Choosing Software as a Subcontractor
Most construction software is built with general contractors in mind. As a sub, your needs are different. Here's how to choose tools that actually work for you.
How Sub Needs Differ from GC Needs
Most software assumes you:
- Manage the entire project
- Have office staff for admin
- Control the schedule
- Need bidding and estimating modules
- Want an all-in-one platform
As a sub, your reality is different:
- You manage your scope, not the whole project
- Admin overhead needs to be minimal
- You work within someone else's schedule
- You may need to report into the GC's systems
- You need tools that work alongside whatever platform the GC is using
What Subcontractors Actually Need
Core Needs
| Need | Why |
|---|---|
| Time tracking | Labor is your biggest cost — accuracy matters |
| Daily reports | Document your work every day |
| Photo documentation | Prove what was done, when, and in what conditions |
| Punch list tracking | Close out faster, get paid faster |
| Safety documentation | Compliance is on you, not the GC |
Important for Growth
| Feature | Why |
|---|---|
| RFI tracking | Keep your questions and answers organized |
| Change order documentation | Protect your margins with a paper trail |
| Material tracking | Know what was delivered, used, and wasted |
| Equipment logs | Utilization tracking and cost allocation |
| Certified payroll | Essential if you do public or prevailing wage work |
You Probably Don't Need
- Full project scheduling (you manage your piece, not the whole thing)
- Owner communication tools (that's the GC's job)
- Comprehensive estimating modules (you likely have your own process)
- Full financial management (that's your accounting system)
The Multi-GC Problem
As a sub, you face a unique challenge: different GCs use different platforms. You might be asked to log into 3 different systems across your active projects.
The Solution: Own Your Data
Keep your own system. Use whatever the GC requires, but maintain your own documentation:
| Data | Why You Need Your Own Copy |
|---|---|
| Time records | Labor disputes, certified payroll, cost tracking |
| Daily reports | Claims protection, dispute documentation |
| Photos | Proof of conditions, work completed |
| Safety docs | OSHA compliance is your responsibility |
| Change order records | Payment protection |
Working with GC Platforms
When a GC requires you to use their system:
- Document in your system first — Then transfer key info to theirs
- Enter what's contractually required — Don't waste time on extras
- Export regularly — Don't rely on their system as your only copy
- Keep your records independent — You need data that follows you across projects
What to Look For
Must-Haves for Subs
- Works offline — You're on their site, not in your office
- Quick data entry — Your foremen don't have time for a 15-minute daily report
- Photo-centric — A picture is worth a thousand words in a dispute
- Mobile-first — It has to work great on a phone
- Your data stays yours — Full export capability
Certified Payroll (If Applicable)
If you do public works or prevailing wage jobs, you need:
- Prevailing wage rate tracking by trade and locality
- WH-347 report generation
- Apprentice ratio tracking
- Electronic certified payroll submission
Lien Rights Protection
Software that helps you track:
- Preliminary notice deadlines
- Lien filing deadlines
- Waiver management
- Payment timelines
Evaluating Cost as a Sub
Think About Total Value
Don't just look at subscription price. Calculate:
- Time saved on admin and documentation
- Disputes avoided through better documentation
- Faster closeout from organized punch lists
- Accurate labor tracking protecting your margins
- Compliance confidence avoiding fines and penalties
ROI Checklist
Good software for a sub should:
- Save 5+ hours/week in admin time
- Improve labor tracking accuracy by 1-2%
- Reduce time spent on disputes (with better documentation)
If it doesn't pay for itself within a few months, it's too expensive or you're not using it enough.
Getting Started
Step 1: Start with One Pain Point
Pick the thing that costs you the most time or money right now:
- Time tracking inaccuracy?
- Missing daily reports?
- Safety compliance paperwork?
- Photo documentation?
Step 2: Test on One Project
Don't roll out company-wide. Prove it works with one crew on one project.
Step 3: Get Field Buy-In
Your foremen have to actually use it. If they hate it after a fair trial, find something else. The best features in the world don't matter if nobody opens the app.
Step 4: Expand Gradually
Add projects, users, and features as you see value — not before.