How to Choose the Right Construction Business Project Management Software

Given the complex nature of construction work and the numerous challenges contractors face, efficient project management is a must. Empowered by the right digital tools, construction companies can reduce risks of overspend, understaffing and compliance missteps, while enjoying increased visibility across multiple sites. 

We discuss the importance of choosing the right construction business project management software, key features to prioritise and benefits for growing businesses. 

Why construction businesses struggle without project management software

You run the risk of significant inefficiencies, overspend or compliance issues if your project management is dogged by manual processes or outdated technology. Businesses need modern project management software that is intelligent, easy to use, flexible for growth and offers industry-specific features.

Here are just a few reasons why your company can struggle without the right construction business project management software:

• Time-consuming manual tasks, which slow down operations, create blind spots and increase the probability of errors, leading to delays, overruns and dissatisfied clients.
• Difficulties tracking progress, job costing and profitability.
• Assumption-based decision-making that leads to resource wastage and missed opportunities.
• Inefficient management of subcontractors and change orders.
• Increased expectations from clients for transparency and accurate timelines.
• Risks of non-compliance with automation and standardisation.

What to look for in construction business project management software

When exploring construction business project management software, scope out the priority features and be clear about the impact you expect the software to deliver.

In the meantime, here are some features top project management tools should offer:

• Job and task scheduling: Tools that allow you to assign tasks and allocate resources promptly to avoid delays and keep projects on track.
• Budgeting and cost control: Real-time capabilities for tracking project expenditure to minimise overspend and steer decision-making.
• Document management and blueprint sharing: Ensuring plans are readily available and up to date, reducing errors and improving collaboration.
• Timesheet logging/tracking: Easy ways to log and track employee and contractor work to simplify payroll, monitor performance and support costing. 
• Real-time communication (including mobile access): Enabling instant updates and coordination between subcontractors, office staff and those in the field to improve productivity, address issues promptly and reduce downtime.
• Progress tracking, dashboards and enhanced reporting: Providing customisable data and insights for better planning, forecasting and visibility over key project milestones and overall performance.
• Compliance and risk management tools: Offering better oversight of regulatory requirements and smart tools for identifying risks and issues, including checklists and alerts, plus audit trails for demonstrable compliance.
• Inventory and equipment management: Tracking inventory levels and equipment needs to optimise usage and address resource gaps.
• Integrations with accounting and ERP systems: Connectivity across systems for smooth and secure data flow, accurate reporting and centralised control.
• Change order management: Simplifying the process of documenting, approving and executing project scope change.
• Subcontractor management: Giving you better control over subcontractor schedules, communications and contracts for easier coordination.

How the right software can improve profitability and project delivery

Amid economic uncertainty, UK construction companies can’t afford to waste money, and in the AI era, expectations around speed and efficiency are increasingly high. Therefore, delivering jobs on time and to the required quality, while ensuring projects don’t go over budget, is crucial.

With approximately 9 out of 10 construction projects overrunning, modern software is vital for reducing delays and overspend. Real-time data is key. KPMG’s 2023 Global Construction Survey revealed 90% of construction companies realised the importance of using data analytics tools (45% currently using basic analytics, with another 45% in the process of implementing tools). Since then, the AI revolution has further accelerated the need for more data-driven project management.

Here are the main ways construction business project management software can improve project delivery and help you increase your profit margins:

• Providing clear project timelines to set expectations and reduce downtime.
• Delivering accurate cost tracking for suitable bids and fewer risks of overspend.
• Enhancing resource allocation (staffing, equipment and materials) in real-time.
• Making fewer errors and duplications, reducing waste, giving stakeholders more confidence and supporting compliance.
• Automating key tasks to speed up processes and free up time for more strategic project management.
• Improving visibility across all project components, helping you identify bottlenecks and performance trends and ease communication.
• Bolstering compliance through time-stamped data audit trails, standardised checklists and alerts (triggers for required training, permit renewals, etc.).

What is the best project management software for construction businesses?

There are many good project management software solutions for UK construction companies offering various capabilities, features and flexibility levels to suit different business needs and budgets. Simply put, the best tools are those that most closely match your specific requirements. So, consider what functionality, support and scalability you need rather than selecting options based on price or vendor popularity. 

To aid your selection process, we’ve outlined some top construction business project management software providers, including key features and suitability considerations:

Options for small businesses

Tradify

This mobile-friendly project management platform is designed for small trade businesses, focusing on job scheduling, quoting, tracking and invoicing. It’s a cloud-based solution that’s easy to sync with accounting tools like Xero, Sage and QuickBooks, payment providers and other digital tools.

Key features:

• Job tracking and task scheduling (including click-and-drag functionality) 
• Easy quoting and invoicing, and mobile timesheets
• Smooth subcontractor control and communication within the app
• Digital safety and compliance certificates
• Customisable purchase orders
• Smart AI tools

Suitability considerations:

Tradify is a great option for small- to mid-sized firms that require mobile access, easy integration with accounting tools and digital features that knit together the construction workflow.

Fergus

Another all-in-one job management platform, Fergus helps small construction businesses and tradesmen simplify quoting, scheduling and invoicing, supported by accounting and supplier price book integrations.

Key features:

• End-to-end job tracking
• Automatic supplier price retrieval
• Drag‑and‑drop job board functionality
• Customisable digital forms and checklists
• Swift and simple invoicing and reporting

Suitability considerations:

Fergus is ideal for small and mid-sized construction companies that want a one-stop shop for coordinating projects, managing suppliers and tracking and communicating with teams effectively.

Jobber

While not construction-specific, Jobber is a popular field service management platform that saves small businesses time and effort on job tracking, quoting, scheduling and invoicing, while managing finances through accounting integrations.

Key features:

• Custom quoting and fast invoicing
• Interactive forms and checklists
• Mobile team tracking and automated reminders
• Client text and email templates, and job follow-ups
• Financial reporting, expense tracking and instant payouts
• Basic CRM capabilities 

Suitability considerations:

Jobber is a suitable choice for small construction companies and contractors seeking to grow their business with a user-friendly and compatible project management platform. 

Options for larger, multi-site firms

Procore

This enterprise-level platform offers comprehensive construction project management features. Procore’s powerful software incorporates budget tracking, forecasting and inventory management, and integrates with ERP, accounting and business information modelling (BIM). 

Key features:

• Centralised job, team and document control
• Project tracking, scheduling and field productivity
• Resource planning, monitoring and execution
• Full cycle financial management, from tenders and estimates to change orders, invoicing and payments
• Insights to predict, identify and resolve issues, audit trials and certificates to comply with construction safety regulations and quality specifications
• Reporting and forecasting powered by integrated analytics and AI
• Unlimited users and storage

Suitability considerations:

Procore is ideal for large firms, main contractors and subcontractors operating in multiple projects, requiring a platform that spans the entire project lifecycle, underpinned by sophisticated data intelligence.

Buildertrend

One of the leading construction project management software solutions for large firms and contractors managing multiple projects, Buildertrend offers extensive scalability to accommodate any number of users and jobs while integrating with accounting tools and CRM platforms.

Key features:

• Job scheduling and cost tracking
• Daily logs and progress monitoring 
• Change order management
• Client portal to enable selections, intricate visibility and in-app communication
• Financial tools covering everything from bids, estimates and purchase orders to budgeting, insurance and invoicing 
• Materials and subcontractor management
• Easy file/photo upload and storage
• Lead/sales management and marketing tools

Suitability considerations:

Buildertrend suits mid-size construction firms and builders working on large-scale developments or multiple sites. The flexible infrastructure is built for growth. Like Procore, it has features for every stage of construction projects.

Options for residential builders

Buildxact

As a platform offering modern construction estimating and job management solutions for residential builders, remodelers and trades, Buildxact accelerates key processes to keep project costing and timelines on track, with collaborative tools.

Key features:

• Accurate takeoffs and estimating capabilities with up-to-date supplier pricing
• Quick and easy job scheduling and progress tracking
• Purchase orders and budget control
• Prospecting tools and a client portal for effective customer and supplier communication
• Accounting and timesheet integrations and custom invoicing 

Suitability considerations:

Buildxact is ideal for small and mid-sized builders and trade firms in need of user-friendly and efficient project management software that enables in-app communication with leads, clients and suppliers.

Houzz Pro

Combining marketing and lead generation with project management, Houzz Pro offers residential contractors full customer lifecycle capabilities and connections to popular accounting platforms and various communication tools. 

Key features:

• Sophisticated proposal, estimating and takeoff solutions
• Scheduling tools with mobile updates and automated task reminders
• Job tracking, insights and dashboards (via desktop and mobile)
• One-step change orders
• Client portal with project status views, daily logs, schedules and approvals
• Collaborative tools for teams and subcontractors, including easy info sharing and communication
• Financial integrations enabling fast billing, invoicing and expense tracking
• Marketing and CRM capabilities 

Suitability considerations:

Houzz Pro is best suited to small and mid-sized residential builders and trade firms who want a single platform to handle lead generation and project management.

Understanding pricing: what construction software really costs

The costs of construction business project management vary widely, depending on your needs, business size and integration requirements. 

Small business solutions range from around £15-£50 per month/per user, while larger multi-site solutions will set you back several hundred pounds per month/per user. Enterprise tools like Procore or Buildertrend can cost as much as £1,000 per month/per user, and beyond, with most providing custom quotes based on company revenue, project volume, etc. 

Several factors influence price, such as:

• Number of users required
• Number of sites operated (some tools charge per project or site)
• Integrations – most accounting integrations are free, but bespoke systems or certain CRM connections can require extra changes or development costs

Also, beware of various hidden costs beyond advertised pricing or initial subscription tiers. Here are some hidden costs to look out for:

• Training and onboarding fees (especially with enterprise tools)
• User limitations – some software has minimum user requirements or thresholds for higher numbers that incur additional charges
• Data storage or document upload limits – again, be clear of limits and thresholds for data needs/use
• Feature creep/premium features – while certain solutions may boast all the bells and whistles, some features require higher subscription tiers, plug-ins or add-ons to deliver certain functionality

Weigh up these factors when calculating your overall project management software costs. Scope out your key requirements, priority features and growth plans, understanding scalability and future costs for user/storage thresholds.

Can I get a business loan to pay for project management software?

Yes. Business loans from banks or private lenders can cover the costs of new construction project management software. The loan can spread the cost over a pre-agreed number of monthly repayments (including interest), meaning the investment in new technology (and the associated implementation costs) doesn’t cause cash flow issues or impact immediate business operations.

If your needs are more urgent or you don’t have a long financial track record, using a digital finance lender can be an easier and faster route to funding. Digital lenders like iwoca enable online applications that require less documentation and look beyond the credit score, providing easier and faster access to funds.

Can’t afford new software? Here’s how a business loan can help

The costs of new software can be a blocker for many small firms, despite the clear return on investment (ROI) potential. If the costs of implementing new project management software are a barrier, consider applying for a business loan. 

Using a loan to cover upfront and ongoing software costs can help you stay competitive, as working with outdated systems and processes leads to inefficiencies that far outweigh the investment required.

Consider the following benefits of using a loan for construction business project management software:

• Covering costs for integration, development, onboarding and training
• Enabling you to pay upfront for annual plans – paying annually rather than monthly is usually far cheaper, lowering overall software costs
• Supporting cash flow management and bridging funding gaps for investing in new solutions

If you’re concerned about working capital pressure or interest fees, private lenders like iwoca offer affordable monthly payments and flexible terms, while letting you borrow money for the software and use further capital for other operational needs, if and when required. With an iwoca loan, you only pay interest on the funds you draw down, and you can repay the loan early without added charges.

How software investment could strengthen your next loan application

Having smart project management software, integrated with accounting tools and other platforms, tells lenders you’re organised, proactive and growth-focused, and data insights show responsible money management.

Will using project management software help me qualify for future financing?

Yes. Project management software can help construction companies qualify for future loans or business finance products as the technology improves financial reporting, forecasting and cash flow management, which can boost credibility with lenders. Accounting integrations can connect with digital lender systems, providing insights and showing responsible debt management, including timely loan repayments.

Integrated project management software also simplifies the sharing of financial reports and documentation required for eligibility assessments, due diligence and approvals. Plus, project forecasting, scheduling and cost-tracking tools can demonstrate business maturity and profitability, increasing lender confidence.

Will project management software work with your current tools? 

While most modern project management software solutions offer integrations with popular accounting tools, CRM platforms and other systems, some require more customisation and development than others, meaning additional time and money. Cloud-based tools are generally more flexible and easier to integrate.

However, if you’re working on legacy solutions, you may need more extensive tech support to overhaul outdated systems and manual processes.

Why integration matters

Here are some key benefits of project management software integrations:

• Connecting with accounting software (like Xero and QuickBooks) eases financial management, including payroll, billing and invoicing
• Syncing invoices, timesheets and purchase orders with accounting systems saves time, replaces many manual processes and reduces errors 
• CRM integrations enrich data and insights to improve visibility, inform decision-making and improve cost control
• Regulatory-related integrations (including HMRC) centralise process controls, reduce risks of non-compliance and improve auditability  

What to expect from onboarding, training and support

Implementing new construction business project management software isn’t just about choosing suitable solutions and integrating them with your existing systems. You need to consider what onboarding, training and technical support you need.

Ponder the following questions before deciding on and implementing a new platform: 

• Is training included, or is it an additional cost?
• How long will onboarding and rollout take?
• Is tech support UK-based or from overseas, and how important is local support for your business?
• How are you planning to manage software adoption? Clear and proactive communication plans, dedicated change management processes and forums for testing, feedback and optimisation are crucial for gaining team buy-in.
• Have you conducted a risk assessment and understood your security and compliance needs?

Get more handy resources about construction business growth and finance

We have some handy articles and guides for construction companies seeking the right funding, insurance or strategic solutions to support their growth. 

Take a look at our construction resources: 

• Managing Late Payments in the Construction Industry
• Guide to Construction Loans and Business Finance
• Construction Asset Finance: How to Fund New or Used Equipment
• Construction Invoice Finance: Key Benefits and Use Cases

If you need financial support to cover project management software costs, explore iwoca’s Flexi Loans. Borrow between £1,000 and £1 million for a few days, weeks or up to 60 months. We offer manageable monthly repayment terms aligned with your needs and cash flow. 

Discover how to get a business loan with iwoca and learn about our quick and easy applications, and use our repayment calculator to see your likely monthly repayments.

Sources:

• Selecting Construction Management Software [Digital Beehive]
• Construction Project Management Software Comparison [Capterra]
• Construction Challenges in 2024 and How to Overcome Them [Pegasus]
• 2023 Global Construction Survey [KPMG]
• 2025 Construction Trends: Insights from Industry Experts [Procore]
• How to Choose the Right Construction Management Software for Your Business [Buildertrend]
• Construction Business Finance [iwoca]

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