Fastest-Adopting Subcontractor Cohorts in 2025
Riffle’s 2025 Subcontractor Survey reveals which subcontractor cohorts are adopting digital bidding and workflow tools the fastest — and why.
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Subcontractors don’t have the luxury of waiting for perfect conditions to modernize. Bidding cycles are tighter, inboxes are more chaotic, and labor constraints force teams to do more with less. In Riffle’s 2025 Subcontractor Survey, we asked hundreds of subcontractors about their technology adoption habits, and the results point to a small but growing group of “fast adopters” leading the industry forward.
These aren’t necessarily the biggest firms or the most tech-savvy trades. In fact, the fastest-adopting subcontractor cohorts share one thing in common: intense operational pressure that forces efficiency.
Here’s who’s moving first, and why it matters.
Mid-Sized Subs Are Outpacing Everyone
Our survey revealed that mid-sized subcontractors (10-49 employees) are adopting bidding tools and workflow automation faster than both small shops and large enterprises.
Why mid-sized firms move fastest:
- Big enough to feel real process pain
- Small enough to make quick decisions
- Often run by second-generation leaders
- More projects, more bids, more email chaos
They also report the highest weekly bid volume of any cohort. When bidding volume spikes, manual processes break, and this group knows it.
Survey Insight: Mid-sized subs were the most likely cohort to say they “actively evaluate new tools quarterly.”
Office-Staffed Subs With Dedicated Estimators Lead on Workflow Tools
Another clear adopter cohort: subs with at least one dedicated estimator or office coordinator.
These firms have:
- Someone who owns the inbox
- Someone who feels the administrative burden daily
- Someone whose performance is directly tied to efficiency
This group also expressed the highest frustration with scattered bid information — a strong indicator that tools like Riffle solve a real operational gap.
Survey Insight: Subs with dedicated estimation roles were 2x more likely to use at least one SaaS tool for bidding or takeoffs.
Trades With High Bid Volume Move Faster Than High-Skill/Low-Volume Trades
Some trades submit dozens of bids every week. Others submit far fewer, but more complex ones.
High-volume trades leading adoption:
- Drywall
- Painting
- Flooring
- Electrical (especially service divisions)
Why? Because inboxes fill up faster, takeoff cycles are shorter, and deadlines pile up.
Conversely, trades like specialty mechanical or custom fabrication, where each bid is more bespoke, tend to adopt more slowly. Their workflows don’t break as quickly, even if the stakes are higher.
Newer Ownership and Second-Generation Leaders Move First
Tech adoption in construction is often about mindset. Survey respondents who identified as new owners, successors, or second-generation leadership were significantly more likely to adopt modern tools.
Common themes across this group:
- Grew up with technology
- More comfortable experimenting
- Stronger desire to modernize admin ops
- More likely to prioritize data visibility
These leaders aren’t adopting tech because it’s trendy, they’re adopting it because they’re tired of drowning in bids and inbox management.
Firms With Remote or Hybrid Admin Teams Are Adopting at Accelerated Rates
Remote or hybrid admin staff rely heavily on shared digital workflows. When files live in scattered email threads, productivity drops fast.
Hybrid or remote subs in the survey were:
- More likely to use shared cloud drives
- More concerned about missed ITBs
- More likely to invest in centralizing bid info
Survey Insight: Hybrid firms ranked “centralized bid tracking” as their #1 desired improvement.
What This Means for Subcontractors
Across every cohort, one takeaway is clear: subcontractors aren’t adopting tools because they’re excited about software, they’re adopting tools because bidding has become unmanageable.
The fastest-adopting subs are:
- Feeling more administrative pressure
- Handling higher bid volumes
- More motivated to fix inbox chaos
- More aware that missed bids = missed revenue
And as they move, the rest of the market will follow.
Riffle was built for subcontractors who want to turn inbox chaos into clarity.
Join the waitlist at rifflecm.com to get early access.
Eliminating Manual Errors in Construction Bids
Common questions about reducing errors and improving accuracy
What causes most manual errors in subcontractor bids?
Manual errors usually come from disconnected workflows — things like outdated spreadsheets, inconsistent templates, or rekeying the same data multiple times. When project info lives across emails, texts, and PDFs, small mistakes add up fast.
How can software help reduce bidding mistakes?
Purpose-built estimating software automates repetitive tasks like data entry, quantity takeoffs, and revision tracking. Instead of chasing down the latest drawings or retyping costs, your team works from one centralized, accurate system — cutting errors before they happen.
Is automation complicated to set up for small subcontractors?
Not with modern tools like Riffle. You can connect your email or ITB inbox in minutes, and automation starts working behind the scenes — identifying bid invites, tracking updates, and helping you prioritize the right opportunities. No IT department required.
How much time can automation actually save?
Most subcontractors save 6–10 hours per week just by eliminating manual re-entry and version confusion. That’s more time for estimating the next job, reviewing margins, or simply getting home on time.
Does automating bids mean losing control over pricing?
Not at all. Automation handles the busywork — you keep full control over pricing, scope, and judgment calls. Think of it as an assistant that gets the numbers right so you can focus on strategy.
How do I know if my team is underspending or overspending on software?
A good rule of thumb: most subcontractors invest 1–3% of annual revenue in digital tools. If you’re still running bids manually or using outdated systems, the real cost might be hidden in lost time and missed opportunities.
Why does accuracy matter so much in bidding?
Every error compounds — one missed line item or miscalculated rate can erase your entire profit margin. Accuracy doesn’t just win jobs; it protects your business from losses you don’t see coming.
How does Riffle help subcontractors eliminate manual work?
Riffle automates your bidding and project workflows from start to finish. It finds ITBs in your inbox, organizes bid invites, fills in estimating data, and tracks updates — helping subcontractors bid smarter, reduce errors, and grow revenue.
We Understand the Bottlenecks for Subs
My biggest weakness has always been follow-ups—I’m just not great at it. If I had a built-in reminder feature to follow up on projects automatically, that would be a game-changer. I’ve gotten better, but I could still use that extra nudge.
Quoting can be chaotic. You have five different contractors sending out the same bid invite, each named differently. We end up with duplicate bids on the board or miss one entirely because it was labeled another way. There is no clear procedure when invites come in from multiple people.
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