Contractor management tools are versatile, intuitive, and powerful, enabling businesses to efficiently manage their resources and work efficiently. This guide provides a comprehensive overview of the Best Contractor Management Software in 2023, detailing the features, reviews, and pricing of the top construction project management software options available today to assist in your decision-making process.
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What is Contractor Management Software?
This software streamlines construction project management, estimating, bidding, job cost, compliance, and general construction accounting, providing a comprehensive, user-friendly solution from start to finish. You can even manage unexpected challenges such as weather delays or sudden change orders during your journey.
Effective contractor management involves overseeing all aspects of the engagement, including training and directing independent contractors and freelancers, unlike traditional permanent employees.
Furthermore, clear obligations are essential in any project, including contractors’ scope, responsibilities, deliverables, and timelines, as well as employers’ obligations to ensure independent work and timely payment. Proper contractor management prevents guesswork and delays, allowing for early identification and resolution of issues and preventing overspending and missed deadlines.
Finally, contractor management ensures good relationships even after the engagement is completed, providing a clear point of contact for future needs.
How Contractor Management Software Works
Most employers often manage contractors manually, but this can be time-consuming and inefficient as it requires tracking submitted documents and following up on unsubmitted ones. Not only is it time-consuming, but it could also lead to human errors, causing discrepancies.
On the other hand, utilizing a modern contractor management platform automates key features and processes and further ensures smooth operations, saving time and money while maintaining information security.
Furthermore, contractor management software creates a central database for all contractor data that is accessible from any device, anywhere, anytime. You can also customize the software to suit your business goals and requirements by creating workflows, templates, alerts, and reports that align with your specific needs and preferences.
Lastly, contractor management software can be utilized to automate repetitive tasks like sending reminders, generating invoices, and verifying compliance.
Let’s consider some key features of Contractor Management Software.
Key Features of Contractor Management Software
#1. Helps in finding good talent:
A reliable contractor management system aids in locating globally valuable talent through recommendations and integration with top freelancers and contractor marketplaces, facilitating efficient talent browsing.
#2. Easy hiring and onboarding process:
The best contractor management software streamlines onboarding processes, ensuring compliance with contracts, NDAs, and worker details while ensuring all necessary documents are submitted.
Read our post on ON-BOARDING: Meaning, Process, What You Should Know & Checklist
#3. Functions as an agent of record:
Hiring contractors globally requires compliance with laws and employment policies, including tax classification rules. Good contractor management software may offer Agent Of Record (AOR) services to manage compliance.
#4. Provide project management capabilities:
After hiring and onboarding contractors, use a contractor management system to manage projects, track tasks, and ensure secure information sharing.
#5. Time tracking and invoicing
A contractor management system consolidates operational steps like time tracking and worksheet raising, reducing costs by consolidating tools and reducing the need for separate tools.
#6. Payment capabilities:
A contractor management system should integrate with payment portals to facilitate seamless international payments, especially for global contractors working with currency exchange.
When selecting contractor management software, it is essential to consider several key qualities. Below is a list of what to look out for before making a choice.
What to look out for in Contractor Management Software:
The right contractor management software is crucial in today’s modern work environment, as it significantly impacts the efficiency and effectiveness of the project. Let’s be realistic. You don’t want to spend hours sifting through numerous options. You are here to seek efficient HR software that will simplify your work.
To that effect, the following tips will help you find the right contractor management tools:
- Easy to Deploy: Ideally, a system should be installed and up-to-speed within hours, rather than taking days to set up and disrupt internal processes, ensuring efficient team functioning.
- Easy to Use: Contractor management systems that require extensive training are not suitable for most businesses, as hiring new contractors can be time-consuming. In other words, ideal software should be user-friendly.
- CRM: The Customer Relationship Management (CRM) features enhance communication and client tracking in construction project management software and for freelancers, making it easier to manage and track client information.
- Collaboration: If you work in a team, it’s essential to choose software that prioritizes real-time communication and collaboration. Using a cloud-based contractor management system that integrates seamlessly with existing software can save time and effort when transferring data to a new system.
- Accounting: Investing in accounting features and bookkeeping templates can significantly streamline tasks such as budgeting, payroll, invoicing, and billing.
- Scheduling: Project scheduling features provide a comprehensive view of team members’ responsibilities, help organize their days, prioritize tasks, and track project progress.
- Economical: Working with contractors offers flexibility in scaling up and down, making it crucial to choose a cost-efficient system for any project involving multiple workers.
Moving on, let’s examine the benefits of good contractor management software.
Benefits of Contractor Management Software
Contract management software streamlines contract administration, saving time and resources for small, medium, and large organizations by automating every step of the contract lifecycle. Notable benefits include:
#1. Shorten approval time:
Contract management software automates contract processes with customizable workflows; enhancing efficiency. It creates a dynamic to-do list, allowing quick contract scanning, email notifications, and escalation procedures for the parties involved.
#2. Increase contract visibility:
Centralizing contracts in a digital repository ensures compliance, extensive reporting, and the use of the latest templates and clauses compared to paper-based systems. This empowers your mobile workforce by providing access to the platform via a password-protected website, ensuring all authorized staff members can access the latest contract templates and clauses at any time.
#3. Improves Auditing Preparation:
Digital contract management software should provide a centralized portal with audit trails, enabling businesses to access their entire contract history for auditing and internal policy compliance.
#4. Stay ahead of the renewal date:
Contract management software can increase renewal awareness by automatically archiving contracts upon expiration and providing alert notifications based on specified rules. Configuring alarms using default or custom settings ensures action is taken toward renewal dates.
#5. Improved contract compliance:
Our contract management software streamlines business processes, ensuring contract accountability and compliance. It works natively with Microsoft Word, allowing for tracked changes and version control.
#6. Better document management:
The system streamlines document storage by allowing employees to scan paper documents directly into the system using an automatic image or OCR, import electronic contracts, display document status, and feature version control for improved contract tracking.
#7. Increased Productivity:
Improved data and analytics enhance forecasting accuracy. Contract management systems improve milestone checking, automate tools, and centralize document repositories, enhancing workflow efficiency and eliminating manual processes.
Best Contractor Management Software 2023
After carrying out thorough research and inquiries on the types of contractor management software, the following software emerged as the best:
#1. Worksuite:
Worksuite is project management software designed for freelancers, offering customizable options to organize and grow your global workforce. This SaaS tool streamlines onboarding, data centralization, contractor payments, and administrative tasks while also identifying top talent for faster contractor management.
Notable Features:
- Enhance your freelance project management capabilities across all operating systems using cloud, SaaS, and mobile application functionality.
- Gain a comprehensive overview of job costs for all your projects, including currency conversions for international contractors.
- Automated spreadsheets and administrative tasks can significantly streamline document management processes.
- Customizable contract management solutions help keep projects organized throughout their lifecycle.
Limitations:
- Manually uploading agreements and contracts can be challenging.
- The interface appears outdated and occasionally lacks proper functionality.
The Worksuite offers two pricing plans: Essentials at $500/month and Vision at $1,000/month, with enterprise pricing to be confirmed upon contact.
#2. Rippling:
Rippling is a global workforce management platform that offers a unified dashboard for HR, IT, and finance, enabling comprehensive management of employee lifecycle systems. This contractor management solution streamlines compliance with security protocols, audit data, and project analytics, utilizing a user-friendly employee graph for efficient workforce data management.
Notable Features:
- Integrate with existing tools like Brex, Nectar, Checkr, and Guideline, or find recommended software solutions in the app store.
- The modern interface simplifies the process of navigating benefits plans, payroll, and other related aspects for both employees and contractors.
- The onboarding system is designed to be quick and easy, allowing for customization of the experience for new employees.
- Maintain financial stability by utilizing budgeting and forecasting features for all employees, contractors, and freelancers.
Limitations:
- Customized free quote services are required for detailed pricing information.
- The system lacks the necessary functionality for project management, CRM, or ERP.
The custom plan starts at $8 per month, offering a rippling pricing option.
#3. Deel:
Deel is a cloud-based HR solution that streamlines the hiring, onboarding, and payment of full-time and independent contractors, offering a centralized workplace dashboard. Furthermore, Deel’s self-service interface allows managers, employees, contractors, and leaders to complete payroll and withdrawal tasks, with key features available on a free plan for businesses with up to 200 employees.
Notable Features:
- Implement a system that allows employees and contractors to access and view their upcoming payments at any time, thereby reducing the workload for the HR department.
- Enhance the onboarding process for overseas employees and contractors to foster a sense of belonging within your global team.
- Automated payment processing can streamline payroll for international employees and contractors.
- Deel HR is a free global HR system that automates HR administration and reporting for contractors and employees in small businesses.
Limitations:
- The company is experiencing issues with back-end customer support and scheduling calls with customer service representatives.
- Deel is a cloud-based solution that is not compatible with Android, iOS, Windows, or Linux devices.
Deel pricing includes free HR contractors at $49/month, EOR at $599/month, and global payroll.
#4. Remote:
Remote SaaS employment simplifies global hiring by eliminating taxes, payroll, benefits, and compliance in multiple countries, allowing companies to focus on essential tasks. Additionally, Remote offers benefits management and expense reimbursement assistance, scalability for business expansion, and can also assist in opening branches in new countries.
Notable Features:
- The Remote benefits manager aims to simplify the understanding of contractors’ and employees’ benefits.
- Allows automation to streamline various administrative tasks such as payroll entry, pre-tax deductions, payment approvals, expense reimbursements, direct deposits, and more.
- Remotely, tax calculations and automatic payments are simplified, eliminating the need for worry.
- Utilize remote management of contractors from anywhere using web portals or mobile apps on most operating systems.
Limitations:
- Customer service responses are not always timely.
- Some reviews suggest a lack of clear information about payments across various countries and regions.
Remote pricing for contractor management is $29 per month, while employer-of-record pricing is $599 per month. Global payroll and enterprise pricing can be arranged through contact.
#5. ClickUp:
ClickUp is a comprehensive project management, CRM, and ERP software that offers a wide range of tools to streamline tasks. The interface is user-friendly, accommodating both large and small businesses, and offers functionality for communication with contractors, stakeholders, and clients.
ClickUp Project Time Tracking allows budgeting, setting estimates, viewing reports, and adding notes from anywhere. Project management outsourcing companies can make use of its pre-built workflows and templates, which include the ClickUp Resource Management People template.
Notable Features:
- Customize project timelines, freelancer timesheets, third-party contractor work orders, notifications, and onboarding experiences with ease.
- ClickUp is available on any device with browser, desktop, and mobile app support for every operating system.
- The dashboard allows you to manage your business from a single, user-friendly interface, integrating with over 1,000 popular tools like QuickBooks, Slack, Toggl, Harvest, Outlook, Google Calendar, and Microsoft Excel.
- Choose from over 1,000 templates, including project status reports, engineering & project, and finance spreadsheet templates, to enhance your workflows.
Limitations:
- ClickUp AI, a role-based AI feature, is available for a free trial for Free Forever users but can be added to any paid plan for as little as $5 per month.
- Some users experience a slight learning curve when adjusting to the numerous powerful features available.
ClickUp offers various pricing options, including free forever, unlimited at $7/month per user, and business at $12/month per user, with enterprise pricing available upon contact.
#6. Atlas:
Atlas SaaS offers comprehensive contractor management software that streamlines global workforce management, compliance, and payment, eliminating the need for multiple third-party providers. It also offers unique contractor management tools, including visa sponsorship, mobility, relocation, and housing assistance, allowing talent to focus on their work without worry.
Notable Features:
- Get reliable HR expertise and legal insights from over 160 countries.
- Utilize a single platform to manage your global workforce and streamline payroll processing, regardless of your location.
- Utilize local experts to expedite the onboarding process and ensure compliance with talent location regulations.
- Offer comprehensive visa sponsorship and mobility support for your talent and their families, covering housing, office space, and relocation.
Limitations:
- The local HR and customer service representatives are experiencing slower response times.
- Atlas may be too costly for small-to-medium-sized businesses due to its expensive paid plans and lack of a free version.
Atlas offers monthly employer record fees of $450 per employee, and visa & mobility sponsorships at $1,500 per visa.
#7. Avetta:
Avetta is a contractor management software that assists clients and suppliers in managing supply chain risk, safety, and sustainability, offering tools for cybersecurity and sustainability. It offers contractor management tools and connects users with a global network of contractors and subcontractors, simplifying talent acquisition.
Notable Features:
- The dashboard allows for easy management of contractor and supplier relationships, ensuring worker protection and maintaining a positive reputation.
- Transform your contracts into transparent, trusting relationships to establish meaningful connections with contractors and clients.
- Implement a single platform for efficient supply chain safety management, streamlining the process by managing contractors, workers, and job sites.
- The goal is to enhance the visibility of safety practices among all contractors to decrease the frequency of safety-related incidents.
Limitations:
- Avetta’s website and popular review platforms do not provide pricing information.
- The individual is experiencing difficulties in contacting and obtaining solutions from customer support.
#8. Monday.com:
Monday is a cloud-based project management software that simplifies team supervision and project management and is available in both web and mobile app versions. Through its collaboration features, the platform enhances job visibility, streamlines business processes, and saves time for communication between internal teams and external subcontractors.
Furthermore, Monday’s “Forms” feature collects contractor information, enabling real-time dashboards to track work status, insurance compliance, project timelines, budgets, and payment status. Their automation tool saves time by flagging payment items when key tasks are completed and integrates with various project management tools like Slack, Dropbox, Google Drive, and Adobe Creative Cloud.
Notable Features:
- Workload Overview is a tool that managers can use to efficiently manage their assigned tasks, prevent burnout, and save resources.
- The task involves informing and communicating with all business stakeholders about the project.
- The integration of advanced web apps offers a wide range of functionalities.
Limitations:
- The product use case primarily focuses on software and marketing businesses, rather than contractors.
- Inadequate customization options
#9. Buildertrend:
This is a cloud-based software that enhances construction project management by providing improved contractor visibility, risk mitigation, and team tracking. On-time completion of projects across the trade can significantly boost the revenues of construction businesses, specialty contractors, and home builders.
Buildertrend streamlines data governance, job costing, and subcontractor collaboration, but may not be fully adapted to the UK construction industry’s needs due to its US-based nature.
Notable Features:
- The process involves tracking customers and overseeing the sales pipeline.
- The job and the contractor are currently being handled.
- Templates that can be customized to fit specific needs and preferences.
Limitations:
- The system lacks sufficient automation options at all customer touchpoints.
- The software has a learning curve.
#10. Archdesk:
Archdesk is a cloud-based solution that aids in managing contractors, creating valuation reports, and controlling project progress and costs. Real-time visibility of company data allows for informed decision-making. Interestingly, Archdesk offers tailored solutions for UK market operations, serving clients across Europe, the Middle East, and the US.
Notable Features:
- The platform provides a real-time view of your projects, accessible at any time and from any location.
- The ability to create any workflow to organize project tasks is possible.
- Tools for enhancing and expediting communication both internally and externally.
Limitations:
- The system is cumbersome to use and challenging to integrate into the current company’s CRM system.
- The system does not store the necessary data, causing issues when working remotely on a building site.
Conclusion:
Companies often rely on contract workers or subcontractors for timely and cost-effective project completion, but these complexities, including safety and legal matters, require effective management. Thanks to the contractor management software listed in this article, which significantly alleviates the workload and assists in managing large teams of contract workers.
Bonus Answers to FAQs
What is Government Contractor Management Software?
It is software that streamlines Government contract management. Its features include coordinating business exchanges between private-sector organizations and government agencies for goods and services.
What Is the Role of Contractor Management?
Contractor management is a control system that ensures contracted services support facility operations, process safety, and personal safety performance goals, encompassing selection, acquisition, use, and monitoring.
What Should a Contract Management System Include?
A contract management system must have:
- An Easy-to-Use Dashboard.
- Intuitive Configuration.
- Central Contract Repository.
- Document Storage and organization
- Automated Alerts.
- Monitoring and reporting
- Version tracking.
What Is Contract Management in a Construction Project?
The process involves the systematic and efficient management of contractual agreements to ensure all interests are adequately represented, protected, and fulfilled within the project’s specifications, timeframe, and budget.
What Are the 4 Stages of Contract Management?
There are four stages of contract management: The pre-contract stage involves developing a contract management plan and negotiating the contract, followed by contract award, implementation, and close-out.
What Is a Contract Management Workflow?
The contract workflow is the comprehensive process of obtaining a legal document from its inception, through each necessary stage, to its signature and execution.
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