We are a small medium-sized company offering turnkey houses (consulting, sales, and construction management) and are looking for project planning or project management software.
The software solution should meet the following requirements:
Pre-sales process
- Tender module for subcontractors
- RfP (Request for Proposal)
- Bid management (deals with all tasks related to the preparation of bids and tenders)
- Award
- Lead management or CRM
- Creating leads
- Tracking or managing leads
- Converting leads into customers
- Automatic generation of a cost calculation or quote per lead
- Personalized builder cockpit
- Similar to Facebook Timeline (what happened when?)
- Overview of appointments, past communication, videos, photos, etc.
Project management
- Order management
- Document management
- for photos, videos, and documents
- Assignment per order
- Variable access permissions for documents
- Variable distribution or assignment of documents, e.g., to the builder's cockpit or the daily log for an order
- User-friendly marking options within documents
- Warranty case management
- Creation of defect lists via mobile device on the construction site
- Warranty cases are received via the builder's cockpit
- Automatic assignment of warranty cases or defects to stakeholders
- Scheduling or deadlines for defect rectification, including alerts.
- Report
- Subcontractor or vendor management
- Master data (contact, contact person, etc.)
- Preferred form of communication (e.g., email)
- Expiration date of certain certificates or approvals, including automatic alerts
- Information on payment terms (due date, discount, etc.)
- Own access -> Access to various software content, e.g., option for subcontractors to upload photos of the construction site or daily status updates by subcontractors -> Permissions can be assigned flexibly
- To-do or task module
- Variable assignment
- Status indication
- Alert when due or completed
- Upload of corresponding documents
- Daily logs for each order
- What happened today (progress, problems, to-dos, etc.)?
- Voice-to-text recording via mobile device
- Integration of (marked) images
- Daily log can be shared with different users or assigned to to-dos
- Project planning or scheduling
- View: per order and overview of all orders
- Various views -> per week/per month, etc.
- View also available in Gantt format with critical path
- Automatic plan adjustment in the event of schedule changes (via drag and drop) with automatic notification of stakeholders
- To-do lists and daily logs can also be displayed in project planning
- Messaging
- Emails -> automatic assignment of emails to individual orders
- Instant messaging similar to WhatsApp (who posted what and when in 1 process)
- Instant messages can be sent as push notifications to mobile devices (incident reporting)
- Search for topics and filter options
- Order change management
- when an order is adjusted
- Adjustment of costs, budget, order volume, timeline, notifications, etc.
- Creation of an official document for approval or signature by building owners
Financial management
- Budget management
- Budget vs. actual
- Deviation
- Paid vs. outstanding costs
- Cost split by trade
- Trades/offer items can either be imported into the software (e.g., Excel import) or entered directly into the system
- An offer can be created automatically from trades
- Order processing Subcontractors
- Automatic generation of orders to subcontractors
- Electronic order approval
- Status display for orders (approved/work complete/paid, etc.)
- Payment option for orders through connection to payment providers -> Invoices can be paid directly from the software.
- Invoicing
- Timesheets or time tracking
- Mobile “clock-in/out”
- Custom reporting
- Easy export to Lexware accounting software
Important: All functions must also be available via mobile devices (mobile phones and tablets) when on the road or on the construction site (ideally as an app). Fast loading and data entry are essential.
The software is to be used on approximately 10 workstations.