Favorite Tools for Project Management on Rehab Projects?

Question

What apps or tools do you use to manage your flip projects?

Looking for recommendations for budgeting, timeline management, and keeping contractors organized.

Jake Baker · Answer

@Melinda Eilts

For my flipping business, I prefer to use fewer software programs to streamline things. It's easy to get bogged down by too much software in today's world. We use DealCheck to underwrite deals and QuickBooks Online for everything related to accounting and numbers.

Yanik Parsch · Answer

Hey Melinda — for project budgeting and timelines I’ve used a few general tools (like Trello and shared spreadsheets), but nothing that’s specifically built for rehab/contractor management nailed all of it for me yet. For the financial side of things (tracking actual costs against your budget), I use Baselane on the rental side to keep income/expenses and receipts organized once the flip turns into a rental.

For the project work itself (scheduling, contractor task lists, change orders), a dedicated PM tool tends to work best and then I tie those cost details back into my bookkeeping tool so the numbers actually match what happened on the ground.

Mohammed Rahman · Answer

I like @James Jones's tech stack.

Simple works best for these types of projects. It keeps everything visible, flexible, and low-friction without overcomplicating things. Google Sheets for budgeting, Trello or Notion for timeline management, shared Google Drive folders for files, and Whatsapp group chats for communication (Slack as an alternative).

James Jones · Answer

Melinda, for rehab and value-add projects I keep the tech stack pretty simple because most delays come from communication breakdowns, not fancy software.

What’s worked best for us:

1. Monday.com for project management

We use it to track scope, timelines, materials, and who’s responsible for what. It gives contractors one place to see updates instead of chasing text threads.

2. Google Drive + Shared Folders for job files

Bid sheets, before/after photos, permits, receipts, it all lives in one shared folder. Makes it easy to keep lenders and partners updated too.

3. Google Sheets for budget tracking

Still the most reliable tool for staying on top of costs. We break the rehab into line-items and track actuals weekly so we catch overruns early.

4. WhatsApp or Group Text for daily communication

Fast, simple, and keeps the whole crew aligned. Most contractors won’t adopt complicated software, so meeting them where they are keeps the project moving.

For me, the key is less about the tool and more about having a consistent workflow the whole team follows. The simpler it is, the fewer things fall through the cracks.

Favorite Tools for Project Management on Rehab Projects?

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