How to Choose Field Management Software
Field management software is only as good as the people who actually use it. Here's how to pick the right one.
What Field Management Software Should Do
At its core, it should make your field team's life easier — not harder.
Must-Have Features
| Feature | Why It Matters |
|---|---|
| Daily reports | Document work completed, conditions, and issues |
| Time tracking | Labor is your biggest cost — track it accurately |
| Photo documentation | Visual proof of progress, conditions, and issues |
| Offline support | Cell service on a jobsite is never guaranteed |
| Mobile-first | Field workers live on their phones, not laptops |
Important Features
| Feature | Why It Matters |
|---|---|
| Punch list management | Track and close out deficiencies |
| RFI tracking | Keep questions and answers organized |
| Equipment logs | Know what's on site and when |
| Material tracking | Deliveries, waste, and usage |
| Change order documentation | Protect your margins with documentation |
Nice-to-Have Features
- Plan viewing and markup
- Integrations with accounting software
- Custom forms and fields
- Advanced reporting and dashboards
- Multi-project oversight
How to Evaluate Any Field Software
1. The Field Test
Before buying, answer these questions:
- Can a foreman figure it out in 10 minutes? If not, adoption will fail.
- Does it work without cell service? If not, it won't work on half your jobsites.
- Can you create a daily report in under 3 minutes? If not, nobody will do it.
- Does it run on the phones your crew already has? If it needs special hardware, add that cost.
2. The Office Test
- Can you pull reports easily? Data that goes in should be easy to get out.
- Does it export your data? You should own your data, not the software company.
- Can you see across projects? Multi-project visibility matters as you grow.
3. The Cost Test
Subscription price is just the beginning. Calculate the total:
| Cost Category | Questions to Ask |
|---|---|
| Subscription | Per user? Per project? Flat rate? |
| Implementation | Do you need a consultant to set it up? |
| Training | How long before your team is productive? |
| Ongoing admin | Does someone need to manage it full-time? |
| Data migration | Can you bring existing data in easily? |
| Cancellation | Are you locked into an annual contract? |
Rule of Thumb
If the software needs a dedicated admin to manage it, factor that salary into the cost. If it needs a consultant to implement, that's a red flag for complexity.
Red Flags to Watch For
- Long implementation timelines — Good software works on day one
- Required annual contracts — If they won't let you go monthly, ask why
- "Implementation consultant" fees — Means the software isn't intuitive
- Per-user pricing that scales fast — 10 users shouldn't cost 10x more to manage
- No free trial — You should be able to try before you buy
- Training takes days — Your field team doesn't have days to spare
Green Flags to Look For
- Free tier or real free trial — Confidence in the product
- Works offline — Built for real jobsites
- Month-to-month billing — They earn your business every month
- Setup in hours, not weeks — Designed for busy contractors
- Phone support — When you need help, you need it now
- Data export — You can leave anytime with your data
The Adoption Problem
The #1 reason field software fails isn't features — it's adoption.
Why Field Crews Reject Software
- Too complicated — They're not IT people
- Adds work without removing work — If it's another thing to do, forget it
- Slow or unreliable — One bad experience and they're done
- Nobody asked them — Top-down mandates without input fail
How to Get Adoption Right
- Pick one champion — A foreman who's willing to try it
- Start with one project — Don't roll out company-wide on day one
- Replace something, don't add something — The software should eliminate a pain point, not add a task
- Get feedback in week one — If it's not working, pivot fast
Making Your Decision
Step 1: Define Your Actual Needs
Don't buy features you won't use. Write down:
- What's the biggest pain point in the field right now?
- What information do you wish you had but don't?
- What takes too long?
Step 2: Try 2-3 Options
Most good software has a free tier or trial. Test them on a real project with a real crew.
Step 3: Ask Your Field Team
They're the ones who have to use it. Their opinion matters more than a feature checklist.
Step 4: Start Small, Expand Later
Pick one use case (daily reports, time tracking, or safety docs), get it working, then add more.