant project conversations, for example, without opening each chat separately.

At Teams group chats the person adding someone chooses how much history to include. Full history is possible; that choice differs from automatic full access. Standard channels work differently: new team members can see the channel history within their access and the applicable retention policy.

Teams can publish a message to several channels at once. A channel can be dedicated to a construction project and thus support project communication in practice. The difference is the structure: a channel belongs to a team, whereas a group chat has its own participants. Woub's bulk action compares several separate project chats here; Microsoft's cross-posting can be an alternative if your project communication is organised in channels.

How do calling, conversation reports and tasks work in Woub and Teams?

Both can make calls directly from a chat. Woub's construction-focused difference mainly lies in processing the conversation into project information and follow-up. Teams Phone is not needed for internet calls to another app user.

Calling and the ordinary iPhone call list

In Woub, you start a voice or video call from the project. The recipient needs the Woub app. On an iPhone, the call can arrive through the familiar call screen, and missed calls also appear in Recents.

Teams also supports calling from a one-to-one or group chat. Microsoft describes how Teams calls appear in the iPhone call list by default. This is not a difference between Woub and Teams and does not prove the call runs through the SIM card. Neither includes calling an ordinary mobile number without the recipient having an app in the basic offer compared here. Additional Microsoft telephony is covered under pricing.

A built-in project voice recorder versus Copilot Record

With Woub's built-in voice recorder, record in-person discussions without starting an online meeting first. The conversation is processed within the construction project workspace, with its report and tasks. The cross beside Teams specifically concerns this integrated project chat route, rather than all Microsoft recording features.

Copilot Record is Microsoft's alternative for a standalone recording: open the Copilot app, choose Record and then receive a transcript and summary in Copilot Chat. Audio is stored in OneDrive. Microsoft requires an assigned Microsoft 365 Copilot licence and access to the feature within the organisation. The associated Copilot Business licence costs an extra €18.20 per user per month, temporarily €15.60 with annual payment and excluding VAT. The complete total including the base licence is in the price comparison. Copilot pricing source

Record is not a second paid add-on on top of the Copilot licence already included in the calculation. If you already have that licence and Record is available for your account, do not add the amount again. The difference from Woub here lies in the separate Copilot app and subsequent handover to the construction project workflow. Teams also has short audio clips and Facilitator for in-person discussions; these are different routes from the built-in project voice recorder compared here.

Reading the report directly and managing the task

In Woub, the conversation report is directly readable in the project chat. Audio remains the source that can be replayed. Wouby AI generates a subject and summary reflecting the status discussed, feedback and points still awaiting confirmation. Supported conversations automatically produce tasks with the right assignee.

Teams offers Recap from the meeting chat. The route described opens a separate recap view. Intelligent recap can provide AI notes and suggested tasks with appropriate licences and settings. Facilitator supports additional notes and actions; the documentation consulted lists Planner task tracking as public preview.

From a Teams message, you can use Create Planner task. That Planner task is then managed in Planner within Teams; a task reference can return to the chat. You can also use Loop components to edit checklists and task lists directly in chat messages. Teams task management therefore does not exist solely in Planner. The difference from Woub is the built-in construction checklist within project communication; Loop requires a valid OneDrive licence. Planner does not automatically mean an additional paid licence.

From an uncertain delivery to a specific follow-up action

A site manager calls because a delivery may be delayed. The construction project coordinator will check the date and report back. Wouby AI captures the supported conversation and creates the task for the project coordinator. If no deadline is mentioned, Woub dates the task for today. That is a working date for follow-up, rather than confirmation that the supplier will deliver today.

If one conversation covers several projects, there is still one report. Wouby AI identifies projects and links specific tasks to the appropriate project. Easily sharing report sections between projects is still in development. A task or AI summary is also not automatic formal approval of additional works. Read about capturing construction conversations and agreements.

Wouby Actions: spoken project actions from the car

With Wouby Actions, you can give a spoken instruction to send a chat message, create a task or create a project. For example: ‘Create a task in project Kerkstraat for Jan to check the delivery.’ These confirmed project actions go beyond simply dictating text.

Microsoft offers automation through agents and Power Automate for Teams messages. This does not confirm the same standard construction project assistant in Teams. The distinction concerns the available action within the chosen project workspace; no Apple CarPlay integration or entirely screen-free operation is claimed.

Pro: from conversation information to insight into costs arising from errors and rework

Wouby AI Pro includes a construction-focused error and rework cost analyst and a weekly management report with improvement advice based on available project communication. Woub thus also supports discussing recurring problems and better working arrangements. The team needs to assess those insights and implement improvements; process optimisation does not happen automatically because a report is ready.

A general Copilot summary is not the same construction-specific reporting. Microsoft offers options for targeted agents and workflows, but these require a suitable solution. Read about how Woub helps reduce costs arising from errors and rework.

How do you collaborate with subcontractors and external participants?

A construction team extends beyond office staff. Tradespeople, subcontractors and others involved need the relevant agreement where they work. Woub lets you organise that daily coordination by project with the people involved.

Woub: the same job as the starting point for office and site

Use the project chat for questions, photos and feedback around the work. Agree which participants belong in which communication. A subcontractor needs to ask their site query and retrieve the outcome; they do not need the same administrative role as the project manager for that.

Invited external participants work for free in the contractor's paid Woub workspace, within the permissions applying to their project participation. They do not each need their own paid Woub subscription. The Woub pricing page describes participation from the paid workspace, including use of the AI module. This makes the project route usable for the whole construction team, rather than only licence holders in the office.

See Woub for subcontractors and Woub for tradespeople. Free project participation does not mean external users automatically gain all company information or administrator rights.

Collaborating in different languages

With the free extension Woub Translate project messages are automatically translated into the configured language. A subcontractor can therefore write in their own language and read a translated reply. The documented operation concerns text messages; this does not claim every phone conversation is automatically translated live. The benefit lies in the combination with project chat: the translated coordination stays with the job and the people involved.

Teams: external collaboration requires the appropriate access route

Teams also supports external participants. Microsoft distinguishes external access, guest access and shared channels. Guest access can use a business or personal email address; not every subcontractor needs their own paid Microsoft 365 subscription for this. A guest account, access to a team and collaboration between organisations are different setup questions.

Woub's value for the construction team therefore does not rest on claiming external participants cannot join elsewhere. It concerns one agreed project route for daily job communication. Use it to replace separate WhatsApp project groups for the same work, so the site manager does not still have to search several channels.

Does an external participant automatically get Copilot access?

The organiser's licence does not automatically make Copilot available to all subcontractors. Microsoft states under Copilot in Teams meetings that Copilot does not work in meetings hosted outside the participant's organisation. For the option only during the meeting or call it explicitly states that even a licensed external participant cannot use Copilot there.

This is more precise than saying every external participant simply needs to buy an extra licence. Reading a shared report and asking AI questions yourself are also different capabilities. Check the chosen Microsoft workflow; compare it with free participation in the paid Woub project workspace.

How do Woub and Teams fit with existing construction software and document management?

Woub supports communication around existing construction software; Teams connects communication with the Microsoft 365 ecosystem. Determine which information remains primary for each application and which handover is actually needed. A chat message does not automatically change an ERP order or BIM model.

From estimate to checklist and from ERP to project

With CUF import you select estimate line items for checklists in Woub. The guide names tested imports from 2Jours, IBIS, WpCalc, TopCalc and Gilde. Depending on the selection, hours and material units are included in task descriptions. The estimating software continues calculating; this is a file import, rather than universal ongoing synchronisation. Read about Woub alongside estimating software.

De Exact Bouw connection through Connect Platform is a specific ERP example: projects and accepted quotations can move to Woub, with quotation line items as tasks. Setup determines fields, template and synchronisation. Bouwend Nederland also describes the Ed Controls connection, which connects drawing-based items with project communication. Assess scope and access for each connection.

Teams can connect to business software through connectors, partner apps and tailored development. The crosses in the table concern the specific construction-focused product offer, rather than Microsoft integration being impossible. Explore Woub alongside ERP and Woub alongside quality records.

Construction-related add-ons for small companies without ERP

In a small company, hours, materials and site agreements easily end up with the owner. With Woub add-ons you can extend the project workspace for specific purposes: Hours & materials for resource input and consumption, Job sheet & Docs for completed work and documents, forms for consistent records and planning to organise work.

Site teams record information within the same job where they communicate. Administration then uses that data in the accounting or invoicing system. This supports small companies without ERP, without promising ERP replacement or automatic invoicing. Assess availability, costs and setup for each extension.

With project templates let you carry preparation, site work and handover with their checklists into a new project. Teams also has templates and extensions; construction-specific content and the chosen connections make the difference here.

SharePoint, OneDrive and documents within the job

Woub offers deep SharePoint integration, sharing OneDrive links and a simple folder structure through an add-on. These are different routes. The right choice depends on existing document management and site needs. This claims neither unlimited synchronisation nor identical integration with all Microsoft apps.

In Teams, channel files are in SharePoint and chat files in OneDrive. Deep Microsoft 365 integration supports opening, sharing and joint editing. Existing permissions and licences remain decisive. For organisations already managing documents carefully there, this is a specific advantage of Teams.

BIM and formal information stay in the primary system

The installer shares a question within the project and refers to the relevant location or model issue. The team discusses the solution. The authorised employee processes the confirmed outcome in BIM or DMS; the site manager receives feedback to continue the work.

A chat message or AI task does not change the model independently. Refer to the right version and specify who processes the change. The BIM basis ILS from digiGO emphasises agreements for unambiguous information exchange. Read how Woub works alongside BIM software.

Woub remains complementary to BIM, ERP, estimating, DMS and specialist planning. A connection to a Microsoft or BIM product needs to be demonstrated separately.

What do Woub and Teams with Copilot cost per user?

Woub Business costs €39 per month for one administrator plus five users: with six participants, that is €6.50 per person per month. Calling within Woub and the Business AI workflow described are included. This average applies at full occupancy; it is not a separately available user subscription. Pro with the error and rework cost analyst costs €79 for the same user distribution: an average of €13.17 per person.

Pricing conclusion: how much less does Woub cost per user?

On the same VAT basis, with six participants, Woub Business averages €6.50 per person per month. That is €17.77 less than Business Basic with Teams + Copilot Business at €24.27. Woub Pro averages €13.17: €11.10 less per person per month. For the team of six, the differences are respectively €106.62 and €66.62 per month. Business includes calling within Woub and the Business AI workflow; Pro adds the construction-focused error and rework cost analyst and management reporting, among other features.

With the temporary Copilot offer the Microsoft combination costs €21.67 per person. Woub Business is then €15.17 less per person (€91.02 for six); Woub Pro €8.50 less (€51.02 for six). Per-person amounts are rounded; team differences are calculated from unrounded subscription amounts.

This comparison uses one Woub administrator plus five users versus six Microsoft users, each with Copilot. Microsoft amounts exclude VAT; compare the Woub quotation on the same VAT basis. The packages have different roles and features: Microsoft 365 also includes office applications, whereas Pro reporting on costs arising from errors and rework is not a standard Teams + Copilot feature. If you already have Microsoft base licences, compare additional costs too. Teams Phone is not needed for internet calling; the more extensive telephony scenario is listed separately below.

Example calculation with six participants: Woub Business costs €39 per month. Six separate Business Basic and Copilot Business licences together cost €145.62 at standard pricing or €130.02 with the Copilot offer mentioned. With six Phone Standard licences, this becomes €197.82 and €182.22 respectively, excluding operator/minutes. This Microsoft scenario assumes all six internal users need their own Copilot licence. Guest participation or AI for only part of the team produces a different calculation.

Compare the same type of calling. Teams Phone is not needed for app-to-app internet calling: that is already included in Teams. Phone Standard is the additional route for a telephone system and connection to ordinary phone numbers. Woub's included calling therefore should not automatically be equated with a complete PSTN telephony subscription. Microsoft also has bundles and offers that may cost less than separate licences; this is a transparent calculation, rather than a claim of the lowest Microsoft price.

Pricing sources and conditions: Woub pricing, Teams base licences, Copilot Business pricing and Teams Phone pricing, checked on 23 October 2026. Microsoft amounts exclude VAT and assume annual payment. Woub is billed annually; check applicable VAT on the quotation. The Copilot offer is temporary and conditional. Construction add-ons, connections, setup and guidance are not included in this licence calculation. Microsoft 365 and Woub have different feature scopes and roles; an administrator and five users are not six administrators.

When do you choose Woub, Teams or both?

Choose according to the daily communication route, existing software and participants who actually need to be involved. An extra app feature does not solve the problem if site agreements continue arising outside that workspace.

Small company without ERP: make the owner less indispensable

Woub suits situations where the owner handles many agreements personally and needs to pass them on. Start with project chat, calling and automatic follow-up. Only add the construction add-ons needed to pass site data to administration. Keep invoicing and accounting in their own application. An affordable average with six participants is relevant, but choose according to the roles needed and actual use too.

Growing construction company with ERP: connect site work and preparation

Retain ERP for financial and administrative processing. Use Woub for questions, conversations, feedback and tasks between project coordination and site teams. Assess a specific connection for data, direction, permissions and management; an open API does not prove an integration exists. With more projects, consistent templates and clear task responsibility become more important.

Microsoft 365 organisation: use Teams well and define the project route

Teams is a natural choice when office staff already collaborate effectively with Microsoft 365 and subcontractors participate through the configured route. Woub can complement it if construction communication nevertheless remains fragmented across WhatsApp and traditional phone conversations. Retain Microsoft for office and document work and agree where site queries belong. Read about Woub alongside Microsoft 365.

The customer story about Beentjes Hekwerk & Toegangstechniek shows the distinction between administration and communication: invoicing and ERP were already organised while project information remained scattered. Comparing Woub with another ERP then misses the need. It concerns a simple replacement for scattered project communication, rather than entering financial administration again. This case is not a directly measured Teams comparison.

Setup: five minutes for the basics is not a complete rollout

According to Woub, you can set up the basics in five minutes. That is not a time promise for all connections, add-ons, permissions and team arrangements. In Teams, you create a team and first channel, invite participants and configure required apps and guest access. Microsoft gives no fixed total setup time; an existing setup can shorten the start.

Ask the site manager, construction project coordinator and a subcontractor to handle one real change together. Can everyone find the conversation, pick up the task and understand the feedback? Then check that the authorised employee processed the confirmed change in ERP, BIM or planning. That tests the whole workflow. Read about getting tradespeople and subcontractors on board.

Industry connections and the future of AI in construction

The Dutch construction landscape comprises many specialist companies and applications. The main contractor, installer and painter do not automatically share the same ERP, record system or office workspace. Their connecting need is the same: knowing what was agreed for the job, who takes it forward and what feedback is required.

Woub focuses on that shared project communication and is working towards the ambition of becoming a shared industry workflow for it. Those Dutch industry connections are visible in practice: Woub has a partnership with Bouwend Nederland, is a partner of OnderhoudNL, is listed among the business partners of CBM and is named by NOA as a supporting member in the collaboration with Exact. This shows connections with different construction trades; it is not a mandatory or officially designated industry standard.

The distinction from a general office platform lies in the focus. Microsoft offers a broad ecosystem. Woub concentrates on conversations, construction templates and specific handovers between people working with construction software. The Exact Bouw and Ed Controls routes described earlier make that role tangible. Your software landscape does not need to come from one brand for you to work together on the same project.

That connection is relevant for AI: fragmented conversations produce fragmented context. Woub brings supported communication, tasks and construction-focused insights together around the project. Further automation between specialist systems remains dependent on specific connections, permissions and reliable data. Read about the future of AI in construction. There is no basis for predicting that Microsoft or its partners will never create certain construction connections.

Try Woub free for 14 days with a real project and explore the pricing and conditions.