The best contract management systems - part 2

Many businesses hire contractors – but managing what is sometimes a chaotic process can quickly get messy. In the second part of this two-part guide, Simpro looks at the best systems available and how to tell if you need them!

To help get you started on finding the best contractor management system for your business, we've compiled a list of the top vendors with their pros and cons. Depending on your current processes, how many contractors you need to manage, and the goals of your business, you'll need to assess each system to find the best match.

Option 1: Simpro

An all-in-one field service management platform, Simpro offers everything growing trades businesses need in a contractor management system – and much more. From scheduling and timesheets to site management, fleet tracking and customer and contractor portals, Simpro offers one of the most robust feature sets designed for trade businesses to succeed.

Simpro users praise its comprehensive and logical workflows and its end-to-end tracking capability from lead to quote to job, and then to invoice and payment.

As a comprehensive platform, there are quite a few features and capabilities to learn but, with Simpro-provided training available, once you get the platform running for your business, it's second to none.

Option 2: Housecall pro

For trade businesses looking for an app that will help them with scheduling, dispatching, invoicing (including estimates and payments) and even collecting reviews, Housecall Pro is a solid choice. Offering features that help businesses throughout the entire sales cycle, the platform promises to help its users work simpler and grow smarter.

User reviews highlight ease of use, although several mention issues with bugs and varying success with customer support.

Option 3: Jobber

A field service management platform that offers many of the features necessary for contractor management, Jobber helps trades stay on top of appointments, create quotes, schedule jobs, send invoices and get paid by customers.

Users who reviewed Jobber mention the app's ease of use but some may find the features too simple for a growing business. The lack of some functionality may also prevent some users from experiencing success with the platform. So, ensure it has what's critical for your business before putting all your eggs in the Jobber basket.

Option 4: Contractor+

Contractor+ stands out as a leading contractor management system with its user-friendly mobile platform that helps contractors run their entire business from one place. The platform includes real-time project tracking, automated invoicing, and precise scheduling features that save time and reduce errors. Its standout features include a Pro+ Estimator for detailed project quotes, automatic invoice generation from estimates, and built-in client agreements with digital signatures.

Contractors can manage employees, control access levels, track hours and mileage, assign job sites, and monitor equipment usage. The platform integrates with QuickBooks for seamless financial management and offers powerful CRM capabilities to handle leads and client relationships effectively. With features for job scheduling, dispatching, payments, time tracking, and reporting, Contractor+ provides contractors everything needed to expand their operations while maintaining efficiency.

Option 5: Leap

Leap focuses more on contractor management than the others on our list but that doesn't make it any less of a fit for businesses that need help with project management, lead management, team collaboration and other business management processes. While Leap has the features you would expect from good contractor management software, user reviews report that it can be pricey to start with and some report accuracy issues with analytics.

Option 6: Service fusion

Like most options on our list, Service Fusion is an all-in-one field service management software that helps trades with customer management, dispatching, scheduling, invoicing, reporting and payments. One of the more expensive options at a base price of $195/month, the platform does offer end-to-end features that help both in-office and field team members with their day-to-day work. Reviews do mention the vast number of features can be overwhelming and difficult to learn with the current training options, and no offline access prevented some from using it at all.

4 signs you need contractor management software

Not sure if your business needs contractor management tools? Here are a few signs to look out for:

• Workload has increased. It's great that your business is growing but that also comes with an influx of work to do and manage. When you receive lots of business inquiries from prospects, it quickly gets overwhelming to manage all your new work (and contractors), especially if you're still stuck with paper-based methods. If you're finding it all a huge headache, looking into a contractor management system is a wise choice.

• Processes are slow or disjointed. Whether you're a small or large business, managing processes with your contractors has to feel fluid. However, if you're overseeing this as a one man band, it takes a lot of admin hours. The last thing you want is projects left incomplete, which can be the case if your time management  and contractor management processes are not smoothed out. Good project management ensures everyone understands what is expected of them.

• Certification requirements are difficult to track. As your business grows and you make new contractor connections, you'll quickly have many job requirements and certifications to keep track of. If your current process involves spreadsheets and never-ending rows of data, not only is it prone to human error, but it's also very time-consuming. It also means data has to be updated manually, with no easy solution to integrate and share updates as they happen.

• Visibility over operations is murky. How you handle your business plays a huge part in how successful you are. Getting repeat business and maintaining contractor relationships requires you to have a good grasp of how internal operations are (or aren't) working.

The cornerstone for making this work is having a centralised area where you can keep important information (eg, contractors' personal data and certifications, health and safety documentation) and where your processes are followed. If you're finding it difficult to keep a consistent and comprehensive view of the cogs in your business, think about digitising operations with a construction project management software or contractor management platform.

Summary

Managing your contractors is an important component of your business. Adopting project management and contractor management tools will help streamline operations, maximise efficiency and increase visibility over your business operations.

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Built by the trades, for the trades, Simpro is a total business software for the trades – including landscapers. To learn more, visit simprogroup.com or contact sales@simpro.co.nz