Which Job Management Platform is right for your trades business?

There are lots of job management systems out there for trades businesses and lots of good ones.

You should definitely be using a job management system.

If you’re not using one you’re missing out on something that can save you time, reduce mistakes and frustration, improve your customer service (and your customers’ satisfaction) and improve your cash flow.

What is a Job Management System? 

A job management system uses a cloud-based software program that links or replaces the separate computer systems in your business.

In the old days, you prepared your quote in Excel, then cut and pasted the table into a Word Document, and then sent your quote by email. If it was accepted you ordered materials from your suppliers, then received their invoices by email; your tradespeople sent their timesheets in by email; you scheduled work and jobs using a calendar (Google Calendar probably) and you raised invoices within your accounting system (Xero, Quickbooks or MYOB), and you keep everything somewhere - quotes, orders, bills, invoices.

So there are lots of different systems needed for the one job: 

That is a lot of data entry and a lot of opportunity to make mistakes or waste time searching for things. And it gets more complicated and fiddly when you change quotes and orders as you go along.

So a job management system simplifies all of that. 

You send quotes directly, make changes and it links to your email so your job management system records customer acceptance of your quote. 

You can order your materials and the order is attached appropriately to a job, the invoice that comes from your supplier is also attached, and your trades peoples’ timesheets can be completed within the system too.

You can convert your quote into an invoice, manage your quotes and the follow-up, schedule jobs and techs and communicate with your customers. 

These job management systems can do a whole lot of things; they help you manage the work of your business, communicate with your team and your customers, reduce paper and mistakes and make filing and organizing easier. 

Every trades business should be using one.

So, which Job Management System should you use? 

There are lots of job management systems on the market. I’ll list the best-known systems here and make a short comment on why you might or might not use each one. (I know my list is not complete, these are the systems I came across first.)

Maintenance Trades: 
Builders: 

Servicem8 is firmly aimed at the maintenance trades. It’s great for scheduling jobs and communicating to the customer that your tech is on their way. Its pricing is simple and low cost - a fixed monthly fee that covers a set maximum number of jobs. There are numerous consultants to help and train you, including some who only deal with Servicem8. However, it only works on Apple devices so you may find yourself buying iPhones or iPads for your field techs who don’t have iPhones. But it supports checklists which is important.
Pros: 
  • Inexpensive
  • Simple to use (quick to learn for you and your team) 
  • Stable and well-supported 
Cons: 
  • Only on Apple devices
  • Only has job profitability on the premium version

Simple and easy to use, Tradify is also aimed at maintenance trades rather than those completing larger projects. It integrates with your accounting systems and supports job profitability analysis (job costing). Its price structure is tied to the number of employees, not the number of jobs. It’s aimed at smaller businesses, I’ve been told it doesn’t scale too well and it doesn’t support checklists.

Pros:
  • Runs on all computers and devices
  • Links to systems so all your job information is easily accessible.

Cons:
  • No checklists
  • Doesn’t scale well

Is a job management software designed for small to medium-sized trade and maintenance businesses. It seems to be great for a number of things including quoting, estimating, scheduling jobs and site visits, and timesheets. Unlike ServiceM8 it runs on both Apple and Android products. With Fergus, you can make a change or add a variation to a job as you go along. It has 2 pricing options; basic and professional, both fixed monthly fees per user with add-ons available.

Pros:
  • Tracks job profitability in real-time.
  • Real-time updates on jobs and field notifications.

Cons:
  • Set up and training of Fergus is quite difficult to navigate
  • You can’t edit quotes once you’ve published them

One of the easier-to-use job management software that is aimed at small to medium-sized projects. There’s an automated timesheet and activity feed so you can check in on your workforce. It has templates you can use to set up automated text messages to clients and employees. Ascora has templates for many different needs like jobs, quotes and invoices and the price is on the lower end of the job management systems. A cool feature is the client portal which clients have access to and can see regular updates of what you’re completing.

Pros:
  • Client portal.
  • Great customer support service.

Cons: 
  • Details can get lost on bigger projects.
  • It’s more compatible with Apple devices. 

Aro Flo boasts being a job management system that tracks any job, from any device from any location. It includes all the basics; timesheets, scheduling, invoicing and job costing and is an easy-to-use software. A feature that makes it stand out is that you can set it up to scan your emails for job requests and it automatically sets jobs up in the software. It can be used from any location due to the GPS tracking feature and can integrate with a wide range of other software making it a flexible and customisable software.

Pros: 
  • The online training feature is extremely advanced. 
  • Flexibility to accommodate a wide variety of business models. 

Cons: 
  • It’s mainly for smaller jobs, not the best solution for bigger projects.
  • Apparently there can be problems with timesheet functionality. 

SimPRO

SimPRO is a more complex system so it takes a while to learn the ins and outs of the software. It’s more skewed to maintenance trades as it was designed by maintenance trades. It has a good customer support system including help guides and training modules. SimPRO can merge with most accounting software, including Xero and Quickbooks. It’s got great office-to-field connectivity which keeps everyone on the team updated and helps with time management. It is one of the more expensive job management software.

Pros: 
  • Great customer support team
  • Customer portal and numerous applications. 

Cons: 
  • Skewed towards maintenance trades more so than builders.
  • It’s quite costly.

An application designed specifically for residential construction. It has streamlined quoting and invoicing, as well as a Gantt Chart feature to assist with task management and scheduling. NextMinute offers real-time cost track and reporting. It has in-app messaging for improved communication with the team. Reviews say it is a very user-friendly system with customisable features to suit different types of businesses.

Pros: 
  • Live job record held against estimates. 
  • Built for the Aussie market 
  • Scalable with pricing 

Cons:
  • Payroll integration isn’t extensive, excluding aspects such as leave management.
  • It does not offer the ability to take payments directly within the app. 

Apps for Builders

Buildertrend seems to be a great ($500 pm) project management system for residential builders. It incorporates a site diary, to-dos that you can assign to your people, variation control, selections, and Gantt charts that you can see all in one view for multiple projects (and it sends you alerts if you've double booked something).

It has in-built timesheets and time can be allocated. It includes geofencing so your trades business can be logged in and out automatically when they arrive or leave a job. Its estimating is not good though (unlike BUildXact), but you can import your estimates from Excel or other quoting packages.

Pros: 
  • Does more than other Job management systems 
  • Has a customer portal

Cons: 
  • GST isn't included when quoting (It’s an American system)
  • Not good for quoting
  • Simple accounting software 

BuildXact

BuildXact is a simple, easy-to-use job management system, built for all sizes of businesses both small and large. It seems to be great at tracking work schedules by sending automated emails and SMS notifications to employees. BUildXact includes features that allow you to update and add variations to quotes and jobs along the way.
It’s integrated with all the good guys; Xero, Quickbooks and MYOB which allows users to keep track of all their finances, invoices and orders.  It also has a monthly pricing plan.

Pros:
  • Great job estimating
  • Attentive customer support team

Cons:
  • It doesn’t integrate timesheets.
  • Gantt chart lacks flexibility.

Coconstruct seems to be an excellent project management system for smaller projects like custom home builders and remodelers. Users can sync data from their other systems like Quickbooks and Xero. The software offers all the basics; scheduling, estimating, job and client management, checklists and tracking of data which can be handled in the field via their mobile app.

Coconstruct also provides builders with financial management tools such as job costing, pricing and invoicing. All of these tools come with templates that you can customize to your liking to make everything easier.

Pros:
  • Great customer support and coaching/training help as well.
  • Integrates with your business entirely.

Cons: 
  • It can take a while to set up the software to your specified requirements as it’s a flexible software with many different solutions to suit everyone’s needs.
  • The app is far less advanced than the desktop version - with fewer options and features.

ProCore

Procore is a job management software aimed at construction project managers and seems like a great piece of software to help them manage many aspects of a job. Procore has the ability to connect all members of the team while on a job and helps manage the financials, estimating, planning and scheduling of a job. It’s also available on both Android and Apple devices. But a downfall is that it isn’t wholly integrated with many outside systems like QuickBooks or SAGE 300.

Pros: 
  • Making changes to lists and RFI’s on the move is very accommodating in the app feature.
  • Procore regularly updates its features to try to accommodate its customers. 

Cons: 
  • It’s an American company that uses many US-centric terms and language which could be annoying.
  • Lists and financials are not available on the app version of the software.
  • It’s costly

Bizprac is a job management software designed specifically for commercial and residential builders in Australia. They boast of being a fully integrated system, which means you can run your entire business from one place. Bizprac has a module for many features including quoting, job costing and job management and within these modules are features to help you proficiently organise each process. A cool feature of Bizprac is that it can prepare Gantt charts for each job. Bizprac has three packages that vary in features and pricing.

Pros: 
  • Fully integrated system. 
  • Live job tracking. 

Cons:  
  • Its plans and packages are not very flexible. 

Neo Intelligence

Neo Intelligence is a construction operations management software, it’s aimed primarily at subcontractors working medium to large-scale jobs in the construction sector. They help you manage jobs in terms of scheduling, timesheets and staff management. Hey can streamline payroll and have features to make customisation and integrations in a job seamless.

Pros: 
  • Live reporting
  • Compliance and safety tools and templates
  • Integrates with all the big payroll software companies

Cons:
  • Can’t handle bad reception, the system shuts down.
  • Takes a lot of time and energy to learn the system
  • Complicated reporting features 

Another cloud-based construction management software with a companion mobile app designed for construction professionals. Construction Online will help you improve team and client communication, and streamline project management processes, and the app has on-the-go access to crucial project information, that allows users to manage files, photos, contracts, schedules, financials and daily logs.

Pros
  • File and photo management. 
  • Financial review features.
  • Time tracking features for timesheets with clock in and out functionality.  

Cons 
  • Users have reported notification problems with the app on their phones.
  • The app has limited functionality compared to the desktop version.
  • There have been reported issues of calendar synchronisation.
  • It's one of the more expensive software.

Rave Build

Rave Build is a construction management software designed in New Zealand, especially for residential builders, with projects that range from custom homes to large productions. It offers a wide array of functions not dissimilar to its competitor apps. These include quoting, project management, scheduling, client communication, financial management and integration as well as contractor management. It's meant to be one of the more affordable options, yet they don’t mention any prices on the site.

Pros
  • Rave Build offers a client portal.
  • Reviews highlight the responsive customer support.
  • The software is very customisable.

Cons
  • It's another expensive software.
  • It has a focus on the New Zealand market with specially tailored features for the construction industry over there.

Wunder Build is a construction management software that offers pre-project organisation with quote proposals, lead and tender management as well as an estimating tool. They have all the usual tools in terms of job management; timesheets, scheduling, task organisation and document management. Wunder Build has features to assist in communicating with clients and your team and inbuilt budgeting and cost management tools. The platform is designed to support business growth through its ability to manage multiple projects at once.

Pros 
  • It has a user-friendly interface
  • Strong financial tools available
  • Mobile Accessibility
  • Automation of repetitive tasks
  • Affordably priced compared to other software tools

Cons 
  • It’s best suited to residential and small commercial builders, with limited customisation for large projects
  • This is another tool limited by internet connection, so not the best for builders working in remote areas

JACK App

JACK App is one of the newer cloud-based construction management software on the market, designed for builders and tradespeople. It aims at streamlining workflow, reducing administrative tasks and providing insights into the financial health of a business. It offers the standard features of job scheduling, timesheets, payroll integrations and client invoicing. It has tools to assist with client management (CRM), estimating with digital takeoffs abs AI-powered bill processing. JACK can also help you with your safety reporting, job costing, cash flow forecasts and has a subcontractor portal. So we’re looking at a pretty all-inclusive tool here.

Pros
  • Reviews say that it is very user-friendly
  • Like Wunderbuild it also has strong financial features
  • Great communication between team, client and subcontractors.
  • Scalability, so it's suitable for growing construction businesses.
  • Mobile access

Cons
  • May not be the most suitable for extremely large and complex commercial projects.
  • Reviews say it takes time and energy to become familiar with all features. 

How much does a Job Management System cost?

Job Management Software Price List by Small Fish Business Coaching

Who can help you with Job Management Systems?

I can, of course, but my advice doesn’t go much deeper than this article and saying something like “Pick one and get on with it”. Most of the systems discussed here are excellent and will do you well and there’s more benefit in doing what I say - choosing one quickly and committing to it and moving your business forward (rather than spending ages making sure you get the best one in the world).

If you want deeper help than my bullshit or help to implement  these systems into your business,  there are people who specialise in job management systems:

Tradiepad
Tradiepad is a training organisation for trades businesses. They’ll help you figure out which systems, apps and software you need to help you run your business efficiently. Then train you and your staff in how to use and manage these systems in your business. They have an immense resource section detailing a large number of job management software including those maintenance trades as well as those in the construction, and building industry.

Fippet
Fippet is a smaller consultation company that helps tradies understand the digital world and trains them and their staff in the use of cloud-based software programs. Jodi is the founder of Fippet and strives to help trades business owners consultations and set up services. She specialises in helping tradies with ServiceM8, Xero, MYOB, Deputy and Quickbooks.

Office Shed
Office Shed is a tradie admin support service. They offer admin solutions like bookkeeping, admin services, help with BAS and advice on job management software. They have a resource section dedicated to helping you decide which job management software works for you. They focus on the maintenance trade software solutions and have a catalogue of information on each software.

IT 4 Tradies 
These guys will help you with all your IT needs, including your website; design and management, IT Management and software support, they’re partners with Tradify so can give you all the details of that particular software.

Next Step:

BOOK A CALL WITH ONE OF OUR EXPERTS TO GET HELP DECIDING WHICH OF THESE JOB MANAGEMENT PLATFORMS IS RIGHT FOR YOU.

In this call we'll look at what systems you should be setting up to:

Get work into your business
Get that work done, profitably and easily; and
Get maximum performance out of your people.
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