Essential construction management software buying information
Construction management software manages and coordinates construction projects for contractors and builders. The software offers document management, project tracking, and scheduling tools. It can also help monitor project status, start and finish dates, budgets, and expenditures.
Construction professionals—including project managers, architects, engineers, and developers—use construction management software to streamline project workflows, improve communication and collaboration, and increase the overall efficiency of construction projects.
“Despite the availability of these digital tools, many construction companies still rely on paper blueprints, especially in the field,” says Jim Rogers1, who currently develops and gives LinkedIn courses for construction management professionals, and has decades of experience in the construction industry.
“Transitioning to digital drawings is essential for unlocking the full potential of digital workflows,” explains Rogers. “Providing field crews with tablets for shared digital drawings can eliminate issues like rework due to outdated plans.”
Most systems on the market are priced on a per-month subscription basis as construction software pricing models can vary. Costs for popular platforms can range from around $280 per month for a basic system all the way up to around $1,200 per month for a more advanced and customized construction management software suite. As cost increases, more functionality and more users are added.2
First-time construction software buyers should consider several key factors when purchasing the tool, including ease of use and necessary integrations. Ensure you have consulted with vendors on a list of questions to help you evaluate software based on your needs, such as:
How does the system handle simultaneous management of multiple projects?
How easy is it to create and manage project schedules?
How does the system facilitate task assignment and tracking for project team members?
Can users share documents securely with external parties such as clients, subcontractors, and consultants?
Is the software accessible on various mobile devices, including smartphones and tablets?
What are the most reviewed construction management systems?
Capterra Shortlist identifies the top construction management systems based on a proprietary blend of user ratings and popularity, helping small businesses efficiently find the best construction management solutions for their needs.3 Here are the five most-reviewed products in our Capterra Shortlist for this category:
These rankings are determined by combining verified user ratings and publicly available web search popularity data:
Ratings score: Relative score of the software based on ratings given by users on Capterra, normalized for the number and recency of reviews.
Popularity score: Relative popularity of software based on web search trends and products’ web presence.
What is construction management software?
Construction management software, also known as construction project management software, is a tool that can help streamline and organize various aspects of construction projects, from the initial planning and design stages to completion.
Construction management systems support construction professionals with operational coordination and help organizations improve efficiency, reduce costs, and deliver successful project lifecycle outcomes. The benefits of construction management software include creating project timelines, scheduling tasks, and allocating materials and resources. The systems also track and manage costs, including budget creation, expense tracking, and financial management.
Pro-insight: Differences in software adoption between smaller and larger firms
Smaller construction firms often start by adopting software for takeoff and estimating, as these tasks are controlled and office-based and involve only a few people. The next step for these firms usually is software for timesheets and payroll, which are essential and relatively easy to implement.
“From talking to people in the industry, I learned that introducing software for reporting hours and time can help normalize technology usage in the field,” says Rogers. “That will make it easier to transition to more advanced software, like digital construction drawings, later on.”
Larger construction firms, particularly medium to large general contractors, are typically more advanced in their adoption of construction management software. They use specific tools to manage construction drawings, plan revisions, RFIs, and submittals.
“Being at the top of the project hierarchy, these companies can mandate the use of digital workflows, making it easier to enforce across all trades involved in the project,” says Rogers.
Capterra covers 986 construction management software products and published 6,840 reviews from users of this software in the past year.4
Construction management software pricing
Most construction management systems on the market are priced on a “per month” subscription basis. A typical entry-level pricing plan could run around $280 per month. Premium and advanced system subscriptions commonly cost about $1,200 or more per month. As the cost increases, more functionality and more users are added.
Entry level construction management systems include the core functionality of project management, document management, and scheduling.
A premium or advanced product priced higher typically includes additional features such as unlimited users, advanced reporting and analytics, and a fully featured mobile app with access to all of the software features and offline capabilities.
Most (40%) construction management buyers our advisors spoke to within the last two years are budgeting $175 to $350 per user per month.5
First-time buyers should be aware that:
Recurring costs typically tend to be higher than the initial upfront costs.
Upfront costs often include customization, installation and setup, and integration with existing systems.
Premium support services, such as assistance, maintenance and technical support, are recurring costs, alongside the subscription fee for the software.
First-time buyers often overlook costs related to data migration, in-person training, and maintenance and system upgrades.
According to Rogers, companies should also be aware that the shift from one-time purchases to subscription-based models can lead to unexpected price increases.
“Previously, software vendors allowed users to purchase and own the software indefinitely, with the ability to reassign licenses if needed,” he says. “However, many companies are now adopting a Software as a Service (SaaS) model, which involves ongoing subscription fees.
“If a company with 1,000 users faces a $20 per month increase per user, it can result in significant additional costs. While the SaaS model offers continuous updates and support, it's important for companies to be aware of potential price jumps and budget accordingly.”
Many construction project management systems offer free versions and trials to give buyers an initial feel for their features. Potential software buyers may want to explore the user interface and functionalities to better understand how the platform works in their own real-world context.
Construction management software features rated by users
All construction management tools include document management, project management, and scheduling features, and most share a variety of common features such as budget tracking, change order management, and timesheet management.3
Core construction management software features
Project management: Plan and coordinate all the resources, costs, and time needed to execute assignments. 91% rate this feature as critical or highly important.
Document management: Store, manage, and track all electronic documents in a centralized location. 83% of reviewers rate this feature as critical or highly important.
Scheduling: Plan availability and assign specific time slots for tasks and resources. 65% rate this feature as critical or highly important.
Highly rated common construction management software features
Our analysis of proprietary reviews data reveals other common construction management software features users rate as valuable:
Multiple projects: Centralize project data, documents, schedules, and communication in one platform and allow for better resource allocation across construction projects. 92% of reviewers rate this feature highly.
Task management: Organize project activities and deadlines systematically. Tasks can be prioritized and assigned to team members, ensuring clarity on project progress and responsibilities. 83% rate this feature highly.
Mobile access: Access project information, plans, schedules, and updates instantly from anywhere to ensure everyone is working with the most current data. 79% of reviewers rate this feature highly.
Budget tracking: Track actual spending to ensure it aligns with the planned budget. Record accurate forecasting of project costs based on past expenditures to make informed financial decisions. 72% percent of users rate this feature highly.
Change order management: Track all change orders submitted across projects and update the budget to reflect the most recent costs. 67% of users rate this feature highly.
Timesheet management: Record time spent on various project tasks and activities. Provides transparency into labor costs so managers can make informed budgeting decisions.
Top construction management software benefits identified by users
Supports team collaboration: Users say construction management systems support collaboration between team members and stakeholders, and enable project document sharing, including drawings, specifications, and contracts. The software allows project managers to assign tasks to the team, schedule meetings and track progress in real time.
“Our team uses the scheduling tool and invitation to invite subcontractors to participate most often, allowing transparency in each project.”
–Katie K., partner, construction
Improves customer experience by providing a client portal: Client portals serve as a centralized communication hub where project stakeholders—including clients—can collaborate, share updates, and discuss project-related matters. Clients feel more engaged and involved in the project as they have visibility into its lifecycle.
“My company loves the fact that I can have an overall job cradle to grave interface with client, teams portals that allow job tracking on a live basis that suits my companies transparent approach to building homes for my clients.”
–Ben S., director, construction
Typically comes with robust customer service: Users can often access support resources, assistance, and guidance regarding any issues or questions they may encounter when using the software. Such features typically facilitate timely support to users with technical issues or questions about software functionality.
"The best thing about our product is its ability to track orders and customer service always answers and is willing to make adjustments to work with our needs."
–Sandra T., office manager, mining and metals
Common challenges identified by construction management software users
Difficulty implementing or beginning to use a new system can cause project delays. When researching construction project management tools, consider the availability of training resources and customer support during the adoption phase and beyond. Ideally, vendor representatives should be responsive to such issues.
It is not uncommon for prospective software buyers to face some challenges when planning investments in new technology. Problems such as issue resolution, email notifications, and form management are the most frequently cited limitations of construction management software by reviewers.
For example, software users might receive too many email notifications for every minor update or task, leading to “notification fatigue.” When critical updates are buried in a flood of less important ones, users may miss vital information, causing delays in task completion.
When it comes to paperwork and documentation, construction projects often require various forms for inspections, safety reports, equipment checklists, and more. If the system only offers basic, inflexible templates, users may not be able to capture the specific information they need for compliance or project management, resulting in incomplete or inconsistent data.
When talking to construction management software vendors, Rogers advises first-time buyers to ask a few questions to help ensure they don't encounter any issues later on in the process:
Who owns my data, and can I retrieve it if I decide to switch systems? “This is vital, especially for new companies that may need to change software multiple times to find the right fit,” explains Rogers.
What is your typical response time for support requests?
How scalable is the software? “It’s important to know how easy it is to add or remove users,” says Rogers. “Given the high turnover in the construction industry, the ability to manage user access efficiently is critical. Some systems offer self-service options, while others require contacting tech support for adjustments.”
Is there a limit to the number of email notifications that can be sent or received?
Can forms be customized (e.g., branding, fields and logic, etc.)?
How user-friendly is the system?
What is construction management software used for?
Analysis of our extensive construction management software reviews highlights the most common use cases:
Track project management: Businesses use construction management systems to organize and monitor the progress, delays, and completion of team projects.
Support employee management: Construction management software allows users to manage staff both in the field and in the office and keep up to date with payroll handling.
Optimize document management: Construction management tools provide a centralized repository for storing all project-related documents. Certain features ensure that only authorized personnel can view, edit, or share sensitive files.
Who uses construction management systems?
Construction project stakeholders who use construction management software include managers, design teams, architects and engineers, subcontractors, and owners.
Project managers can use the software to communicate with stakeholders, automate time-consuming manual tasks, and schedule assigned tasks to teams. Subcontractors can use the platform to review project documents and plan sheets, upload submittal packages and RFIs (or requests for information), and view job site conditions in real time.
While many of the construction project stakeholders mentioned above likely use a construction management system, notes from our advisor calls reveal some of the other common industries where the platform is used. These include residential remodeling (21%), general contractors (16%), and the electrical and teledata industry (12%).
The majority of buyers who contacted us for construction management software within the last year are business owners with less than $1 million in annual revenue and five or fewer employees. 5
What to know about construction management integrations
Some software reviewers have found the integration capabilities of construction management software challenging. While the number of users who face integration challenges is small, it highlights the importance of opting for integration-friendly software. This avoids disrupting existing processes further down the line as business and software needs evolve.
We analyzed our extensive reviews database and based on that determined the three categories that most often integrate with construction management software are accounting, project management and document management.
Based on thousands of conversations our advisors have had with more than 8,000 prospective construction management software buyers, the majority (63%) are looking for an integrated suite only, which combines multiple applications into a single unified platform. Integrated suites are favored for incorporating various functionalities in a comprehensive solution, but they usually come at a higher cost or lack some customizability.
When adopting a construction management system, it’s beneficial to focus on other tools that complement different areas of your business, such as construction estimating software, with integration capabilities. This allows for a seamless flow of data between the different tools used in construction projects. Changes in one tool are automatically reflected in others, maintaining accuracy and coherence throughout the project lifecycle.
Recent trends in construction management software
Increasing anxiety about GenAI replacing jobs: The hype around using generative AI (GenAI) in the workplace has created anxiety in employees across many industries, including the construction industry. Nearly a quarter (24%) of those who work in construction are anxious about and anticipate AI replacing their jobs. 6 It’s critical that businesses work with employees to show them how AI can be used to improve productivity and efficiency in order to assuage fears.
Learn more about how construction management software can help your business
