Insights From Our Software Advisors: Stand Out in Construction

Tools buyers are replacing with construction software

When our advisors asked construction software buyers about all the tools they currently use to manage day-to-day operations, here's what they found:

• Around 41% of buyers currently use construction software but are seeking to replace it with a better solution.
• Approximately 37% of buyers use other non-specialized software, such as accounting systems, CRM platforms, and general project management software, to manage finances, client data, and task coordination. 
• Nearly 30% still rely on manual methods, such as spreadsheets, or use paper-based processes.
   

Bottom line: Nearly half of construction software buyers are hunting for better alternatives, and many are juggling multiple tools, from legacy construction platforms to spreadsheets and non-specialized software.

Why it matters: Gaps in functionality, integration, and user experience drive churn, proving that many tools still miss the mark.

In addition, buyers using non-specialized tools often face fragmented workflows, juggling multiple disconnected systems. They’re looking for unified platforms that connect financials with project execution and reduce the need for workaround solutions.

Manual methods, though still common among small firms, are increasingly viewed as unsustainable as projects scale. This prompts a shift toward digital solutions that offer real-time collaboration and centralized control.

Why buyers switch to construction software

Our advisors spoke with buyers who use manual methods, non-specialized tools, and existing construction software. They identified three primary drivers pushing buyers to seek new construction solutions: inefficiency (49%), limited functionality (26%), and missed business opportunities (9%).

• Inefficiency (49%): Many buyers say that their current tools, whether manual or digital, don’t save time. They report spending hours on manual estimating, forcing duplicate data entry across platforms, and chasing down project updates. Even buyers already using construction software report significant time wasted due to too many clicks for simple tasks, unintuitive interfaces, or lack of proper integration with other business tools.
• Functional limitations (26%): Spreadsheets and general-purpose software lack the specialized capabilities construction teams need. Buyers report difficulty in syncing field updates with office systems, coordinating different work crews, or calculating material quantities accurately for competitive bids.
• Missed business opportunities (9%): Growing construction companies hit roadblocks with outdated systems. They can't bid fast enough to win competitive contracts, struggle to track which jobs actually make money, and often underbid projects due to poor cost calculations. Buyers say the result often is lost revenue and missed growth opportunities that better-equipped competitors capture.

The pattern is clear: Construction companies need integrated software built for construction workflows, not generic business tools or manual systems that haven't evolved with industry demands. Modern construction tools offer clear, purpose-built advantages, as listed below:

• Faster estimates: Automated takeoff tools calculate material quantities from digital blueprints in minutes versus hours of manual calculations, helping contractors respond to bid opportunities quickly.
• Better coordination: Integrated systems allow field teams and office staff to stay aligned with live updates on schedules, change orders, and project status.
• Mobile-field access: Construction work happens on-site. Mobile access lets teams capture photos, update tasks, and communicate instantly, reducing delays and miscommunication.
• Real-time visibility: Centralized dashboards help track job costs, labor hours, and material usage, enabling more accurate forecasting and data-driven decision-making.

What construction software features are valued the most

When evaluating construction software, our advisor conversations and review analysis reveal a gap between what buyers seek and what users value most.

• Buyers prioritize core construction functions like estimating (70%) and project management (57%).
• Current users value workflow and accessibility features, e.g., mobile access (37%), as most critical.
   

In a nutshell: Buyers want basics while users value friction-free workflows.

The takeaway: Successful software vendors must educate buyers about features their users will actually depend on, not just fulfill the request for proposal (RFP) checklist.

• Estimating tools help contractors calculate material quantities, labor costs, and timelines with greater accuracy. These features are essential for competitive bidding and avoiding underestimation that can lead to project delays or budget overruns.
• Mobile access enables field teams to view project plans, update tasks, capture site photos, and communicate with office staff from jobsites. It reduces delays and ensures that everyone stays aligned, even across multiple job sites.

Use cases for construction software

Construction management software serves diverse segments within the building industry, from general contractors managing multi-phase builds to specialty trades handling niche installations. Overall, buyers are looking for construction tools that match their operational realities. For example:

• General contractors use construction software as a centralized platform to manage subcontractors, track change orders, and coordinate across job sites. Their key needs include document control, scheduling, integrated budgeting to keep projects on time and within scope, and comprehensive dashboards for real-time visibility.
• Residential remodeling firms leverage it to manage client relationships, handle frequent design changes, and coordinate work in occupied homes. Their priorities include client communication, photo documentation, flexible scheduling to accommodate homeowner availability, and tools for managing estimates and invoices in one place. Their projects often involve multiple small jobs running simultaneously, making efficient task management and mobile access critical.
• Custom homebuilders tap into construction management systems to handle long-term projects with extensive customization and frequent client interactions. Their key needs include detailed material tracking, milestone-based billing, and comprehensive document management for plans and specifications. Given the high-value nature of custom builds, integrated estimating is also essential to ensure transparency and precision throughout the build process.
• Electrical and teledata contractors make use of it to manage labor hours, material takeoffs, and compliance documentation. Their priorities include mobile access to electrical schematics, permit tracking, and integration with supplier catalogs for accurate material ordering. Their work requires also precise documentation for safety inspections and regulatory compliance.
• Specialty contractors (HVAC, plumbing, roofing, etc.) use construction software tailored to their specific trades. They generally seek industry-specific templates for common jobs, specialized material databases, and mobile tools for field diagnostics. Their operations often involve emergency service calls alongside scheduled installations, requiring flexible dispatching and real-time communication capabilities between field crews and the office.
   

Average budgets for construction software across industries 

Bottom line: Buyers in top construction segments budget $84–$160 per user, per month, averaging $150.

Across the top five segments in the construction industry, buyers are willing to invest between $84 to $160 per user, per month in construction software. The overall average budget for purchasing construction software is approximately $150 per user, per month.

Budget priorities differ by segment: Allocation varies widely between construction segments based on the nature of work, regulatory requirements, team size, and the need for specialized features.

• General contractors and homebuilders often require the most advanced features to coordinate with clients, manage people across multiple trades, and track complex project timelines.
• Specialty contractors and residential remodelers may prioritize mobile functionality, affordability, and trade-specific templates.

Here’s how different construction industry segments budget (in dollars, per month) for purchasing construction management software.

Buyer goals and challenges—what advisors are hearing

Buyers in the construction space often come with specific expectations and recurring questions that reflect their operational needs. Through direct conversations with our software advisors**, we’ve gathered insights into buyer behavior and their tasks, revealing patterns in their priorities, challenges, and decision-making criteria.

• What common misconceptions do buyers have about construction software? They often assume construction software is one-size-fits-all, overlooking how different trades, like electrical or roofing, require specialized features. For instance, many expect estimating features to be either overly complex or too basic, and are surprised to learn that functions like material takeoff, blueprint markup, and job costing can be integrated and streamlined.
• What are some common problems buyers are trying to solve with construction software? Most construction software buyers are trying to reduce operational inefficiencies that manual processes can’t handle. They need better coordination between field teams and office operations, more accurate project cost tracking, and improved communication and coordination workflows. Many struggle with disconnected systems that force them to enter data multiple times or lose visibility into project status and profitability.
• What are the integration requirements for this kind of software and how important are they? Integration is a top priority for construction software buyers. The most commonly requested integrations include scheduling and management systems, comprehensive project management and accounting suites, and job costing systems. Buyers expect these components to work together rather than requiring manual data transfer between platforms. Many are specifically looking for all-in-one suites or systems that reduce the need to juggle multiple apps, especially for financials, time tracking, and customer management.
• Anything unique that buyers in this specialty specifically ask for? Construction buyers have highly trade-specific needs. Buyers in trades like roofing and earthwork frequently request advanced estimating features, with 3D takeoff and geographic mapping functions. These specialized features reflect the technical precision of different construction trades that often determine software selection more than general project management capabilities.
   

Recommended actions for construction software vendors

Here are five strategic actions vendors can take to better meet buyer expectations and stand out in a competitive market:

1. Refine your messaging to reflect buyer pain points:
   Nearly half of buyers switch due to inefficiency. Focus your messaging on the time lost in manual estimating, disconnected systems, and slow coordination. Use language that reflects real buyer frustrations, like too many clicks, or duplicate data entry, and demonstrate how your software solves these problems.
2. Customize demos for buyer and user priorities:
   Bridge the gap between what buyers prioritize (estimating and project management) and what users value most (mobile access and multi-project handling). Start demos with workflow features that solve day-to-day problems, even if they weren’t listed in the RFP to drive user adoption and long-term retention.
3. Lead with trade specific capabilities:
   Buyers aren’t looking for generic construction management tools. They want solutions tailored to their trade, so make sure to personalize your demos. Whether it’s 3D takeoff for excavation, geo-mapping for roofing, or permit tracking for electrical work, ensure your product profile and demos reflect these specialized needs.
4. Be transparent in your pricing:
   With an average budget of $150 per user, per month, buyers are willing to invest, but they use pricing filters early in their search. Ensure your pricing is up-to-date and clearly listed on your product profile. If your offering fits their budget, you’re more likely to make the shortlist.
5. Optimize your product profile for visibility and trust:
   Update your Gartner Digital Markets profile to showcase buyer-valued features such as estimating, scheduling, and mobile access. Add social proof such as industry awards, certifications, and client testimonials to build trust.
   
   

Rise above your competition with strategic insights

When construction software buyers have more options than ever before, success requires more than just feature-rich products. It demands a deep understanding of what actually drives purchase decisions in the construction industry. By aligning your messaging with what buyers actually need, you can cut through the noise and earn attention from decision-makers actively searching for solutions.

With more than 10 million active software buyers on our sites every month, Gartner Digital Markets can equip you with the strategic insights you need to level up your marketing strategy and become a leader in your category.

Log in to your Gartner Digital Markets account to optimize your profile, showcase your strengths, and ensure buyers understand how your software meets their evolving needs.

Once your profile is ready, use this insight to build a high-quality sales pipeline and this resource to master follow-ups that convert leads into customers. 

Methodology and buyer demographics

*Gartner Digital Markets 2026 Software Buying Trends survey was conducted online in August 2025 among 3,385 respondents in Australia (n=281), Brazil (n=278), Canada (n=293), France (n=283), Germany (n=279), India (n=260), Italy (n=263), Mexico (n=288), Spain (n=273), the U.K. (n=299), and the U.S. (n=588), at businesses across multiple industries, ages (1 year in business or longer), and sizes (5 or more employees). Business sizes represented in the survey include: 1,676 small (5-249 full-time employees), 822 midsize  (250-999), and 887 enterprise (1,000+). The goal of this study was to understand the timelines, organizational challenges, research behaviors, and adoption processes of business software buyers. Respondents were screened to ensure their involvement in business software purchasing decisions.         

**Findings are based on data from conversations that Gartner Digital Markets’ advisor team has daily with software buyers seeking guidance on purchase decisions. The data used to create this report is based on interactions with small-to-midsize businesses seeking construction management tools. For this report, we analyzed 7,500+ phone interactions from September 26, 2024, to September 26, 2025.

The findings of this report represent buyers who contacted Gartner Digital Markets and may not be indicative of the market as a whole. Data points are rounded to the nearest whole number.

The buyers we interacted with are largely small businesses representing a growing majority of construction management software purchases. Below you’ll find the demographics of the buyers so you can see the size and type of businesses, from annual revenue to industry.