Beyond Job Folders For Construction: 7 Ways Contractors Organize Their Documents

August 6th, 2022

Staying organized in the contractor industry can be difficult when you’re always on the go from presentation meetings to job sites and using different contractor timers and apps. Keeping all of your documents can be very hard because you are constantly traveling and paper documents are a hassle. A labor tracking app is always a great place to start!

Although staying organized can be challenging, there are a few things you can do to stay organized while being field-based. Here are a few ways:

👉Related: Ultimate labor tracking guide for business owners

1) A Physical Expandable file

Although conventional, you will never have to worry about your schematics and other paperwork. Labeling each tab per client, you will have everything at your fingertips at a moment’s notice. With a file like this, it’s good to have two copies – a working file for your traveling office, and a main copy at your headquarters.

2) AceProject

This software allows you to organize and track your tasks, giving you project templates in which to organize your work. You can take a picture of your documents and import them into the program for on-the-go access and organization.

3) Docs-To-Go

This software allows you to work on documents from your laptop, phone, or tablet and organizes your documents as if you were in the office. Everything is stored in the cloud for easy retrieval.

4) The Cloud

Cloud storage is better than ever and allows you to see and access your documents when you need them. You can take a picture with your tablet or phone and upload it for safekeeping.

5) Portable scanner

From portable printers to portable scanners, you cannot go wrong when you have one of these. A portable scanner, like a NEAT device allows you to scan receipts, documents, and other important paperwork, immediately filing it electronically into your system. You will not have to wonder where you put a document again.

6) Binder

Let's be honest, it's not a flashy or particularly good way to store job site documents long term, However, Some people still prefer tangible copies over technology. Keeping a binder of your projects handy will always work for the time being but the more jobs and construction workers you have, the messier the system will get. And be sure that your accounting software is regularly kept up to date if you are using paper documents. Nothing is worse than getting to the end of a quarter in your construction business and realizing that you have to track every labor cost and material cost by hand before you pay your taxes.

7) Shoeboxed or OneReceipt

These apps work with your phone or tablet and keep receipts in one convenient place in the cloud. You’ll never have to worry about whether or not you have a copy of the invoice, or a receipt for items. This is a practical tool to keep things organized.

8) Bonus Organization Method: Using Google Drive

While it's not even close to being a new piece of technology, many contractors have turned to using Google Drive to store files. Drives can get set up for each job in any method you want. I would recommend sorting them by dates or by month or quarter. Inside Google Drive, you can upload PDFs, photos, Excel sheets, and sort everything by folder.

And the best part is that these documents can be reached from any phone or computer at any time. It's also easy to add additional users to your Google account and have your employees upload important documents to the drive as well. Paired with an accurate construction time tracking app such as LaborSync, using this method is a surefire way to not only organize your documents but to accurately track labor and labor costs as well.

Final Thoughts

All of these solutions will help any contractor stay focused and organized as they work throughout the day. Being able to have peace of mind while knowing you have the information you need safely on hand is key. Use the tools that will enhance your productivity for lasting results. Finally, a construction labor tracking app such as Labor Sync's is the best way you can monitor productivity, and ensure hourly results are accurate and labor costs are kept to a minimum. Labor management has never been easier and often drastically improves business outcomes.

Interested in learning more? Read the complete guide on scaling a construction company.