Contractor management software: estimates, job files and invoices for every job
For remodelers and small contractors running several jobs at once who want the estimate, its versions, the invoices and the photos from the site in one place, job by job.
- Estimates by sections and line items, with takeoffs
- Customer e-signature, then invoice the deposit and the balance
- Site notes with photos from your phone
US$16.95 per month · month to month, cancel anytime · all the tools for your trade
| Document | Date | Amount | Status |
|---|---|---|---|
| Estimate E-2026-031 (v2) | Mar 3 | $96,400.00 | Signed |
| Invoice 2026-0112 · 30% deposit | Mar 5 | $28,920.00 | Paid |
| Site note · framing done (4 photos) | Apr 18 | — | Logged |
| Site note · drywall delivered (2 photos) | May 2 | — | Logged |
| Invoice 2026-0158 · balance | Jun 20 | $67,480.00 | Draft |
Example screen showing made-up sample data
What contractor management software keeps in order on every job
Estimates by sections and line items
Organize every estimate into sections (demolition, framing, drywall, finishes…) with line items, quantity, unit price and tax.
Takeoffs per line item
Enter units × length × width × height and the quantity is calculated for you, so the math lives inside the estimate, not on a notepad.
A starter cost book
Start from 43 common line items, including structure and concrete, with reference prices you adjust to your own.
Internal cost and margin
Each estimate keeps its own cost and margin. Your customer never sees them.
Customer e-signature
Send a link: your customer views the estimate, downloads the PDF and signs it or declines it. You’re notified when they open, accept or decline it.
Automatic versions
Change an estimate after sending it and the next version is created, so you always know what the customer saw.
Deposit, then balance
Turn an accepted estimate into an invoice for the full amount, a deposit or what’s left. The invoice shows one line per section.
One file per job
Each job has its own file with its estimates and invoices, so everything for the coffee shop build-out is in one place.
Site notes with photos
Add notes from the job site with up to six photos taken on your phone.
Where a small contractor loses track
At a lot of small remodeling and construction companies, the estimate lives in Excel, the photos on the foreman’s phone and the invoices in a different program. Every time the customer calls, someone digs through three places to answer a simple question: what did we quote, what have we billed and what’s still open?
Contractor management software won’t build the job for you. It puts the estimate, its versions, the invoices and the notes from the site in one file per job, so that answer takes seconds.
How a real job runs in the software
Example: a coffee shop tenant build-out. A $96,400 contract before tax, six sections and about fourteen weeks of work.
Before the job: the estimate
You build the estimate with six sections and their line items. For the drywall partitions you enter the takeoff and the software works out the 1,420 sq ft. Your internal cost puts the margin at 21.5%; the owner only sees prices.
You send the link. The owner opens it that evening (you get a notification) and asks to change the floor tile. You edit the estimate and version 2 goes out. Two days later it’s signed online.
Start of the job: the deposit
One click turns the signed estimate into a 30% deposit invoice for $28,920, plus sales tax at the rate you set up if your state taxes this kind of work. When the payment arrives, you record it as card or bank transfer.
During the job: notes from the site
Your foreman adds a note when framing is done, with four photos from his phone. It lands in the job file, next to the estimate and the deposit invoice.
At closeout: the balance
Another click invoices what’s left, $67,480, with one line per section and nothing retyped.
Invoice the deposit the same day the estimate is signed, before you buy materials. It’s the simplest way to protect your cash on a long job.
Excel and WhatsApp vs. contractor management software
| Task | Paper, Excel and WhatsApp | Gremio Software for contractors |
|---|---|---|
| Estimate | A spreadsheet copied from the last job | Sections, line items and takeoffs, with your internal margin |
| Customer approval | “OK” in a text message | E-signature on a link, with notifications when it’s opened and accepted |
| Changes | Files named final_v3_REAL.xlsx | A new version every time you change a sent estimate |
| Invoicing | Retyping the estimate into another program | One click: full amount, deposit or balance |
| Job photos | On the foreman’s phone | In the job file, with the note that explains them |
Who this contractor management software is for (and who it isn’t for)
It’s built for:
- Remodeling companies with several jobs open at once, from a kitchen remodel to a retail build-out.
- Small contractors and builders who quote by sections and invoice a deposit and a balance.
- Specialty contractors (plumbing, electrical, HVAC) who want estimates, invoices and job photos in one place.
It’s not what you’re looking for if you need:
- Progress billing with pay applications and retainage: it doesn’t do that today.
- Job costing that compares actual cost with the estimate: expenses aren’t assigned to a job.
- Daily logs with crew hours, subcontractor management, Gantt-chart scheduling or BIM.
- Only quick one-day quotes: estimate software is all you need.
How to get started
Book the free demo
Tell us how many jobs you run at once and how you quote today. In the demo we show you what a job like yours would look like.
Set up your first job
Enter its estimate by sections, starting from the cost book, and send it to your customer for signature.
Invite your team
Each person gets their own login and permissions, from the office or a phone.
One plan, flat rate
Month to month: cancel whenever. Nothing extra to pay for.
What you get
- All the contractor management tools
- Estimates by sections with takeoffs and a 43-item cost book
- Job files with site notes and photos
- Unlimited users, with permissions for each person
- Receipts and invoices with your sales tax rates
- AI assistant: answers your questions and scans receipts from photos
- Payments, open balances and an income and expense ledger
- Desktop, tablet and cell phone, no install
- Export all your data whenever you want
- Email support
Frequently asked questions
Can I invoice a deposit and then the balance?
Yes. From an accepted estimate you create an invoice for the full amount, for a deposit or for what’s left, without retyping anything.
Does it do progress billing or pay applications with retainage?
Not today. You can invoice a deposit and the balance against an estimate, but there are no AIA-style pay applications, percent-complete billing or retainage.
Can my foreman add notes from the job site?
Yes. It runs in the phone’s browser and can be added to the home screen like an app. Each note can carry up to six photos and goes straight into the job file.
Does my customer see my cost and margin?
No. Internal cost and margin stay inside the estimate; the customer’s link and PDF only show prices.
How much does the contractor management software cost?
US$16.95 a month, one plan with every feature included, month to month: cancel anytime. The best place to start is a free demo.
Can it handle sales tax?
You set up the sales tax rates where you work (state, county, city) and they’re applied on every estimate and invoice. A sales tax summary by month or quarter exports to Excel or CSV. Check with your accountant which of your work is taxable in your state.
Other versions you might like
Software for general contractors
Every job in one file: its estimates, invoices, site notes and photos, plus your internal cost and margin.
See features →Construction estimating software
Takeoffs per line item (units × length × width × height) and a starter cost book you adjust to your prices.
See features →Want to see it with your own numbers?
We’ll walk you through the software using examples from your trade and answer any questions. No strings attached.