Outdated Document Management Is a Major Competitive Disadvantage for Builders

During a build, a lot of files get passed between a lot of people. Whether you’re sending site plans to subcontractors, budgets to your staff, or change orders and progress photos to your clients, there are hundreds of files to keep track of and organize.

It’s important that these files get to the right people at the right time. But with so many moving parts, it’s easy for something to slip through the cracks.

You don’t have time to worry about change orders that never got approved or subcontractors that didn’t get their revised schedules. Delays are costly and can cause serious damage to your bottom line.

That’s why you need a construction management software with an electronic document management system (EDMS) that is built specifically for home builders. It should be cloud-based, easy to use, and have your back, enabling you to minimize your time in the office and maximize your time on the job site.

1. Every aspect of your business should be integrated

Many builders are turning to construction project management software like BuildTools for two main reasons. First, the software acts as a home for all your documents and secondly, it’s an easy way to enable collaboration on home building projects and share real-time details with contributors to keep everyone on the same page with updates.

BuildTools offers a complete suite of integrated digital tools to manage and consolidate information from every aspect of your business:

2. Document management should be centralized and automated

If you’re like most builders, you split your time between the office and the job site. Being on the go is great for keeping on top of what’s happening at the build. But it can make keeping track of your documents a nightmare.

With integrated project management software, whenever you or your team members add information in the system, make revisions, or update tasks, the newly entered data is available in every relevant module of the system. The newly entered data populates every relevant module in the system. You don’t need to worry about updated everyone involved on an individual basis or make time-consuming phone calls. There’s no need for manual data re-entry and no risk of mistakes or oversights.

You’ll have all your documents at your fingertips wherever you are, including change orders, final bids, plans, selections, financial documents, and more. No more going back to the office and digging through your desktop or paper files. You save valuable time and eliminate guesswork by having instant access to any document you need.

3. Your reputation depends on transparency and accountability

Your staff, subs, and clients need access to different documents at different times. From plans, change orders, and financial documents, you need eyes and approvals on all your documents. You also need a system to locate each document instantly when you need it and make sure it doesn’t get buried on a desk or in a truck.

It’s not that you don’t try to keep track of things – you do, and most of the time, you get it right. But when things inevitably fall through the cracks, time and money go down the drain. If you’re relying on your trusted notepad and pen, you may feel like you have everything in control. But there’s no way to easily share information with your team. Even if you’re using a more high-tech system, spreading information across different platforms creates its own maze.

With BuildTools, accountability and transparency are built in. You can access any document, provide up-to-date information and answers at any time, and give others instant access with the click of a button. Your team stays informed about updates in real-time. If questions come up, there is one copy of the document to refer to – no competing copies in different hands, and no “he said, she said.”

There is no more time wasted with file updates or one-on-one calls to contributors with project changes. Since BuildTools supports text message updates, your subs get updates on their assignments from their phones, tablets, or laptops without ever leaving the job site. Information is automatically archived, so you can retrace your steps to see why changes were made. You can pull up records of change authors, dates, and reasons any time.  

4. You need enhanced security and regulatory compliance

At a time of rapidly escalating cybercrimes, data security has never been more important. A strong document management system offers control over sensitive documents with permission-based access. It also generates an audit trail so that you can see who has viewed or modified a document. Highly sensitive documents can be managed with tags to enable automated alerts.

Non-conformance to compliance requirements can be just as perilous as lapses in security, leading to fines, revoked licenses, and even criminal liability. Construction management solutions with proper document management features enable securely store documents, give you a way to archive documents so you always have access, and provide ensure any document added meets local and federal data privacy requirements.

Get back to doing what you love

You don’t like paperwork and neither do we. That’s why we developed an easy way to keep your documents accessible and shareable in real-time from anywhere you have an internet connection. You’ll spend less time shuffling papers and making calls, and more time on the ground, doing the job you love.

Ready to spend less time shuffling papers and more time on the job site? Schedule a demo to see BuildTools in action and find out how it can help you take your business to the next level.


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You know you need a better construction project management system and you’ve decided that an app is your best option. But with so many solutions to choose from, which one is right for you?

It’s easy to get lost in the weeds. But at the end of the day, you need a solution that helps you do better work, faster.

At BuildTools, we’re dedicated to making our product the best it can be to help you tackle everyday challenges. Here are three areas where we leave competitors like Buildertrend and Co Construct in the dust.

1. Consistent pricing

You need transparent, affordable pricing – not a system that penalizes you for success. That’s why we offer one flat fee for as many projects as you want.

Want to give clients access to select features like site photos and change orders? We’ve got you covered. Simply set up a custom client portal and give them access to features they need, while keeping proprietary information private. We know that satisfied customers are one of your biggest assets, so unlike Co Construct, we won’t charge you extra to keep them happy and eager to recommend you.

2. Simple user interface

You don’t have time to learn a complex software program. And you shouldn’t have to be a tech guru just to succeed as a builder.

We get it. BuildTools was created by a builder who wanted to make things easier and more efficient for his own company. Our software is based on real-world industry experience, tailored to your needs as a builder, and easy to use.

Simplicity is one of the main things our customers comment on after switching from systems like Buildertrend and Co Construct. Don’t just take it from us, though. Check out our case studies to find out why our customers chose BuildTools.

If your subcontractors are better at hands-on project management than tech, you can be confident that BuildTools will meet them where they’re at and let them focus on what they do best – just faster and more efficiently.

3. Support when you need it

We know it’s not always smooth sailing when you implement a new system, but we’re confident we can help you succeed. When things get difficult, you need an expert to help you get back on course.

That’s why we have an expert support team at your fingertips. When you purchase BuildTools, you’re not just buying a software platform. You also gain access to our team – a smart, dedicated group of builders and software engineers who are great at making sure our product works for you.

Need something fixed? Just reach out and we’re on it.

Finding the right tool for your business

There are a lot of construction project management software options out there. If you find yourself asking which solution is right for you, we’ve got you covered with our Construction Management Software Buyer’s Guide.

A construction management solution can give you more time back in your day, simplify administrative work, and keep more money in your pocket. It’s important to go with a solution that meets your needs, which is why we created our buyer’s guide. In it we provide everything you need when comparing options.

In the guide you’ll find information on:

  • Industry challenges and internal needs. Find a platform that increases your efficiencies, not one that requires more new hires to run.
  • Features to consider. Cut through the extras. What features do you need to drive success for your custom home building or remodeling business?
  • Pricing models. You need simple, transparent pricing that works for your bottom line. Find a model that doesn’t eat away at your margins with confusing plans, short-lived introductory pricing, or per-project fees.

The right software should make your life easier, not harder. Download our guide today and find a solution that lets you get back to doing what you do best. We even included a checklist you can use to compare your top three choices side by side!

Construction project management software that makes your life easier

At the end of the day, BuildTools is the only construction project management software designed by builders, for builders.

We understand your challenges. We know what your typical day looks like because we’ve all been there. That’s why we designed a solution with a workflow you’ll recognize and features to help you create faster, more efficient processes that get the job done and put more money in your pocket.

Schedule a demo to see BuildTools in action and find out how it can help you take your business to the next level.


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Often, the quality of your finishes is dependent on the job site environment. Cleanliness is next to godliness, but humidity and temperature also play a huge role. We hear from many of our builders that clients don’t understand the importance of maintaining consistent temperature and humidity post construction, and it leads to swollen or shrunken millwork, buckling hardwood flooring and doors, mold, and other horrible things.

Maintaining a consistent environment during construction is equally important. Here are some of the best practices that our builders have been using to build the best possible homes in their markets:

1. Check the moisture content of the building materials throughout the process. Use a pin type moisture meter (General Tools MMD4E Moisture Meter) to gauge moisture content when materials are delivered, then on a regular basis throughout the process. Use BuildTools daily reports/ job log to record the measurements. This provides a great means to look back on the project and determine the cause of potential failures. Date is key to understanding where things went wrong!

2. Once your project is enclosed, be sure to control the humidity and temperature.  We’ve found that the hardware store type temp and humidity meters are junk – put 3 of them in the same space and you’ll get 3 very different readings.  Then, they are only useful if you look at them when you are on site and record the info.  The best means we’ve found to monitor the indoor environment of projects is the Kestrel DROP D2.  These little units record temperature and humidity (and other items) on a regular basis.  Connect to their app and download a month’s worth of readings.  Many of our builders are installing these in every project, then uploading the log file to a folder in BuildTools Documents module.  Great insurance/ proof that you’ve maintained the environment of your projects.

3. Once you have the data, then you need to fight the natural environment.  Humidify in the dead of winter.  Dehumidify in the summer.  It’s an ongoing battle against mother nature.  Our advice – rent as much as possible.  Dehumidifiers get damaged and need a lot of maintenance.  We like the commercial units like the Dir-Eaz  for dehumidification and the AIRCARE Space-Save Evaporative Humidifier for humidification.  It’ll handle up to 2700 sq. ft. of space and runs a few days before needing to be refilled.

4. Control air quality and reduce dust to get the best finishes and keep your crews and your clients healthy.  We’ve heard from many of our builders that they prefer the BuildClean units.  Homeowners realize that a remodel (or new build) will disrupt their lives and their property.  They won’t accept the dust, hanging in the air and gathering on their things. Eliminate it while it’s still in the air & give your clients peace of mind, and build your business all at the same time?

If you’re in the middle of the bidding process, you know that it may be a while before you can actually break ground on your project. Lining up subcontractors is extremely time-consuming.

First, you need to send out requests for bids, and it takes time and effort to make sure you’re reaching out to reputable, affordable subcontractors. Then, it’s hurry up and wait as the subcontractors process your requests and send their proposals in. Finally, you need to budget time to sift through all the proposals, and to make choices that that will meet your quality standards and keep you profitable.

One way to streamline the bidding process: Construction Management Software.

Here are three ways construction management software can streamline the bidding process.


1. Manage Your Subcontractors

Say goodbye to the days of sifting through your contacts to reach out to some people but not others.  

When it’s time to send out requests for bids, simply scroll through your subcontractor list on your construction management app and select the ones you want to receive bids from. A great construction management software can support all of your subcontractor contact information. And your implementation team will make sure that it’s organized in a way that works for you.

Simply scroll through your list, click on the subcontractors you want to reach out, and you’re done.

2. Stay on Track

Waiting for bids to come back can be a real pain. You’re busy, and you know your subcontractors are too, but delaying the build process while waiting on bids is an easy problem to avoid. With BuildTools, you can set due dates for all your bids – and due date reminders – so you can easily keep track of upcoming deadlines.

Due date reminders mean you can stop hounding subs to get their bids to you. Instead, set a reminder to be sent out a week or a few days before bids are due and get on with the rest of your day. You’ll increase your efficiency and get bids back in a more timely manner, allowing you to make the right decision for your client at a price that works for you.

3. Centralize Bids in One Easy Platform

Once you get bids back from your potential subcontractors, it’s time to sift through them and find the best option. One hurdle – a lack of standardization across bids can make them hard to compare.

Using a construction management software allows you to standardize the submission process and easily compare offers. Whether you want bids submitted in a web-based form, or a simple email, a construction management platform means you’re in control, not your subs.

Take Back the Bidding Process

Having your bids in order gives you the ability to make the best choice for your build while keeping it moving along at the right pace. BuildTools streamlines the bidding process to keep your build on schedule. Ready to see how BuildTools can help your business? Schedule a demo today.

Every day on a site is hectic. Part of your job is being prepared for the unexpected and being able to adapt. While it’s a testament to your ability to navigate changes and mishaps, so is eliminating surprises all together. Avoiding surprises will ensure that you stay on schedule and on budget, making the most of your resources.

Missed deadlines, slow contractors, materials arriving behind schedule, and a lack of streamlined processes all lead to breakdowns in communication. Sound familiar? That’s because these are just a handful of daily issues that builders encounter.

These issues happen for a variety of reasons. Missed deadlines have a variety of negative consequences. Poor scheduling stems from: relying on memory to meet deadlines, not promptly informing the impacted parties of a schedule change, and having to manually follow up with subcontractors to confirm they can perform the scheduled work. 

A major root cause of the issues mentioned above stem from communication. Whether it’s from a lack of communication, slow and untimely communication, or, little to no record of communication, this is a costly error that can be seen all over the country. These inefficiencies go both ways; sometimes, the error is on an underperforming subcontractor, a client who doesn’t remember what they communicated, and at times, the error is on the project manager for not having a tried and tested process to professionally manage their people and projects.

As a result of these inefficiencies, money gets lost, the pace of the project slows down and deadlines are not met. An influx of schedule changes also effects other parties who become upset by your inability to be punctual. Not to mention bruising your reputation from the clients point of view.

As surprises are part of our industry, establishing a proven process goes a long way. Creating a weekly report will help keep clients up to speed with project status. Weekly reports should feature items such as: Current status of project, customer financials, latest project pictures, approved change orders, and more.

Creating these weekly reports on a digital platform makes distribution and documenting all items much easier for both your company and your client. Digital documentation also increases transparency to display your teams responsibility and control of the project.

Managing time more efficiently allows a project manager to follow up on delegated tasks and avoid mishaps like a client showing up to a site where no one is working.

What is the key? One central database. With a central point of communication, parties involved can post questions, comments, and view deadlines in real time. Leveraging technology allows us to centralize important communication across an entire project, ensuring everyone is always on the same page.

With these techniques at your disposal, you’ll meet and exceed expectations. You will be well prepared to tackle these common problems that present themselves on a daily basis.

During any given build, a lot of files get passed between a lot of people. Whether you’re sending site plans to subcontractors, budgets to your staff, or change orders and progress photos to your clients, there are a lot of files to keep track of.

It’s imperative that these files get to the right people at the right time. But with so many moving parts, it’s easy for something to slip through the cracks.

You don’t have time for change orders that never got approved, or subcontractors that never got their revised schedules. Delays are costly, and do serious damage to your bottom line.

You need a communication system you can trust. One that’s easy to use, and has your back. One that lets you minimize your time in the office and maximize your time on the job site.

That’s why many builders are turning to construction project management software like BuildTools. Two main advantages? One home for all of your documents, and an easy way to keep everyone on the same page with updates.

Keep All of Your Documents in a Single Space

If you’re like most builders, you split your time between the office and the job site. Being on the go is great for staying up to date with what’s happening at the build. But it can make keeping track of your documents a nightmare.

By implementing a software like BuildTools, you’ll have all your documents at your fingertips, wherever you are. What types of documents are supported? Everything you need, including:

  • Change orders
  • Final bids
  • Pictures
  • Plans
  • Selections
  • Financial documents

Having all of these resources at your fingertips means you can quickly pull them up whenever, wherever you need them. No more going back to the office. No more digging through your desktop or paper files. Save valuable time, and keep track of everything by keeping it close by.

Never Lose a Piece of Paper Again

If you were a one-person show, keeping track of your documents would be difficult. But since your documents need to pass through a number of hands, keeping track of their movements can be close to impossible.

Your staff, subs, and clients need access to different documents at different times. From plans to change orders to financial documents, you need eyes and approval on a lot of things.

But you also need a way to find each document – and make sure it doesn’t get buried on a desk or in a truck.

It’s not that you don’t try to keep track of things – you do, and most of the time, you get it right. But when things inevitably fall through the cracks, time and money you need goes down the drain. If you’re relying on your trusted notepad and pen, you may feel like you have everything in control. But there’s no way to easily share your data with your team. And even if you’re using a more high-tech system, spreading information across different platforms creates its own maze.

With BuildTools, there’s no hassle. Access any document, any time – and give others instantaneous access with the click of a button. Keep everyone in the loop, in real time as changes happen. Stop wasting time updating your files, or calling your team members one by one with changes. Since BuildTools supports text message updates, your subs can get easy updates on their assignments from their phones, without ever leaving the job site. (Wondering how to introduce your crew to new tech? Check out this step-by-step guide.)

If questions come up, there’s one copy of the document to refer to – no competing copies in different hands, and no “he said, she said.”

Worried about losing archives about why changes were made? Don’t be. BuildTools automatically archives changes. Pull up records of change authors, dates, and reasons any time. You’ll sleep easier knowing that your clients are getting exactly what they want.

Get Back to Doing What You Love

You don’t like paperwork, and neither do we. That’s why we’ve developed an easy way to keep your documents available, up-to-date, and shareable from the palm of your hand. You’ll spend less time shuffling papers and making calls, and more time on the ground, doing the job you love.

Ready to spend less time shuffling papers and more time on the job site? Schedule a BuildTools demo today, and get back to doing what you love.