5 Best Subcontractor Management Software for Construction

Leading a construction project means wearing a dozen hats at once. One minute you’re tracking down insurance certificates, the next you’re fielding calls about late payments or scrambling to fill a gap in the schedule. Add multiple subcontractors across different job sites, and you’ve got a hectic situation ripe for streamlining.

If you’re looking for construction project management software specifically for managing subcontractors, you’re in the right place.

We rounded up the top-rated subcontractor management software to help you make the right choice for your business. We cover features, pros and cons, and pricing of each product for easy comparison.

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How to know if you need subcontractor management software

Not every contractor needs subcontractor management software on day one. Smaller teams can usually get by with spreadsheets or other free tools.

But as your projects multiply and the number of subcontractors you rely on grows, you’ll probably start to outgrow those simplistic systems.

Here are a few signs that your business might be ready to adopt dedicated subcontractor project management software:

• You’re managing multiple projects at the same time.
  Keeping track of who’s on which site, what tasks they’re responsible for, and whether deadlines are being met gets messy quickly. Software makes it easier to see the big picture and avoid double-booking crews.
  
  
• Compliance is eating up too much time.
  Tracking licenses, insurance, and W-9s by hand is a job in itself. A missed expiration date can stall a project. Software keeps everything current without the manual work.
• Projects are slowing down.
  When communication breaks down, your project timelines start to derail. Subcontractor management software improves visibility so everyone knows where things stand before problems snowball.
  
  
• Invoices and payments are scattered.
  If subs are asking where their paychecks are and you’re digging through email chains to confirm things, it’s a sign you need software to bring invoicing and payments all under one roof.
  
  

Even smaller operations — like solar installers or HVAC contractors — hit this wall once they’re coordinating more than a few subcontractors. Putting the right system in place early helps you grow without drowning in manual admin work.

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What to look for in subcontractor management software

Construction technology should flex to fit your needs, not the other way around. 

When you’re evaluating subcontractor management software, focus on features that simplify your day-to-day and keep both you and your subcontractors working smoothly.

Here are a few key features you should prioritize:

• Subcontractor onboarding and compliance tracking
  Look for a tool that can manage licenses, COIs, W-9s, and insurance all in one place. Bonus points if it automatically pings you when something’s about to expire.
  
  
• Contract and document management
  Store agreements, change orders, and addenda securely with version control, so you’ll know which one is the most up-to-date.
  
  
• Scheduling and task management
  Look for software that makes it easy to assign responsibilities, line up resources, and coordinate project timelines to avoid overlap or miscommunication.
  
  
• Communication tools
  Scattered texts and endless email threads don’t cut it. Centralized messaging, file sharing, and project updates keep the whole team aligned in real time.
  
  
• Payment tracking & integrations
  Good software will sync subcontractor payments with your accounting platform to avoid double entry and other clerical errors.
  
  

More advanced features that add long-term value to construction businesses:

• A mobile app that gives field crews real-time updates
• Dashboards to track progress across multiple projects
• Reporting and analytics tools to forecast labor, budgets, and performance
• Automated workflows that cut down repetitive administrative work. 

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5 best subcontractor management software 

Choosing subcontractor software depends on the size of your business, the type of work you do, and how complex your projects are. 

Here’s our roundup of five of the best subcontractor management software platforms on the market today:

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1. Procore 

Best for large-scale commercial builders

Procore is one of the most widely used construction management software in the industry. Its subcontractor tools cover compliance tracking, change order management, payment workflows, and project-wide communication. Procore is undeniably robust, but it’s best suited for mid-to-large firms due to its pricing and complexity. 

Features

• Compliance tracking for licenses, insurance, and safety documentation
• Change order and contract management with version control
• Centralized communication hub for subs and project teams
• Payment workflows tied into accounting integrations
• Robust reporting and analytics

Pros and cons

Pricing

Procore doesn’t list pricing on its site. Costs vary based on the size of your company, number of projects, and modules selected. Most reports suggest Procore is on the higher end of the pricing spectrum — you’ll need a custom quote tailored to your operations. 

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2. Buildertrend

Best for residential builders and remodelers

‍Buildertrend offers an all-in-one construction management platform with strong subcontractor features. Builders can manage bids, contracts, and payments while also integrating client communication tools. It’s particularly popular with residential contractors and remodelers looking to keep projects organized while maintaining transparency with homeowners.

Features

• Bid management and subcontractor selection
• Digital contracts and change order management
• Integrated client communication tools
• Scheduling and task management
• Payment workflows and budget tracking

Pros and cons

Pricing

Buildertrend pricing isn’t explicitly listed online, but you can request a custom quote on their website. Pricing depends on the size of your business.

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3. Knowify

Best for small-to-mid-sized contractors

Knowify is ideal for specialty trades, home services contractors, and smaller construction businesses. Its subcontractor tools include e-signatures for contracts, compliance tracking, and simple project management dashboards. Knowify also integrates with QuickBooks, which makes it easier for smaller teams to manage their finances. 

Features

• Subcontractor contracts with digital signatures
• Compliance tracking (licenses, insurance, W-9s)
• Project dashboards with job costing
• Invoicing and payment management
• QuickBooks Online integration for financial tracking
  
  

Pros and cons

Pricing

Knowify plans start at $99/month for the Core plan with basic features. The Advanced plan costs $249/month.

A 14-day free trial is available.

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4. Fieldwire

Best for field coordination

Fieldwire is a mobile-first subcontractor management tool that focuses heavily on jobsite coordination, making it a great option for teams managing subcontractors across multiple field crews. It’s designed for mobile use, with task management, punch lists, and real-time updates that subcontractors can access directly from the jobsite. 

Features

• Task and punch list management
• Real-time mobile updates for field crews
• Centralized drawings and file storage
• Progress tracking and reporting
• Communication tools for field-to-office alignment

Pros and cons:

Pricing

Fieldwire offers a free version with limited features. Paid plans start at $39/user/month, scaling with advanced features like reporting and API integrations.

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5. Contractor Foreman

Best budget-friendly option

For smaller contractors on a budget, Contractor Foreman provides impressive subcontractor management features at an affordable price point. It includes contract management, compliance tracking, and scheduling, along with modules for safety and reporting. 

Features

• Contract and compliance management
• Scheduling and task assignments
• Safety modules and incident reporting
• Budget tracking and job costing
• Mobile access for field crews

Pros and cons

Pricing

Contractor Foreman is one of the most affordable options, with plans starting at $49/month (billed annually). Higher tiers add users and advanced features.

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Generic software vs. construction-specific software

It might be tempting to stick with free, general contractor software like a spreadsheet or QuickBooks add-ons. These tools might work for smaller teams, but they can become more of a bottleneck than a benefit as you try to scale. 

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Generic tools

• Pros: 
  
  • Affordable
  • Quick to set up
  • Easy to learn
• Cons
  
  • Lack construction-specific features
  • Doesn’t handle subcontractor contracts
  • Often requires manual workarounds

Construction-specific tools

• Pros: 
  
  • Designed for the industry’s unique needs
  • Include features such as lien waiver tracking, subcontractor insurance management, and field integration
  • Many often integrate directly with accounting and estimating systems
• Cons:
  
  • Typically more expensive than generic tools
  • May require training to implement effectively

If subcontractor project management is a core part of your business model, investing in construction-specific software pays off in saved time, reduced risk, and better and more accurate project outcomes. 

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Complement subcontractor management software with permit software

Managing subcontractors is only part of the puzzle. Even the most organized project can get delayed if permits lag behind. 

Keeping your timelines on track and completing projects smoothly is much easier with permit management software.

Pairing subcontractor management software with a permit management solution gives you a complete system for keeping jobs moving. While subcontractor software keeps your crews aligned and compliant, permit software ensures approvals are filed correctly, tracked in real time, and never lost in the shuffle. 

Together, they create a smoother path from planning to completion.

Round out your construction tech stack with PermitFlow. Get in touch with us today to get a demo.