Building a pool seems easy at first glance, but an established pool builder would tell you differently: pool projects are among the most complicated in both home and business construction. In contrast, production-based projects are consistent; they remain unchanged, with the same designs, sizes, materials, and conditions every time. Combine that with unpredictable costs, managing subcontractors, and demanding clients, and you get a type of project that is very vulnerable to delays and increased costs.
Builders in 2025 face even greater pressure. Homebuyers insist on pools completed sooner, tailored in finer detail, and with more transparency into the build process itself. Builders, in the meantime, juggle multiple sites, manage design changes, and synchronize multiple trade activities, such as excavation gangs, plumbers, electricians, and finishing specialists.
That is why it is no longer a luxury, but a necessity, for pool builders’ project management software. The right software helps pool builders be well-prepared, handle costs, and communicate with customers.
Explore the Top 10 Project Management Software geared for Pool Builders in 2025. We’ll review their functionalities, advantages, and disadvantages while detailing why 123worx is the ideal comprehensive solution for pool construction companies in the USA and Canada.
Why Pool Builders Need Project Management Tools?
Building a pool is a juggling act. One late arrival or scheduling conflict can derail the work altogether. Until there is a unified platform, many contractors are still working with spreadsheets, text, and telephones, and as a direct consequence, it inevitably leads to confusion and error, and cost.
Below are the fundamental reasons why pool constructors need specific project management software in 2025:
- Subcontractor coordination causes delay -All excavators, electric, and finish depend on each other’s schedules.
- Material cost fluctuations– Tiles, concrete, and equipment prices shift, making accurate budgeting difficult.
- Multiple jobs at a time -Tracking progress on multiple job sites is nearly impossible without software.
- Client communication & change orders – Homeowners tend to make last-minute design changes that impact schedules and budgets.
The good software oversees these challenges by bringing together scheduling, budgeting, communication, and reporting within a unified platform.
Important Features to Consider in Pool Construction Programs
All project management software is created equal. In-ground pool builders require specialized features specific to work workflow in construction, unlike generic task management.
Here’s what to prioritize:
- Scheduling & Timeline Management -Using Gantt charts and task relationships to monitor milestones.
- Estimating & Budgeting –Keeping tabs on costs in real-time and managing alterations.
- Document Management –Keep permits, agreements, and blueprints together.
- Collaboration Tools- Easy communication among crews, subcontractors, and customers.
- Mobile Access – Update tasks, share pictures, and check schedules from the job site.
Cloud-based systems are particularly useful, providing pool builders with access to up-to-date data whether in the office, on-site, or with customers.
10 Best Project Management Tools Used by Pool Builders in 2025
1. 123worx (Best All-in-One Solution for Pool Builders)
Why it’s built for pool builders:
123worx is tailored exclusively to contractors in the USA and Canada, and it is an ideal application for pool builders requiring scheduling, estimating, collaboration, and change order management, all features in a single platform. Design variations, subcontractor scheduling, and budget tracking are all handled in a seamless fashion.
Key features:
- Gantt charts and Work Breakdown Structure (WBS) in scheduling pool construction.
- Estimating software in dealing with fluctuating material and labor costs.
- Change order administration by controlling client-sparked design changes.
- Resource allocation and subcontracting administration.
- Client portals and professional reporting.
Verdict: For small and medium pool builders, 123worx provides the optimal balance of price, ease of use, and features. Unlike Procore or Buildertrend, which are overloaded with enterprise-level tools and come at a high cost, 123worx is ideal for contractors looking to grow.
2. Procore
Why it stands out:
Procore is one of the biggest brands in construction project management software. It’s built with large-time contractors in mind, who need robust collaboration, compliance, and reporting functionality.
Strengths:
- Fantastic big teamwork.
- Efficient reporting and compliance software.
- Scalable for companies with many branches.
Limitations:
- Steep cost compared to pool-builder-focused software.
- Complexity can overwhelm small groups.
Verdict: Best suited for large pool-building firms or contractors undertaking multiple million-dollar contracts.
3. Buildertrend
Why it differs:
Buildertrend is popular among remodelers, as well as custom home builders, and it is used by many pool builders in its scheduling and client communication features.
Strengths:
- Efficient client portal for communication and approvals.
- Integrated easily with QuickBooks and Xero.
- Decent scheduling and estimating.
Limitations:
- Overwhelming if you’re a smaller pool contractor.
- More people, higher price.
Verdict: A great value among medium-sized builders of pools looking for efficient client communication.
3. CoConstruct
Why it stands out:
CoConstruct is intuitive and built for custom work. Even though it’s made with remodelers in mind, pool builders enjoy its simplified estimating, budgeting, and communication functionality.
Strengths:
- Easy-to-use client portal.
- Effective budgeting and estimating functions.
- Skilled in handling custom design changes.
Limitations:
- Limited scalability in larger pool companies.
Verdict: Most appropriate for small to mid-sized pool builders seeking simplicity and affordability.
5. Houzz Pro
Why it stands out:
Houzz Pro has both CRM and project management capabilities and suits pool builders who require leads and clients, and projects, all in the mix.
Strengths:
- Great client communication tools.
- Estimating and lead management.
- Affordable entry-level pricing.
Limitations:
- Lacks advanced construction scheduling.
- Preferably ahead of client communication in detail.
Verdict: Best for smaller pool builders who treasure relationships with customers.
6. Monday.com
Why it stands out:
Monday.com is a generic project management software with very flexible workflow customization. Although it’s not specific to construction, most pool builders use it for communication and task tracking.
Strengths:
- Flexible boards and workflows.
- Affordable entry-level pricing.
- User-friendly with small groups.
Limitations:
- No integrated estimating or compliance software.
- Needs integration for complete construction use.
Verdict: Suits well with pool builders who are looking for flexibility without needing intricate construction attributes.
7. Asana
Why it stands out:
Asana is another general project management tool, popularly renowned as user-friendly and affordable. Small pool contractors’ tiny teams can use it as a simple work tracking tool.
Strengths:
- Very user-friendly.
- Ideal for small groups with modest requirements.
- Affordable.
Limitations:
- Zero trade-specific scheduling or estimating.
- Lacks reporting and compliance tools.
Verdict: Best for small pool crews working on a few jobs at a time.
8. Smartsheet
Why it matters:
Smartsheet is basically a better Excel for contractors, offering spreadsheet-like project planning with timelines, dependencies, and reporting.
Strengths:
- Familiar Excel-like interface.
- Powerful scheduling and reporting.
- Interactivity.
Limitations:
- Sharper slope.
- Not construction-specific without customization.
Verdict: Ideal if you’re a spreadsheet addict but hanker after auto-generation.
9. JobNimbus
Why it matters:
Formulated originally as a product for roofing businesses, JobNimbus is a CRM, scheduler, and communication tool that is applicable to pool construction.
Strengths:
- Effective lead and CRM management.
- General scheduling and work monitoring.
- Good integrations.
Limitations:
- More roofing-focused than pool-specific.
- Fewer advanced scheduling capabilities.
Verdict: A promising option among tiny pool builders needing a CRM, too.
10. Contractor Foreman
Why it stands out:
Contractor Foreman is one of the most affordable construction software, bundling scheduling, estimating, work logs, and reporting.
Strengths:
- Affordable monthly pricing.
- All-in-one packages for small builders.
- Has compliance and safety features.
Limitations:
- Rougher than luxury sites.
- Limited scalability for large businesses.
Verdict: An excellent starter bundle for smaller pool builders breaking into project management software.
FAQs on Project Management Tools for Building Pools
- What’s the top software for pool project management in 2025?
The overall best software tool is 123worx, as it is an all-in-one estimating, scheduling, collaboration, and client management tool designed exclusively for contractors from the USA and Canada.
- Does a small pool contractor need project management software?
Indeed. Even tiny contractors are accessible to scheduling software, accounting, and client portals. You can obtain cheap solutions as a Contractor Foreman or 123worx.
- Can I handle design changes and change orders with these tools?
Yes. Almost all software packages (123worx, Buildertrend, CoConstruct) include change order management, whereby you can track changes without losing control over costs.
- Least expensive tool among small contractors?
Contractor Foreman and Houzz Pro are within the budget. But 123worx is value-for-money the most if price and total in-construction features are balanced.
- How is 123worx different from Procore or Buildertrend on pool work?
Procore accommodates large businesses, and Buildertrend does client communication well. 123worx has both the strengths of both without the cost or headache, and is therefore the favorite among builders of pools.
Final Decision – The Right Tool
The 2025 pool building business is more competitive and fast-paced than ever before. Builders who are spreadsheet and paper-dependent are in danger of getting left behind. The appropriate project management software allows pool builders to remain efficient, profitable, and customer-centric.
Here’s the bottom line:
- Large firms can favor Procore.
- Client-oriented contractors are allowed to use Houzz Pro or Buildertrend.
- Budget-conscious contractors might try Contractor Foreman.
But for a medium-to-small-sized pool builder wanting an all-in-one, affordable solution, 123worx is the best choice.
As a Vice President at 123worx, Construction Management Platform, Bharat Rudra has worked with hundreds of business executives searching for best-suited software for their construction business with a wide array of requirements. Bharat takes pride in helping construction businesses solve their business and project management challenges. Feel free to reach Bharat if you have any questions. You can find him on LinkedIn or reach him at brudra@123worx.com
