Building a pool seems easy at first glance, but an experienced pool builder knows the truth—pool projects are among the most complex in both residential and commercial construction. Unlike production-style builds that follow the same template every time, pool projects vary significantly in design, materials, engineering, and site conditions. Add unpredictable costs, subcontractor coordination, and demanding clients, and the risk of delays and budget overruns increases dramatically.
In 2025, the demand for professional pool builder software and end-to-end pool construction management tools has skyrocketed. Homeowners expect faster timelines, greater transparency, and detailed design execution. Meanwhile, contractors must juggle multiple job sites, design changes, and coordination between excavation crews, plumbers, electricians, and finishing teams.
This guide explores the Top 10 Project Management Software tools for pool builders in 2025, comparing features, benefits, limitations, and pricing. You’ll also learn why 123worx is emerging as the leading all-in-one solution for pool construction companies across the USA and Canada.
For pool contractors, renovation firms, and outdoor living specialists looking to upgrade their scheduling, estimating, and communication workflows, this breakdown will help you choose the right pool construction software for 2025.
The best pool builder software in 2025 is 123worx, because it combines scheduling, estimating, budgeting, subcontractor coordination, and client communication in one integrated platform. Unlike generic construction tools, 123worx offers pool-specific workflows, real-time updates, cloud access, and automated change order management—helping builders avoid delays, reduce errors, and manage multiple pool projects with ease.
Why Pool Builders Need Project Management Tools in 2025
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.
Without modern construction software for pool companies, scheduling conflicts, change orders, and multi-crew coordination become nearly impossible to track. This is why software for pool builders plays a crucial role in eliminating delays and improving jobsite control.
The Best Pool Builder Software in 2025 – Watch Video
Key Features Pool Builders Should Look For in 2025
Not all project management software is created equal. In-ground pool builders require specialized features specific to the work workflow in construction, unlike generic task management.
Important Features to Consider in Pool Construction Program
- 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. The top pool construction management software will also combine estimating, CRM, and scheduling features into one connected platform. These capabilities make pool construction management software essential for builders managing multiple crews, real-time schedules, and detailed custom pool designs.
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 for pool builders, 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. 123worx remains one of the best software tools for pool contractors needing estimating, scheduling, and client coordination in one place.
2. Procore
Why it stands out:
Procore is one of the biggest brands in construction project management software. It’s built with long-term 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.
- Pool construction enterprise software
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.
- Pool building CRM systems
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.
- Digital tools for pool builders
Limitations:
- Limited scalability in larger pool companies.
Verdict: Such digital tools for pool builders are most appropriate for small to mid-sized 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.
- Pool contractor CRM
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.
- Task management for pool construction projects
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.
- Small pool contractor scheduling software
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.
- Spreadsheet-based pool scheduling
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.
- CRM for pool builders
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.
- Affordable pool construction software
Limitations:
- Rougher than luxury sites.
- Limited scalability for large businesses.
Verdict: An excellent starter bundle for smaller pool builders breaking into project management software.
Quick Comparison Summary
Here is a quick comparison of the top pool builder tools based on scheduling, estimating, pricing, and ease of use.
Editor’s Recommendation: Best Pool Builder Software in 2025
After comparing the top 10 pool builder software options, 123worx stands out for its all-in-one capabilities, while Procore excels at enterprise projects, and Buildertrend is ideal for client communication.
Based on ease of use, cost, scalability, and pool-specific workflow tools, 123worx ranks at the top for SMB pool builders, followed by Buildertrend and Procore.
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.
6. What is the best pool construction scheduling software in 2025?
123worx, Buildertrend, and Procore remain top choices for contractors seeking pool construction scheduling software with real-time coordination and mobile field management.
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
