Navigating Construction Software Demos: Helpful Tips for Subcontractors

With a flood of new software solutions hitting the market, subcontractors now have access to tools that can streamline everything from project management and payroll to invoicing and estimating. But with so many options available, how do you choose the right one for your business?

This article provides practical tips for getting the most value from construction software demos with the goal of helping you find the perfect tech to boost your operations. (Quick tip: If you’re looking specifically for construction accounting software, check out this article next.)

Pre-Demo Preparation

It likely goes without saying, but you shouldn’t approach construction software demos without a clear plan. Proper preparation is essential to finding solutions that benefit your business. Here’s what you should do before any demo:

Define your needs.

Before you even fill out that demo request, you should have a clear understanding of your company’s challenges so that you know exactly what you need to solve. Ask yourself and your team: What are the biggest headaches we’re facing every day? Where are we losing time, energy, and/or money? 

The more specific you can be, the better. Rather than just saying, “we need a better way to bill,” dig deeper:

• Are you struggling to create accurate pay applications?
• Are you having trouble tracking approvals and payments?
• Do change order requests get lost in the shuffle?
• Does managing lien waivers take up more time than it should?
• Can you easily access the A/R reports you need—if at all?

Zeroing in on the pain will help you think more critically about your ideal outcome(s) and better define what success looks like for your business. Is your end goal to: 

• Reduce A/R aging and strengthen cash flow?
• Increase efficiency by a certain percentage to drive business growth?
• Enhance communication between the field and back office to minimize project and payment delays?

This sets the foundation for demoing and ultimately choosing the right software to help you achieve these goals.

Identify must-have functionalities.

Once you know your pain points, translate those into specific software features. Create a list of “must-have” functionalities that address those challenges and meet your goals. For example, if change order management is a major issue, you’ll need software with detailed change order tracking, real-time communication, and approval features.

Balance software against business realities.

Software isn’t one-size-fits-all—and you don’t want to get stuck with a system that’s either too robust or too niche for your business. So in addition to identifying core functionalities, consider these business factors when evaluating your options:

• Budget: How much can you realistically afford to spend on software?
• Use Case: How many people will be using this new software? Is it for a specific workflow (e.g., an AIA billing point solution for monthly billing) or will it involve multiple departments (e.g., an ERP system or Procore)?
• Integration Requirements: Does the software need to integrate with your existing systems?

Research potential solutions and create a shortlist.

Now it’s time to start exploring the market. Look for software specific to the construction industry that meets your pre-determined search criteria.

To help with your research, consult:

• Industry Publications: Check out reputable sources like Construction Executive, Engineering News-Record (ENR), and trade magazines specific to your field.
• Software Review Platforms: Websites like Capterra, G2, and Software Advice offer user reviews, comparisons, and ratings of different construction software solutions.
• Case Studies: Look for customer case studies on software vendor websites to see how other subcontractors have benefited from their product(s).
• Demo Videos: Many software companies offer short demo videos on their websites. These can give you a quick overview of the software’s features and interface—particularly good for visual learners like myself. Take ours, for example:

Based on your research, create a shortlist of software solutions that seem like a good fit.

Request demos and get your team involved.

Reach out to the software vendors on your shortlist. Most have a “request demo” button (or two) right at the top of their home page, like this:

Simply fill out the form and someone will contact you to schedule a meeting. 

When scheduling your demo, it’s a good idea to include two to three key people—typically an end user, someone who manages the team, and someone who will make the final decision. This ensures you’ll get a well-rounded perspective on how the software addresses different needs on your team.

Demo Day Pointers

This is your chance to see the software in action and determine if it’s a fit. Keep these pointers in mind to maximize your demo time:

Make the time.

A rushed demo is a wasted demo. And whether it’s 15 minutes or an hour, preparation is paramount.  Arrive on time and have your key questions and priorities ready. This will ensure you get the most value from your session—regardless of its length.

Focus on the essential functions.

During the initial demo, avoid getting bogged down in the granular details. Focus on understanding the core features and how they align with your overall workflow. Prepare questions that help you assess the user interface, ease of navigation, scalability, and key functionalities relevant to your business goals. 

You’ll also want to ask some big-picture questions about the system itself, such as:

• Is the system cloud-based or installed locally?
• What's your general pricing model—per user or unlimited?
• What are the core features that differentiate you from competitors?

All of this will help you assess whether the software is worth further exploration—without wasting  a ton of time on solutions that don’t meet your basic needs. If the software does show promise, you can schedule follow-up sessions with the appropriate team members to drill down into: 

• Technical details: storage limitations, offline capabilities, data import/export capabilities, integration specifications
• Specific requirements: detailed user permission scenarios, pricing tiers
• Customization options: feature adaptability, future releases

Understand the onboarding process.

Implementing a new system is a major undertaking. And while a full implementation discussion might not be necessary in the initial demo, it’s wise to touch on the basics. Key questions to ask include:

• What’s your typical implementation timeline?
• What kind of training and support do you offer during the implementation phase?
• Will I have a dedicated account manager?
• What does ongoing support look like? Are there any costs associated with it?

Be transparent.

Honesty is the best policy when it comes to construction software demos. Be upfront about your business challenges and what you’re hoping to achieve with new software. The more transparent you are, the better the software representative can understand your needs and tailor the demo accordingly.

If what they’re showing you isn’t a perfect fit, tell them and ask if they have any recommendations. Reputable vendors often have a good understanding of the broader construction software landscape and can point you in the right direction. 

Assess capabilities against your definition of success.

Throughout the demo, you should be evaluating how the software aligns with your predefined goals and definition of success. Ask yourself: Will this software help us achieve what we need to achieve?

Take our first example goal from above: reducing A/R aging and strengthening cash flow. During the demo, focus on how the software handles the financial essentials—from creating and submitting accurate pay applications to tracking change orders to maintaining compliance. Does it provide the checks and balances needed to prevent payment delays and costly mistakes?

If your goal is increasing efficiency to drive business growth, as outlined above, pay special attention to features that streamline daily operations. Look for robust document management capabilities, automated reporting features, and tools that eliminate manual data entry. 

And for the third goal we initially discussed—enhancing communication between the field and back office—evaluate the software’s collaboration tools. Can field teams easily share updates and documentation? Does the software enable real-time project tracking and seamless information flow between all stakeholders?

To Recap

Choosing the right construction software is a significant investment of both time and money. By following these tips and keeping your definition of success at the forefront, you can ensure your demos are productive and informative and that they ultimately lead you to the perfect solution for your business. 

One more thing: If your current goals include getting paid faster, eliminating pay app revisions, increasing billing workflow efficiency, or reducing A/R aging, you'll want to explore Siteline. We've helped so many subcontractors like you take control of their cash flow and reduce invoice aging by at least 30%. If you’re ready to transform your billing process, book a Siteline demo here.