5 best subcontractor management software in 2024

[In-depth comparison]

Coordinating multiple subcontractors poses many challenges, with the constant risk of unforeseen issues arising. Moreover, any misalignment between you and your subcontractors could lead to various hurdles such as:

• Communication chaos, spending hours in phone tag and hoping for alignment, along with scattered documents and lost paperwork.
• Scheduling conflicts as subcontractor timetables clash, resulting in missed deadlines and project delays.
• Uncertainty regarding subcontractor efficiency and quality of output, often discovered too late.
• Unclear responsibilities for the work performed.

We have firsthand experience of these challenges and we’ve seen how they can impact the operations of a general contractor or project owner, and in many cases suffocate a project’s profitability.

But what if there was a way to streamline and increase efficiency in the entire subcontractor management process?

That’s the sole purpose of subcontractor management software - a specialized solution designed to centralize and manage multiple subcontractors within a construction project. It acts as a central hub, facilitating communication, streamlining workflows, and bridging the gap between your business, main contractors, and subcontractors. It helps you:

• Streamline and unify communication and scheduling to keep you and your subcontractors on the same page. ️
• Centralize contracts, invoices, and certificates for easy access. ️
• Track performance and guarantee quality project completion.
• Track subcontractor time for better budgeting and cost control.
• Ensure proper documentation of work done.

What is the best subcontractor management software?

Many general contractors struggle to find the "perfect" subcontractor management software. They can be overwhelmed with long lists of features like integration capabilities, document management, and communication tools – information overload that doesn't make choosing any easier.

We hear you. We understand the frustration of sifting through generic advice without actual solutions. That's why we've done the hard work for you.

Instead of overwhelming you with a laundry list of features, we've researched and compiled the top 5 subcontractor management software options available. This includes an in-depth evaluation of their features, pricing, reviews, and more. 

Here are the top 5 subcontractor management software options:

1. Buildbite
2. Knowify
3. Fieldwire
4. eSUB
5. WorkBuddy

1. Buildbite

Here’s why Buildbite is the best subcontractor management software

Buildbite is a subcontractor management software designed to streamline the complexities of managing subcontractors. It provides tools and features that help ensure projects are delivered efficiently, on time, and within budget. Helping you bridge the gap between your business, head contractors, and subcontractors.

With Buildbite you can:

View a list of assigned jobs

Organize your subcontractors efficiently with the assigned jobs view in our user-friendly field app. Control the access and information your subcontractors see. With our field app, your subcontractors can:

• View a comprehensive list of jobs assigned to them.
• Receive instant notifications on their phone when a new job is assigned.
• Prioritize their tasks by viewing jobs based on run sheet, priority, or schedule.

Get a birds-eye view of tasks

Equip your subcontractors with all the necessary information to kickstart their tasks efficiently. Present all essential job information to help your subcontractors navigate and begin their tasks seamlessly. With the task updates view, your subcontractors can:

• Log their start and end times for each job.
• Access job location and relevant customer information.
• View a concise description of the tasks to be completed.

Break down complex construction projects into manageable tasks to improve clarity and efficiency

Prevent communication breakdowns and streamline job execution by providing your subcontractors with a detailed breakdown of project phases and tasks. Ensure accuracy and efficiency with:

• Tasks organized in order of status.
• Put compliance controls in place and upload important documents to specific tasks.
• Check-off capabilities for subcontractors to mark tasks as completed.

Gather crucial project documentation and evidence efficiently

Ensure your subcontractors document task completion with the necessary evidence. Streamline the process by:

• Having subcontractors upload images and relevant information as proof of work.
• Providing clear guidelines to your subcontractors on the specific information that needs to be collected.
• Reviewing the submitted documents, images, and information in the app to verify job completion.

Efficiently execute and approve construction tasks to ensure project success

Enable your subcontractors to notify the back office when completed tasks are ready for review. Easily implement protocols to ensure tasks are marked complete, only after confirmed completion:

• Ensure tasks are being marked as completed after a proven action is taken.
• Subcontractors can easily update task statuses for review.
• Always stay informed about job progress and status updates.
• Ensure consistent and efficient processing of tasks with integrated approval flows.

Summary

By leveraging Buildbite's comprehensive suite of features, construction companies can experience significant improvements in subcontractor coordination, leading to:

• Increased project efficiency
• Improved communication and collaboration
• Reduced project delays and budget overruns
• Enhanced customer satisfaction

Buildbite’s key features

• Centralized communication: Buildbite breaks down communication silos by providing a central platform for all project stakeholders, including general contractors, subcontractors, and clients. This fosters real-time communication, reduces misunderstandings, and ensures everyone is on the same page from the get-go.
  
  
• Improved workflows: Buildbite streamlines workflows by offering task management and approvals, progress tracking, and document-sharing features. This allows for clear task delegation, improved accountability, and eliminates potential confusion over project requirements.
  
  
• Onsite progress reporting: Enable subcontractors to submit daily reports directly within Buildbite. These reports can include details like work completed, materials used, any encountered issues, and photo updates for verification.
  
  
• Task management: Buildbite empowers project managers to assign tasks to specific subcontractors, set deadlines, and track progress in real-time. This ensures tasks are completed on time and to specifications.
  
  
• Project documentation: Buildbite centralizes all project documentation, including plans, drawings, specifications, and photos. This eliminates the need for emailing documents back and forth and ensures your team has access to the latest information.
  
  
• Mobile app: The Buildbite mobile app for iOS and Android devices allows users to access project information, submit reports, and collaborate with the team in real-time from anywhere.

• • Time tracking: Track labor hours for accurate job costing.
  • Instant notifications: Get notified on the progress of each work order.

Pros

• Comprehensive feature set: Buildbite offers a wide range of features covering real-time communication, document management, scheduling, and time tracking, providing a holistic solution for your subcontractor management.
  
  
• User-friendly interface: Users often praise Buildbite for its intuitive and clean interface that simplifies navigation and usage, making it accessible to all your team members and subcontractors, enabling them to quickly acquaint themselves with the app and leverage its benefits immediately.
  
  
• Customization options: Buildbite offers a high degree of customization, allowing businesses to tailor the software to their specific project needs through customizable workflows, roles, and reporting functionalities.
  
  
• Mobile compatibility: With a robust mobile app, Buildbite ensures that project managers and subcontractors can access project information and communicate effectively from anywhere.
  
  
• Audit trail: Have access to a detailed record of all the activities within a project. Get access to previous projects through the project archive.

Buildbite limitations

Buildbite focuses on small and medium-sized businesses. It is not intended for large enterprises managing projects in the $500 million to $1 billion range.

Buildbite pricing

Buildbite offers three pricing plans: Basic, Standard, and Premium.

Basic: This plan is perfect for starting with Buildbite. It's ideal for small businesses leading a team of workers, priced at $85 per month, with the ability to invite up to 5 team members and/or subcontractors.

Standard: This is ideal for expanding teams. Perfect for growing businesses managing a small number of teams, priced at $138 per month, allowing you to invite up to 20 team members and/or subcontractors.

Premium: Ideal for established companies managing multiple teams, priced at $193 per month, with the flexibility to invite up to 50 team members and/or subcontractors.

Enterprise: Tailored pricing for companies that require more than 50 users

Buildbite also offers a free 30-day trial to explore the software's functionalities and assess whether it meets your requirements before committing to a paid plan.

(All plans include all features, with no hidden fees)

→ Sign up for your free trial today!

Buildbite review

2. Knowify

Features

• Subcontractor Database: Organize and classify subcontractors by project, track contact information, and store important documents like licenses and insurance.
• Document Management: Upload and store subcontract agreements, licenses, and other relevant documents with automatic expiration tracking and alerts.
• Communication & Collaboration: Communicate directly with subcontractors through the platform, assign tasks, and share project updates.
• Time Tracking and Billing: Track subcontractor hours and generate invoices directly within Knowify.
• Reporting: Gain insights into subcontractor performance with reports on productivity, billing status, and document compliance.

Pros

• Mobile Application.
• Integrates with popular accounting software like QuickBooks.

Limitations

• The price can be expensive for small businesses. 
• Some users find the platform difficult to navigate.
• It has a steep learning curve, which might be challenging for those without technical expertise.
• It may not fully meet the needs of large construction companies with complex requirements.
• The pricing could be considered high for small businesses.

Pricing

Knowify offers three-tier pricing plans: Essential, Advanced, and Unlimited. Essential is the basic plan and costs $186, while the Advanced plan costs $311. The Unlimited plan price is not visible on their website.

Reviews

3. Fieldwire

Features

• Subcontractor-Centric Communication: Assign tasks directly to subcontractors, track progress, and foster communication with instant messaging and markups on plans.
• Document Management: Store and share project documents like forecasting plans, RFIs, time cards, and submittals.
• Task Management: Streamline workflows with task assignments, progress tracking, and completion updates.
• Daily Log Reporting: Capture daily activity logs on the job site with photos and notes to keep everyone informed and ensure project transparency.
  

Pros

• Mobile application
• Streamlines communications
  

Limitations

• Users requiring advanced features for financial tracking, comprehensive invoicing, and streamlined payment processing might find this software limited.
• Customization options for reports and workflows are somewhat limited.
• Some users find the software difficult to use.
• It has a steep learning curve.

Pricing

Fieldwire offers four tiers of pricing plans: Basic, Pro, Business, and Business Plus. The Basic is complimentary, while the pro costs $54 per user per month. The Business plan costs $74 per user per month, and the Business Plus plan costs $94 per user per month, respectively.

Reviews

4. eSUB

Features 

• Project Management & Scheduling: Create and manage project schedules, track tasks, and collaborate with general contractors and subcontractors.
• Document Management & Collaboration:  Upload, store, and share project documents like contracts, drawings, and RFIs (Requests for Information) with secure access control.
• Time Tracking & Labor Management: Track crew hours and labor costs and manage timesheets directly within eSUB.
• Change Order & RFI Tracking:  Streamline the process of submitting, reviewing, and approving change orders and RFIs.

Pros

• Mobile app
• It automates repetitive tasks 
• Cost-effective

Limitations

• Some users report a steep learning curve.
• There are reports of slow performance and bugs in the mobile app.
• For smaller subcontractors, the cost of the software may be prohibitive without guaranteeing a significant ROI.
• Not tailored enough for subcontractors

Pricing

eSub has two price packages, the base and the advance. The base package costs $49 per user monthly, while the average is $69 per user monthly.

Reviews

4.1 out of 5 stars on G2

5. Workbuddy

Features

• Field Service Management: Track subcontractors' whereabouts and receive real-time job updates.
• Mobile App: Empower subcontractors with a mobile app for streamlined communication and job completion.
• Project Management: Keep projects on track with features like budgeting, scheduling, and reporting.
• Accounting Integrations: Integrate with popular accounting software like MYOB and Xero for a smooth workflow. 

Pros

• Real-time job updates
• Integrate with popular accounting software like MYOB and Xero
• Centralized information reduces administrative work and improves organization.

Limitations

• WorkBuddy can be complex to learn and set up for new users.
• Smaller contractors may find WorkBuddy too expensive.
• You may find that WorkBuddy lacks the flexibility to fully customize it to your specific needs.

Pricing

WorkBuddy offers a tiered pricing model based on the number of users and the extent of features required. The basic plan, tagged as Core, starts at 250 AUD per month, while users will need to contact them for custom prices on the professional and enterprise packages.

Reviews

4.0 out of 5 stars on G2

What is the best software for subcontractors?

Buildbite is the best software for subcontractors. Here is why:

• Streamlined Operations: Buildbite emphasizes improving efficiency and saving subcontractors significant time and resources. It has features like easy task management, progress tracking, and real-time communication, all in one place.
• Enhanced Collaboration: Buildbite promotes smooth collaboration between subcontractors, general contractors, and workers. This can lead to fewer misunderstandings, faster project completion, and a more positive working environment.
• Simplified Documentation: Buildbite offers tools for storing and uploading documents. This eliminates the hassle of searching for physical copies and reduces the risk of errors.
• Improved Communication: Buildbite has features for real-time communication, such as messaging or task comments. This allows subcontractors to clarify questions, get updates, and avoid delays quickly.
• Increased Visibility: Buildbite offers progress-tracking features that allow subcontractors to showcase their work to general contractors. This can lead to better client relationships and potentially more work opportunities.
• No loose ends: Invite subcontractors to the app, assign subcontractor permission, and ensure that every aspect of your project is meticulously tracked and managed, leaving no loose ends.

What is software subcontract management?

Subcontractor management software, also known as subcontractor relationship management (SRM) software or subcontractor coordination software, is a specialized tool designed to streamline the management of subcontractors throughout the entire lifecycle of construction projects.

These projects often involve numerous subcontractors, each with specific tasks and responsibilities. Subcontractor management software empowers general contractors to oversee and manage these subcontractors effectively, leading to smoother project execution. This software typically offers a comprehensive suite of features specifically tailored to the needs of construction companies and project managers.

5 Steps to choose the best Subcontractor management software

Here are 5 steps to help you choose the best subcontractor management software:

1. Identify your needs and goals

Begin by evaluating your current subcontractor management processes to identify gaps and inefficiencies. Define your specific challenges and what you hope to achieve with the software. Are you looking to improve communication, streamline document management, or increase your operational efficiency? Once you have a clear picture of your goals, you can narrow your options to software solutions that address those specific needs.

2. Evaluate features and functionality

Research different subcontractor management software options and compare their features. Look for features that are important to you, such as:

• Contractor onboarding and prequalification
• Communication tools (messaging, file sharing)
• Project management tools (scheduling, task management)
• Time tracking 
• Document management (upload Spreadsheets and other formats)
• Reporting and analytics (close out)

3. Consider budget and scalability

Subcontractor management software can range in price depending on the features offered and the number of users. Determine your budget and choose a software that fits within your financial constraints. Also, consider if the software can scale with your business as you grow.

4. User interface and training

Ensure the software has a user-friendly dashboard that is easy for you and your subcontractors to navigate. Try a free trial or demo to get a feel for the software's usability. Additionally, consider if the software provider offers adequate training and support resources.

5. Read reviews and get feedback

Consider additional sources beyond vendor information. Read online reviews from other users and see what they have to say. You can also talk to other companies in your industry that use subcontractor management software to get their recommendations.