Software secrets: expert builders share their top tech picks in choosing the right solution
Rose Morrison • 
As a subcontracting professional, you likely experience many challenges that can disrupt workflows and threaten deadlines. Whether the biggest obstacles relate to getting paid or completing tasks on time, construction software can help you overcome them. Hearing expert perspectives before choosing construction software for subcontractors lets you make confident decisions.
1. Identify the biggest issues
You’ll get the highest returns on investment from construction software by focusing on how the products can streamline work. Determine the most common problems first, then look for solutions that target them.
As vice president at Vander Hyde Services — a second-generation home services business — KH Kevin J. Vander Hyde recalls, “Before we incorporated project management software in our company, communication was a complicated process, as information was scattered across texts, emails, and handwritten notes. Once we integrated our communication software programs, we were able to streamline task information within every department of our company. Whether you were the head of the company or a contractor, you could quickly access information on any past, current, or future project."
He also understands the importance of worker input. “After gathering feedback from various departments within our company, our goal wasn't to find the trendiest software programs, but ones that aligned with our current demands. After trying out several programs, we eventually selected the ones that met our core needs.”
Owner and director of AB Electrical and Communications — which works on residential and commercial jobs focusing on green energy solutions and new smart technology — Adam Bushell had a similar experience and wished to streamline construction workflows. “As a small company, I juggle a number of jobs a week, from smart home system installations to commercial electrical faults, so keeping track of jobs without the right system was nearly impossible.
“Before introducing the project management software, I used paper notes, text messages and calls that somehow led to some confusion. There were times when I would show up on-site without the right materials because the details get lost between messages, and that's a waste of time and money,” Bushell continues.
LEARN MORE: How this subcontractor moved from paper to digital workflows to improve productivity
2. Select products that can grow with your company
Statistics suggest the global construction software market will surpass $21 billion by 2032, and North America’s share exceeded 42% in 2024. Those findings illustrate the strong growth of such products. Well-selected options can also support your business expansions. This growth is also reflected in the increasing digitization of the construction equipment rental industry, where companies are turning away from paper-based processes and embracing software solutions to streamline sales and operations. This shift has led to increased revenue and improved online reach, allowing them to allocate more time to building strong relationships with clients and customers.
Co-founder and CFO of TileCloud — a leading online tile and home renovation brand — Mark Wilkinson cites growth as one of the pain points driving his tech adoption. “With our team growing, we found that important details were constantly flying under the radar and causing inconveniences, such as payment delays in our logistics. Admin tasks like manually tracking budgets across our departments took up more time than we needed them to, so that paved the way for a solution to streamline things.”
After adopting a solution, he’s noticed various improvements, saying, “Now we’re on top of our expense tracking, financial reporting, third-party app integrations and bank reconciliations — it’s taking care of the headnoise that was weighing us down... It’s been beneficial to us both as a business and mentally, since we’ve got room for the stuff that really needs the time and energy.”
3. Develop a list of must-have features
Consider creating a checklist of essential software features so you can use it to compare against product websites and specification sheets. Some of these capabilities might relate to your most common subcontracting projects, such as those in which you often assist with fast-track construction. Workers on those projects prioritize communication, cooperation and coordination, following those three Cs to complete the project smoothly. In those cases, construction software with features to facilitate teamwork supports productivity and collaboration.
Director of Electcomm Group Electrical & Data — a company with 16 years of experience in the residential and commercial electrical contracting business — Caspar Matthews explains his approach to choosing the most appropriate product, saying, “I created a checklist of three things that were nonnegotiable.
“One was that it needed to work on mobile devices, as my teams are spread across multiple sites each day. The second was that updates needed to be in real time, as even a 30-minute delay would have crews arrive with outdated plans. The third was marrying it to cost tracking because on a $500,000 project, a 2% difference can kill the margin. Every purchase was determined by these three criteria, and these criteria weeded out much that looked good, but didn’t perform in those areas.”
4. Accept compromises when necessary
Most subcontractors have a few primary needs that encourage them to adopt construction management software. Because downtime costs for equipment can reach $760 per vehicle, you may want fleet management tools. Visual planning tools also reduce rework and mistakes, making them other worthy investments. No matter your goals, recognize that it is sometimes necessary to compromise when selecting the product.
That was the case for Gor Gasparyan, who is the co-founder and CEO of Passionate Design Agency, where employees perform complex creative and technical work as their daily fare. This leader needed a product with Slack and Google Workspace integrations that supported global collaboration and offered clear visibility for time plans.
“We also wanted one [solution] that could be scaled to the fast-design orders as well as the larger and multiphase campaigns. We could only accept those tools with fewer extras that we could never make use of to reduce the number of the bottlenecks and enhance accountability. However, this led to a trade-off — to identify software that will be run-to-speed, clear and scalable without excessive complication,” Gasparyan says.
5. Prioritize user-friendly solutions
Because your subcontractors will likely use software directly on construction sites, look for offerings compatible with multiple internet-connected devices. Construction technology examples from other teams can help you understand what to expect.
One tunnel project in a mountainous part of India posed numerous challenges due to the site’s location at 10,000 feet above mean sea level. Workers used tech tools such as mapping software, sensors and 3D planning software for accuracy rates of +/- 1.96 inches, which were viewed as a breakthrough success. Because construction can happen virtually anywhere, you should look for software that caters to that diversity, such as choosing options that work on smartphones, tablets or computers.
CEO of Roof Maxx and a 30-year industry veteran in construction and roofing, Michael Feazel shares, “When we decided to implement [project management] software a number of years back, we primarily focused on picking software that allowed for easy mobile access and real-time updates. Basically, we needed a tool that our teams could use directly from the jobsite with ease… [The project management software] has helped us properly stay on track with scheduling, budgets, and customer communication all in one place.”
You may also want to select construction project management software that works offline. That capability supports workers in areas with spotty internet connectivity.
Let expert input guide your process
Use these experiences and tips as you become familiar with the offerings and determine which ones work best for your subcontracting company’s needs. Take advantage of free trials or demonstrations to make envisioning each product in your workflow easier and anticipate a more productive future.
