The verdict in three sentences
For a general contractor with 80 field workers running 25 projects a year, construction SaaS at 35 to 100 USD per user per month already covers time tracking, daily logs and photo sharing. Custom software at about 32,000 to 87,000 USD (30,000 to 80,000 EUR, 2026 order of magnitude) is justified when your pay applications, payroll rules and job cost indicators require calculations the standard tool cannot handle. Either way, the measurable goal is the same: save 3 to 5 hours per project manager per week, currently lost between paper forms and spreadsheets.
What site tracking software must cover
In Miami, a general contractor juggles multifamily projects, commercial fit-outs and public contracts. Local constraints weigh heavily: hurricane season, tight concrete delivery windows downtown, strict inspections under the Florida Building Code and strong competition for skilled labour.
| Feature | Construction SaaS | Custom | Expected gain |
|---|---|---|---|
| Mobile time tracking for crews | Yes, standard app | Yes, with your cost codes and overtime rules | Payroll prepared without re-entry |
| Daily log with photos | Yes | Yes, fields specific to structure work (pours, rebar inspections) | 20 to 30 min per superintendent per day |
| Concrete and equipment orders | Partial | Linked to schedule and suppliers | Fewer rejected trucks |
| Monthly pay applications | Standard AIA template | Calculated from your schedule of values, change orders, retainage | Billing issued 5 to 10 days earlier |
| Subcontractors and lien waivers | Basic | Tracking of insurance certificates, waivers and payments | Subcontractor compliance |
| Job cost per project | Standard report | Labour, materials and subs against budget | Overrun detected mid-project |
| Export to payroll and accounting | Depends on connectors | Exact format of your software | 1 to 2 days of data entry saved a month |
Pay applications concentrate the financial stakes: an application submitted a week late on a 1.6 million USD project delays roughly 110,000 USD of cash, with a direct hit on working capital. Florida law also caps retainage, typically 10 % until 50 % completion then 5 % on public work, which the tool must calculate correctly.
SaaS or custom: the four-year calculation
Assumptions: 22 supervisory users (6 project managers, 12 superintendents, 4 office staff) at 65 USD a month, plus 80 field time-tracking seats at 6.50 USD a month. Custom at 59,000 USD with 8,600 USD of maintenance and hosting a year.
| Item | Construction SaaS | Custom |
|---|---|---|
| Setup and training | 2,000 to 6,500 USD | Included in the project |
| Upfront cost | 0 USD | 32,000 to 87,000 USD |
| Annual cost | 23,400 USD | 8,600 USD |
| Cumulative over 2 years | 51,000 USD | 76,200 USD |
| Cumulative over 4 years | 97,800 USD | 93,400 USD |
| Time to go live | 3 to 8 weeks | 3 to 5 months |
| Fit with pay applications and payroll | Limited | Full |
The licence gap stays small. The decision therefore comes down to fit: if your pay applications and payroll rules fit a SaaS, take it. Otherwise, custom avoids years of re-entry.
The real gain: project managers' time
| Weekly task of a project manager | Current time | With the tool |
|---|---|---|
| Collecting and entering timesheets | 1 h 30 | 15 min |
| Compiling site reports | 1 h 30 | 20 min |
| Preparing pay applications | 2 h | 1 h |
| Chasing photos and punch list items | 1 h | 20 min |
| Updating job cost tracking | 1 h | 15 min |
| Total | 7 h | 2 h 10 |
The gain of nearly 5 hours a week remains an estimate: it depends on field data entry discipline, hence the need for a simple mobile app that works with gloves and offline.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Carlos, operations director at a general contractor in Miami (illustrative persona), oversees 6 project managers. With a cautious gain of 4 hours per manager per week over 46 weeks, the company recovers 6 x 4 x 46 = 1,104 hours a year. At a loaded cost of 60 USD an hour, that is 66,240 USD a year, reallocated to technical follow-up and safety. If pay applications go out 7 days earlier on 15 million USD of revenue, about 290,000 USD less cash is tied up. A 59,000 USD custom project then pays back in roughly a year, on time saved alone.
FAQ
Does the app work without signal on site?
Yes, an offline mode stores timesheets, photos and reports on the phone and syncs when the signal returns. It adds about 2 to 3 weeks of development.
Can pay applications be generated automatically?
Yes, from progress entered per schedule of values line, with change orders and 5 to 10 % retainage. The project manager approves, the software produces the G702 and G703 style documents.
How much does construction SaaS cost for 22 supervisors?
Between 770 and 2,200 USD a month, or 9,200 to 26,400 USD a year, excluding field time-tracking seats, often billed separately.
Does the software handle public contracts?
Yes, it can produce certified payroll reports for prevailing wage projects and track public retainage rules. Allow 1 to 2 weeks of additional development.
How long to equip all teams?
Allow 3 to 5 months for custom, with a 4-week pilot on 2 projects before full rollout.
Let's scope your project. Tell us your number of projects, supervisors and your payroll and accounting software: we will price a scope, an indicative budget and a rollout plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
