In the construction industry, managing client relationships isn’t as simple as logging a few notes and tracking emails. With long project cycles, complex stakeholder networks, on-site and off-site coordination, and a steady stream of subcontractors, suppliers, and clients, construction businesses have unique customer relationship management (CRM) needs far beyond the average sales pipeline.
Learn more about why HubSpot’s CRM platform has all the tools you need to grow better.
That’s where the right CRM can really make a difference. Instead of juggling spreadsheets, emails, and handwritten notes, a CRM helps you keep everything in one place, from client contact details and job timelines to follow-ups and billing info. A CRM makes it easier for construction teams in the office and out in the field to stay organized, communicate clearly, and keep projects moving forward.
In this article, we’ll explore the five best CRMs for construction businesses in 2025. You’ll find:
A side-by-side comparison table of key features
A breakdown of each CRM’s strengths and construction-specific tools
A how-to guide for choosing the right CRM based on your business size and needs
Real examples of construction companies using CRMs (like HubSpot) to win more bids, stay organized, and grow more efficiently
Whether you’re a small contractor or a large design-build firm, the right CRM can be the foundation for smarter, more scalable operations.
What is a CRM for construction?
A CRM for construction is a tool that helps businesses manage relationships with clients, subcontractors, and prospects throughout the project lifecycle. It’s designed to keep track of bids, contracts, communications, and follow-ups — all in one centralized system. A construction-focused CRM helps teams stay organized, responsive, and on schedule in an industry where deals often involve long timelines and multiple stakeholders.
Best CRM Software for Construction Businesses
Choosing the right CRM software can be a game-changer for construction businesses looking to streamline communication, manage projects more efficiently, and build stronger client relationships. In this section, I’ll highlight the top CRM platforms that cater specifically to the needs of construction professionals, from general contractors to design-build firms.
Regardless of what specific CRM abilities you’re in the market for, these tools offer features designed to help your team stay connected and organized on and off the job site. Take a look below:
Key HubSpot Features
Custom deal pipelines: Construction companies can create separate pipelines for different project types (commercial, residential, renovations), allowing teams to track progress from initial bid through project completion with industry-specific stages like “Site Survey,” “Permit Approval,” and “Final Inspection.”
Document management with E-signatures: Streamlines the contract-to-close workflow by storing all project documents, blueprints, and contracts in one place while enabling clients to sign change orders and agreements digitally, eliminating delays from paper-based processes.
Workflow automation with construction tool integrations: Automatically follow-ups when a bid expires, sends payment reminders based on project milestones, and integrates with QuickBooks, Buildertrend, and other construction software to sync financial data and project updates.
HubSpot Pricing (Operations Hub)
Free CRM: $0/month
Starter: $9/seat/month
Starter Custom Platform: $9/seat/month
Professional: $720/month
Enterprise: $2,000/month
Key Procore Features
Centralized project financials: Critical for construction companies to track real-time budget vs. actual costs across all projects.
RFI and submittal workflows: Standardizes the request for information process that’s essential in construction, automatically routing questions to the right team members.
API-first platform with 300+ integrations: Connects seamlessly with existing construction tech stacks, including accounting software (Sage, Viewpoint), scheduling tools, and BIM software.
Procore Pricing
Custom pricing only (must request a demo for price quote information; see here)
Key BuilderTREND Features
Client portal with real-time updates: Homeowners can view project progress, photos, and schedules in real time, reducing the constant calls that bog down residential contractors.
Daily logs and photo documentation: Field teams can quickly log daily progress with time-stamped photos from the mobile app, creating an automatic record that protects contractors from disputes.
Integrated payment processing with milestone automation: Automatically sends payment requests when project milestones are photographed and approved.
BuilderTREND Pricing
Custom pricing only (must request a demo for price quote information; see here)
Key Odoo Features
Modular architecture with construction-specific apps: Construction companies can start with CRM and seamlessly add modules for fleet management, equipment tracking, and timesheet management as they grow.
Integrated project management workflow: Automatically converts won opportunities into projects with pre-defined task templates for typical construction phases.
Real-time inventory and equipment tracking integration: Connects material orders and equipment assignments directly to customer projects and opportunities.
Odoo Pricing
Free tier: $0/month (one app, unlimited users)
Standard: $24.90/user/month (all apps)
Custom: $37.40/user/month (all apps)
Key PipelineDeals Features
Visual sales pipeline: Perfect for contractors to track leads from initial phone call through signed contract.
Smart contact timeline: Automatically logs all emails, calls, and texts with prospects and clients, ensuring nothing falls through the cracks during busy construction seasons.
Email templates with mail merge: Creates reusable templates for common scenarios like bid follow-ups, project updates, and payment reminders.
PipelineDeals Pricing
Start: $25/user/month
Develop: $33/user/month
Grow: $49/user/month
Benefits of CRM Software for Construction
Streamlined Bid-to-Build Pipeline Management
Construction companies often struggle with tracking multiple bids across various stages, leading to missed opportunities and poor conversion rates. A construction CRM transforms this chaos into an organized pipeline where every opportunity is visible and actionable.
HubSpot’s customizable deal stages allow construction teams to create pipelines that mirror their exact workflow — from “Initial Contact” through “Site Visit,” “Estimate Sent,” “Contract Negotiation,” all the way to “Project Won.” With HubSpot’s pipeline automation, tasks like follow-up reminders for stale bids or document requests are automatically, ensuring no opportunity falls through the cracks while your team focuses on building.
Centralized Client Communication and Documentation
Critical information often gets lost in construction across emails, text messages, job site conversations, and paper documents, creating costly miscommunications and delays. A CRM consolidates all client interactions into a single, searchable timeline that every team member can access.
HubSpot’s unified contact records automatically log every email, call, meeting, and document exchange, creating a complete project history that travels from sales through project completion. When a client calls about a change order discussed months ago, any team member can instantly pull up the conversation history, attached documents, and approval status, eliminating the “he said, she said” disputes that plague construction projects.
Automated Project Milestone Tracking and Updates
Construction companies waste countless hours manually updating clients on project progress and chasing down payments tied to completed milestones. CRM automation eliminates this administrative burden while improving cash flow and client satisfaction.
HubSpot’s workflow automation can client notifications when key milestones are photographed and logged, automatically send payment requests when phases are marked complete, and even create tasks for project managers when permits expire. By connecting project progress to automated communications, HubSpot ensures clients stay informed and invoices go out immediately upon milestone completion, dramatically reducing payment delays.
Enhanced Team Collaboration Across Office and Field
The disconnect between office staff and field crews costs construction companies time and money through duplicated efforts, missed information, and delayed decisions. A mobile-enabled CRM bridges this gap by providing real-time access to customer information, project details, and task updates from any device.
HubSpot’s mobile app allows field supervisors to update deal stages after site visits, access client contact information and project specifications on-site, and upload photos directly to customer records. Meanwhile, office teams can instantly see field updates and respond to RFIs or change orders without waiting for end-of-day reports, keeping projects moving at full speed.
Data-Driven Decision Making for Profitable Growth
Many construction companies operate on gut instinct rather than data, leading to unprofitable projects and missed growth opportunities. A CRM provides the analytics needed to identify which project types, client segments, and lead sources drive the most profit.
HubSpot’s reporting dashboards reveal crucial insights like average time from bid to close by project type, win rates by estimator or project manager, and lifetime value by customer segment. With HubSpot’s custom reporting, construction companies can track industry-specific metrics like change order frequency, project profitability by type, and seasonal demand patterns. This enables leaders to focus resources on the most profitable opportunities and adjust strategies based on real performance data rather than assumptions.
5 Important Features for a Construction CRM
Mobile access for field teams construction: Work happens on job sites, not in offices, making mobile CRM access essential for real-time updates and communication. Field supervisors must access client information, update project statuses, and capture site photos without returning to the office. This immediate data capture ensures office teams have real-time visibility into field activities.
Industry-specific pipeline customization: Generic sales pipelines don’t match construction’s unique bid-to-build workflow, requiring extensive customization. HubSpot allows construction companies to create multiple custom pipelines for different project types — commercial builds, residential remodels, or service work — each with specific stages, required fields, and automation rules. Teams can track win probability by stage, create automatic tasks when deals move forward, and customize deal properties to capture construction-specific data like square footage, project type, and estimated completion dates, ensuring the CRM mirrors actual construction workflows.
Document management with legal compliance: Construction projects generate massive amounts of documentation — contracts, change orders, permits, compliance certificates, and architectural plans — all with legal implications and retention requirements. HubSpot’s document management system provides secure, centralized storage with version control, ensuring teams access the latest approved documents consistently.
Automated workflows for repetitive processes construction: Companies lose productivity to repetitive administrative tasks like bid follow-ups, payment reminders, and subcontractor communications. Construction teams can set up automated sequences that send bid reminders after specific timeframes, create functions for project managers when permits near expiration, payment requests upon milestone completion, and alert estimators when RFQs match their expertise. HubSpot’s if/then workflow logic handles complex construction scenarios, such as automatically assigning leads based on project type, location, or value, ensuring the right team members engage at the right time.
Seamless integration with construction software: A CRM is only valuable if it works with the specialized software construction companies already use for estimating, project management, and accounting. HubSpot’s broad integration ecosystem connects with essential construction tools through native integrations and APIs. Its integration capability eliminates double data entry, reduces errors, and provides a complete view of customer relationships from first contact through project completion and warranty service.
