5 Best Construction CRM Software + Why You Need It

Construction projects require more than just setting up scaffolding - they involve a lot of planning and coordination to get off the ground. Even getting approval from a client can feel like a major hurdle.

That’s why many construction companies use Customer Relationship Management (CRM) software. These tools make it easier to manage tasks, track progress, and stay organized.

In this guide, we’ll review the best CRM options for construction companies. You’ll learn what makes each one stand out and how to choose the best fit for your business.

What Is CRM Software and How Can It Help Construction Companies?

Before we look at our list of best construction CRM software, let's refresh our understanding of what CRM software is and how it benefits construction companies. Understanding these benefits will help you focus on the features that matter most for your business.

CRM software serves as a central hub where all your customer data lives. Think of it as your company's memory bank, storing everything from initial contact information to project history. Your whole team can access this information whenever they need it.

A CRM tracks every interaction with your customers, from emails and phone calls to social media messages. It can even automate routine tasks to save you time. From facilitating communication to resolving customer issues, a CRM does it all.

Here are some specific ways CRM software can help construction companies tackle their biggest challenges.

Reduce Data Silos

In 2020, Autodesk and FMI Consulting found that "bad data" cost the construction industry $1.85 trillion in 2020. They define "bad data" as information that's inaccurate, incomplete, inaccessible, inconsistent, or untimely.

A CRM solves this by creating a single source of truth. All your project information, customer details, and communication history live in one place.

Depending on your company's size, you might handle everything from lead nurturing to project management. That's a lot of information to keep track of.

Without a central system, data ends up scattered across different departments and platforms. This makes it harder to use that data to make better decisions.

Increase Average Customer Lifetime Value (CLV)

Four out of five projects at high-trust construction companies come from repeat clients, boosting revenue by 2% to 7%. Plus, each successful project can lead to more work down the line.

A CRM provides a complete record of every customer interaction from day one. This means that when you're working on your fifth or sixth project with a client, you can easily reference past work and provide personalized service.

Streamline Processes

CRM automation can handle routine tasks like data entry, schedule follow-ups, and set reminders. While you're focusing on current projects, your CRM keeps potential leads warm.

In construction, wasted time means wasted dollars. Most construction companies in the United States have fewer than five employees. That means everyone wears multiple hats and juggles various responsibilities, making efficiency and streamlined processes essential.

Stay Organized

At its core, CRM software is your digital filing cabinet. Instead of hunting through spreadsheets for client details, digging through old emails for project specs, or relying on sticky notes for reminders, everything lives in one place.

This centralized approach saves time. It also prevents mistakes and confusion that come from having multiple information sources. When everyone on your team can access the same up-to-date information, work flows more smoothly - and mistakes happen a lot less often.

What Makes the Best Construction CRM Software?

Construction companies have unique software needs. Here are some key features to look for in a CRM to make it valuable for your construction business:

Detailed Project Tracking

A good construction CRM lets you monitor projects from start to finish. You should be able to track tasks, hit milestones, and meet deadlines all in one place.

Unlike simpler service businesses, construction projects have multiple moving parts and deliverables. You need to stay in touch with clients, coordinate with suppliers, and keep your team efficient. The right CRM brings all these pieces together on a single platform.

Lead Management

In the construction industry, stellar customer service matters from the first point of contact. Your CRM should help you organize leads, set follow-up reminders, and track all interactions with potential clients.

Construction companies might not get as many leads as other industries, but each lead can be incredibly valuable. It's not unusual for a single project to cross the million-dollar mark.

The last thing you want is to let leads slip away. When someone shows interest in your services, you need a reliable system to track that interaction and follow up with them.

Subcontractor Management

The right CRM lets you keep subcontractor communications separate from client interactions while keeping everything organized and accessible.

Although it’s called customer relationship management, these tools also help manage relationships with everyone involved in your projects - including subcontractors. Poor communication with subcontractors can derail a project, which can lead to delays, misunderstandings, added costs, and unhappy clients.

Estimating and Quoting

Your CRM should help you generate professional quotes and estimates. It should also track changes and adjustments to original quotes.

Unlike retail stores with fixed prices, construction companies need to provide custom quotes for each project. This detailed record-keeping comes in handy during tax season, too. You'll have a complete history of all quotes and estimates from throughout the year.

Integrations

Think of integrations as bridges connecting your CRM to other tools you use. Some CRM providers offer various built-in connections, while others let you create custom links through their API.

The integrations you need depend on your business type. A home remodeling company showcasing work on social media needs connections that are different from those of a government contractor working with procurement platforms.

Email integration is crucial for most firms since so much communication happens there. Choose a CRM that connects with the tools your team already uses. You can also check out our top picks for the best CRM software for integrations.

Analytics and Reporting

While not unique to construction, every company should track its data. A good CRM collects valuable information about your business operations. You can track project timelines, see how long it takes to convert leads into customers, identify which types of quotes close more deals, and measure marketing campaign success.

This data helps spot areas for improvement and reveals patterns in customer behavior. You can check out our top picks for best CRM software for reporting to learn more.

Support

The last thing a construction company needs is software problems slowing them down. Many professionals operate from mobile offices - often their pickup trucks - while moving between job sites. When CRM issues arise, they need quick and reliable solutions.

This makes responsive customer support essential. Your CRM provider should be ready to assist whenever you need help.

Curious about which CRMs offer the best support? Check out our top picks for best CRM software for support. Or read How to Compare Software for tips on how to use our tools to make an informed decision.

The Best CRM Software for Construction Companies

Here at Softailed, we've developed a thorough evaluation model to help you choose the right software solution.

Here are our top picks.

Buildertrend - Best Overall

Buildertrend claims their solution can help you increase profits by up to 100% by capturing more leads. And they have the features to back those claims. Simply put, it's the ultimate all-in-one platform for construction companies.

At its core, Buildertrend is construction management software designed to excel at project tracking. Its intuitive interface keeps all your projects organized in one place and makes it easy to share documents with stakeholders. Features include daily logs, to-do lists, and change order management - essential tools for monitoring progress, assigning tasks, and documenting daily activities.

On the CRM side of things, Buildertrend has great lead management functionality. It allows you to create custom forms to capture leads, track interactions with potential clients, and build detailed proposals. Their integrated estimating software comes with automated proposals and pre-built formulas for accurate job costing, which makes quote creation a breeze. It also supports electronic signatures to expedite the approval process.

Buildertrend integrates with various third-party applications to enhance its functionality, although not nearly as many as general CRMs. It connects with accounting software like QuickBooks and Xero for seamless financial management. Additionally, it offers CRM integrations with platforms such as HubSpot, Salesforce, and Pipedrive to enable centralized lead management and improved client relationships.

Buildertrend Business Insights connects with your other tools to provide a continuous flow of actionable data. You can build custom dashboards and reports to visualize your metrics exactly how you want them.

For those who need contractor management functionality, Buildertrend offers a Sub Portal, where subcontractors, trades, and vendors can access relevant information. Here, subcontractors can get access to schedules and even participate in project bidding. The Customer Portal is another standout feature. Your clients can check their project status online or from their phone, which improves communication and transparency.

Being tailor-made for construction companies means Buildertrend offers unique features CRMs don't. You can send bid packages to multiple subcontractors at once and track bills and purchase orders for materials. The software even integrates with The Home Depot Pro Xtra Loyalty Program. Support is great, with an extensive Knowledge Base in the form of The Buildertrend Learning Academy and University. Plus, you have phone, email, and live chat support when you need personal assistance.

From project and sales management to financial tracking and communication tools, Buildertrend offers a complete solution.

A Few Alternatives

Similar all-in-one construction management software options include:

• Houzz Pro: Geared toward designers with tools like 3D Floor Planner and Mood Boards. Includes invoicing, proposals, lead generation, and Quickbooks integration.

• BuildBook: A traditional CRM following leads through the sales pipeline, with a client dashboard, budgeting tools, and invoicing features.

• Procore: Builds custom software packages for each client. Includes a mobile app and specific tools for commercial, industrial, and residential projects. Expensive but flexible for bigger companies.

HubSpot - Best for Comprehensive Features

HubSpot is actually one of Buildertrend's integration options, but it stands strong on its own. This powerhouse marketing platform includes a robust CRM system that construction companies will find valuable.

The marketing automation tools shine when it comes to lead nurturing. You get a live chat feature and AI writing capabilities to respond quickly to inquiries. The dashboard and reporting software help track your marketing efforts with precision.

While HubSpot lacks a dedicated subcontractor management feature, you can create a custom property labeled "Subcontractors" and use it to track and manage your subcontractor relationships alongside your other contacts. There are no specific features for subcontractor scheduling, compliance tracking, or communication management. The best you can do is create contact records for subcontractors.

You can create custom properties and pipelines to monitor project stages and statuses. The Deal Pipeline feature lets you track both individual and team performance, plus create custom sales pipelines using a drag-and-drop editor. You can also create basic sales quotes, collect e-signatures, and process payments via the platform.

You'll find solid features when it comes to analytics and reporting. The platform provides an in-depth analysis of sales performance, customer behavior, and marketing effectiveness.

Although HubSpot markets itself as free, you only get basic tools at that level. For more features, you'll need to invest in one of the premium editions of Sales Hub. You can't just pay for the CRM separately.

However, HubSpot makes up for this with one of the industry's most user-friendly interfaces. Their support is top-notch, too, with responsive customer service and an active community that is always ready to help.

Pipeline CRM - Best for Sales

Pipeline CRM delivers everything you’d expect from a robust CRM. It tracks leads, manages customer interactions, and even includes construction-specific features like project management. You can organize project documents, building permits, and contractor reports all in one place. You can also add notes and store documents to ensure all essential information is easily accessible.

On the leads management side, Pipeline CRM allows you to capture, track, and nurture leads. Customizable data fields and deal stages allow construction companies to tailor the CRM to their own sales process as well.

While Pipeline CRM focuses on client relationships and the sales pipeline, it does have some functionality that includes contractor information. By creating custom fields and contact categories, you can track subcontractor details and communications. However, it lacks specialized features found in dedicated subcontractor management tools, such as compliance tracking and scheduling.

Pipeline CRM doesn’t have many integrations, but it does integrate with email providers, marketing automation software, accounting, communication, and task management software. It also connects with Zapier, making it possible to connect with hundreds more apps.

If you need to create estimates, quotes, and contracts, Pipeline has tools for that, too. It facilitates bids and proposals management to let users track all prospect and customer interactions. Its analytics are also a standout feature, with tools like Loss Tracking Technology that provide insights into sales performance. Users can generate reports to monitor key metrics so that companies have all the information they need to make data-driven decisions.

If you need help, the company is known for its high-quality customer support. It provides unlimited chat and email support for all users, although phone support only comes with the highest-level paid plan.

Zoho CRM - Best for Affordability

Zoho CRM combines project management and customer relationship management in one affordable package. The platform generates estimates and converts timesheets into invoices for seamless client billing, while budget forecasting helps keep projects on track financially.

When scheduling jobs, you can set contingencies and plan for delays in procurement, deliveries, and approvals. The dependency feature helps keep complex projects on track, and you can tag contacts as vendors or customers to streamline subcontractor management. Document storage is centralized and straightforward, and their analytics let you define KPIs, metrics, risks, and terms and conditions.

The platform makes communication easy across all parties involved in your projects. On the CRM side, you can create advanced workflows and no-code functions to help you sell and scale efficiently. The drag-and-drop form creator offers plenty of customization options. You can even categorize building resources, such as equipment, machinery, or material for better organization.

Zoho also offers comprehensive tools for estimating and quoting. You can create, manage, and invoice seamlessly. Integration with Zoho Books and Zoho Invoice allows you to accept payment through the platform. Zoho integrates with hundreds of other apps too, including all the popular ones you’d expect.

While managing subcontractors isn’t a core function of Zoho CRM, you can create custom modules and fields where users can store subcontractor information and track interactions.

Support is primarily self-service through their help center. You can open support tickets, but phone support isn't readily available. The level of support varies depending on your subscription level.

Monday.com - Best For Simplicity and Small Projects

Think of Monday.com as Zoho's easier-to-use cousin. This is your platform if you want to get up and running today. The lead management system shines by guiding prospects through each stage, from initial contact to closing, covering negotiations, proposals, and contracts along the way. Once you're set up, you can track your budget, timelines, and resources at a glance, with construction templates speeding up the process even more.

While Monday.com isn’t designed for subcontractor management, it provides a lot of flexibility. It lets users create custom boards to track subcontractor information, assign tasks, and monitor performance. Preset templates just for construction management can also make it easier to jump right in and get started with this software.

Creating quotes and invoices is effortless with the dedicated app, which integrates seamlessly into your workflow. The analytics tools allow you to manage multiple project budgets simultaneously, and the platform’s highly customizable, no-code design adapts to your specific needs.

Monday.com supports more than 200 integrations, including email platforms, calendars, and Excel for advanced analysis and reporting. This allows for significant expansion of the platform’s functionality.

Speaking of reporting, Monday.com lets you track just about anything using its formulas and filters. You can also build anything you’re tracking into your own dashboard.

Monday.com’s support is fantastic. There's 24/7 access to support through various channels.

Honorable Mention

Before you evaluate your options, we should mention JobNimbus. While it targets the roofing industry specifically, it offers many features similar to other platforms.

For lead management, you get integrated text messaging, email, and Caller ID, which adds a professional touch to your communications. You can order directly from suppliers, submit estimates with one click, and access plenty of integrations. This CRM is an excellent choice for those managing home renovation or general contracting businesses.

Choosing the Right Construction CRM Software

As you can see, these platforms each bring something unique to the construction industry. Buildertrend rises above when you're managing multiple job sites and need robust team coordination. Its client portal and comprehensive tracking features make it a powerhouse for mid-sized to large construction firms that juggle complex projects.

For companies investing heavily in digital marketing, HubSpot shines with its powerful lead generation and automation tools. You'll get the most value if you're looking to scale your marketing efforts or handle a steady stream of leads.

Pipeline CRM, on the other hand, is best for construction businesses with active sales teams – especially if you're dealing with lots of bids and proposals.

If you're looking to stretch your budget without sacrificing features, Zoho CRM might hit that sweet spot. It packs enough punch for small to medium-sized operations while keeping costs reasonable. And if you're seeking simplicity, Monday.com's clean interface and ready-to-use templates make it perfect for smaller contractors who need to get up and running quickly.

Of course, for a full suite of construction-focused tools, choose Buildertrend. It’s a leader in this space for a reason.

You might also want to explore our guide to the Best CRM Software for Small Businesses, which focuses on affordable, easy-to-use solutions designed to meet the unique needs of smaller teams.

Compare Your Options

Selecting CRM software for a construction business isn't a decision to take lightly. Each option brings something unique to the table. Check out our top picks for best CRM software for a complete overview of top providers.

Alternatively, our Comparison Tool for CRM software lets you see your favorite options side-by-side, comparing features, prices, and more.

Don't let another day go by without the right tools to manage your construction business. Take control of your operations today with the CRM that fits your needs.