Every May-June, thousands of construction financial leaders gather for one of the biggest construction accounting events in North America: the CFMA Annual Conference and Exhibition.

In 2026, the event heads to Phoenix from May 30 through June 3, where vendors will be pitching, booths will be packed, and every sales rep will have a reason why their platform is the one.

For a CFO, that noise is dangerous.

Choosing the wrong construction ERP software is not a one-quarter problem. It is a multi-year commitment that can disrupt project financials, delay reporting cycles, and leave your team stitching together spreadsheets long after go-live.

This checklist gives you a structured framework to evaluate any construction management software before, during, or after the CFMA Conference 2026, so you leave Phoenix with a decision, not just a tote bag full of brochures.

Why CFMA ’26 is the Right Time to Evaluate Your ERP

This construction financial management conference is not just a networking event. It is the one room where CFOs, controllers, CPAs, and surety professionals gather to talk openly about what is working and what is not, including the technology running their back office.

This year’s agenda covers AI adoption, tax strategy, talent recruitment, and financial reporting, all decisions that sit directly on top of your ERP infrastructure. Meanwhile, the exhibition floor puts dozens of construction ERP software vendors within a short walk of each other.

That is a rare opportunity, but only if you know what to ask.

Before you walk the expo floor at CFMA Conference 2026, arm yourself with these non-negotiable criteria.

The CFO’s 7-Point Construction ERP Checklist

Evaluating construction ERP software at a busy conference is harder than it looks. Every vendor will show you a polished demo. Your job is to pressure-test what sits underneath it.

Here are the seven criteria that separate a system built for construction finance from one that just looks like the part:

1. Job Costing and WIP Reporting

This is the foundation of any serious construction ERP software. You need real-time cost-to-complete figures, budget versus actuals at every cost code level, and WIP schedules that hold up to auditor scrutiny. A multi-level work breakdown structure is not a bonus feature; it is baseline functionality. Without it, every financial close becomes a scramble across spreadsheets and phone calls.

CFOs can ask, “Does the job cost functionality provide accurate WIP accruals for underbilling and overbilling?”

If the answer involves exporting data into Excel to reconcile manually, keep walking.

2. AIA Progress Billing and Retainage Management

For contractors working on commercial projects in North America, AIA billing is non-negotiable. Your construction ERP software should natively generate G702 and G703 pay applications, not rely on workarounds or third-party add-ons. Retainage tracking must function seamlessly across both accounts payable and accounts receivable, with a complete audit trail that satisfies bonding companies and auditors.

The system should also support retainage percentages at both the overall contract level and individual line-item level, as retainage terms often vary across scopes, subcontractors, and billing schedules.

3. Contractor Management Software Capabilities

Generic ERP platforms are not built for the complexity of subcontractor relationships. Strong contractor management software should track subcontract commitments, automate lien waiver collection, monitor insurance certificate expirations, and enforce compliance before payments are released. These are not administrative tasks they are financial controls.

CFOs can ask: “How does the system flag a subcontractor who has not submitted a lien waiver before we release payment?” If the answer is, “Someone on your team monitors that manually,” then that is your answer.

4. Microsoft Copilot and AI Integration

Artificial intelligence is no longer a future consideration for construction ERP software it is a present-day differentiator. Look for AI assistants that understand your role and allow you to ask questions about job costs in plain language, identify unexpected cost increases or billing delays early, and automate accounts payable processing without manual effort.

Platforms built on Microsoft Dynamics 365 embed Microsoft Copilot directly into ERP workflows.

That means a CFO can ask, “Which projects are at risk of margin erosion this quarter?” and receive an answer based on live data, not a static report generated manually.

5. Compliance and Certified Payroll

For contractors operating across multiple states or on publicly funded projects, payroll compliance is a legal requirement, not an operational preference. Your ERP should support Davis-Bacon prevailing wage calculations, multi-state and multi-union payroll, fringe benefit tracking, and automated certified payroll reporting.

Ask specifically how the system manages prevailing wage updates, union rules, tax jurisdictions, and labor compliance requirements across different states and project types. If compliance workflows still rely on spreadsheets or manual adjustments outside the ERP, that represents a significant risk.

6. Total Cost of Ownership

The license fee is only a small part of the total investment. Implementation, data migration, customization, user training, and ongoing support determine the true cost over a five-year period. A CFO should evaluate functional fit, total cost of ownership, implementation timeline, delivery risk, and internal control requirements when assessing any ERP system.

Ask vendors for a full three-year cost projection and request references from companies similar to your revenue size, rather than their largest enterprise clients.

7. Implementation Partner Quality

The software decision is only half of the equation the implementation partner is equally critical. Evaluate their construction industry experience, approach to scoping and change management, and ability to manage go-live risk.

At major construction events in North America like CFMA 2026, you have direct access to peers who have recently completed ERP implementations. Ask them which partner they used and whether they would choose them again.

What the Best Construction ERP Software Looks Like in 2026

The expectations for construction ERP software have changed significantly.

CFOs are no longer looking for systems that only store financial data. They expect platforms that surface insights, flag risk proactively, and reduce manual reporting effort.

Platforms like Microsoft Dynamics 365 Business Central with integrated Microsoft Copilot capabilities are helping redefine that standard.

Modern construction ERP platforms enable finance teams to:

• Query live project financials using plain language
• Receive early alerts on margin risks and cost overruns
• Automate accounts payable workflows
• Improve visibility into cash flow, billing, and profitability
• Reduce delays caused by disconnected systems and manual reconciliations

Purpose-built construction solutions like ProjectPro, an agentic construction management solution, extend these capabilities with construction-specific functionality, including:

• Advanced job costing
• Subcontractor management
• Certified payroll
• Project controls and compliance workflows
• Retainage and progress billing management

The right platform eliminates data silos between the field and back office, giving construction professionals stronger financial visibility and better operational coordination. Firms using integrated contractor management software within their ERP often report faster month-end close cycles, improved cash flow forecasting, and more reliable project reporting across the organization.

Make Your ERP Decision with Confidence, Not Conference FOMO

Whether you are walking the expo floor at CFMA Conference 2026 in Phoenix or evaluating options from your office, one thing remains true: ERP selection is too consequential to leave for a 20-minute vendor demo and a branded water bottle.

Use this checklist to pressure-test every platform you see, from job costing depth and AIA billing to Microsoft Copilot capabilities and total cost of ownership. The right Construction ERP Software will show its strength under that scrutiny. The wrong one will deflect.

Netsmartz brings over 25 years of construction technology expertise, helping contractors modernize financial management, project operations, and field collaboration on Microsoft solutions.

Construction projects rarely fail because teams do not work hard enough. They fail because planning breaks down before execution even begins.

Recent industry insights from Deloitte (2024–2025 construction outlook) highlight that cost overruns and schedule delays remain among the biggest challenges for contractors globally, especially as projects grow in complexity and scale. At the same time, PwC reports that construction firms are increasingly investing in digital planning and project management tools to improve coordination and cost control.

Despite this, many projects still start with fragmented planning.

Schedules sit in one system. Budgets in another. Field execution follows assumptions instead of aligned plans. By the time issues surface, they are already expensive to fix.

This is why construction project planning is the foundation that determines whether a project stays predictable or becomes reactive.

The contractors who consistently deliver on time and on budget follow a structured planning approach. Not as a checklist, but as a discipline.

What Effective Construction Planning Actually
Looks Like

On a well-planned project, every team knows what needs to happen, when it needs to happen, and how it connects to cost and resources.

Project managers are not chasing updates. Finance teams are not reconciling gaps. Field teams are not waiting for clarity.

Everything flows from a plan that connects scope, schedule, resources, and financials. That level of coordination does not happen by chance. It comes from following the right construction project planning steps. Here’s how:

Define Clear Project Goals

Every successful project begins with alignment on what success actually means.This goes beyond defining deliverables. It includes financial targets, timelines, quality benchmarks, and stakeholder expectations.

When this clarity is missing, teams make decisions based on assumptions. Those assumptions later show up as delays, rework, or disputes.

Strong project planning in construction management starts by creating a shared understanding across all stakeholders. This becomes the reference point for every decision that follows.

Establish Scope and Key Deliverables

Once goals are set, the next construction planning step is defining the project’s scope.

Scope includes:

• What Will Be Delivered
• Materials, Systems, and Equipment Required
• Quality and Compliance Standards
• Work Excluded from the Contract

A detailed scope document eliminates ambiguity, reduces change orders, and enhances accountability.

Use collaborative workshops with the design team, subcontractors, and stakeholders to refine scope and avoid assumptions later.

Prioritize Internal Planning Before Execution

Before any work begins, the team must develop an actionable plan that addresses internal risks, resources, and timelines.

Key activities include:

• Identify Risks and Assign Owners: Document potential risks (financial, schedule, safety) and assign responsibility for mitigation.
• Align Resources and Budgets: Ensure labor, equipment, and funding are allocated and scheduled appropriately.
• Assess Site Conditions and Logistics: Confirm permits, access, and infrastructure requirements are accounted for.

Focusing on internal preparation ensures the project team can make informed decisions and react effectively if conditions change.

Pro Tip: Document all risk mitigation strategies in a shared platform so team members can track accountability and progress.

Connect Design with Early Execution Planning

One of the biggest gaps in construction planning happens between design and execution.Design teams complete drawings. Field teams interpret them. And in between, misalignment creates delays and rework.

Integrating design with execution planning changes that. It allows teams to identify conflicts early, align schedules with actual build conditions, and ensure cost estimates reflect reality.

With tools like BIM and connected planning systems, this step is becoming essential rather than optional.

Validate Your Plan Before Breaking Ground

Before construction begins, conduct a comprehensive walkthrough to validate the plan, rather than rehashing alignment.

Key validation steps:

• Final Scope and Design Check: Confirm deliverables match contract requirements.
• Constructability Review: Ensure designs can be executed efficiently on-site.
• Compliance Audit: Verify regulatory and safety standards are met.
• Bid and Subcontractor Coordination: Confirm responsibilities and schedules with trade partners.

This step ensures gaps are caught early, minimizing costly mistakes and giving the team confidence to execute the project successfully.

Why Modern Contractors Prioritize a Structured
Planning Approach

Construction planning is evolving from static documents to connected systems. Over 78% of construction firms globally had adopted at least one digital project management tool by 2024 to improve schedule coordination, budgeting, and team collaboration.

A structured planning process helps contractors:

• Minimize change orders
• Reduce unexpected delays
• Keep costs under control

Where ProjectPro Fits In

Modern planning requires more than spreadsheets and disconnected tools.

ProjectPro, built on Microsoft Dynamics 365 Business Central, connects project planning with financial management in one system.

This allows contractors to align budgets with execution in real time, track costs as work progresses, connect project planning with accounting and reporting .

Instead of managing planning and financials separately, teams operate with a unified view of the project.

Final Thoughts

Effective construction project planning goes beyond a simple checklist. It’s what sets the best contractors apart.

To reduce uncertainty and keep projects on schedule and within budget, many leading construction firms rely on ProjectPro.

This all-in-one construction ERP is built on Microsoft Dynamics 365 Business Central and backed by over 26 years of construction industry experience. It gives teams real-time visibility, streamlined workflows, and the insights they need to make smarter decisions on every project.

To discover how ProjectPro can transform the way you plan
and build, schedule a demo.