In recent years, there has been an influx of software designed to make the lives of business owners everywhere easier. From project management and scheduling to customer communication and invoicing, the marketplace is saturated with platforms promising to streamline operations. But, for many trades businesses, the smarter move isn’t always investing in yet another tool — it’s uncovering the untapped potential in the software they already own.

Oftentimes, contractors use only a fraction of the features included in their existing systems, overlooking capabilities that could save time, reduce costs and even boost customer satisfaction. By taking a closer look at what’s already available, businesses can avoid subscription overload and maximize the return on the technology they’ve already paid for.

I spoke with Jenny Benbrook, the CEO of Powerhouse Consulting, to discuss how trades businesses can utilize their existing software, rather than falling for the “shiny-new” technology. 

One of the major issues is that many business owners simply aren't aware of the full capabilities of their already-implemented software. But, it isn't their fault. "Some of these tools, especially the end-to-end software, like your field services management platforms, are so complex and can truly run every aspect of the business." Jenny told me. "But, a lot of it comes with development and release... If a contractor isn't continuously monitoring that and staying up to date with the changes in their technology, it can be very easy to overlook what is currently available to them." 

"These tools are evolving. They're like living and breathing organisms. It's important that a contractor stays on top of what those changes are so that they understand when new features become available." New updates can be confusing; especially when you're running a business, and unable to devote hours to learning the ins-and-outs of a software that you've been using for years. 

So, how do you look for signs of inefficiency? One telltale sign is a sense of overwhelm. "If the team or the different departments lack confidence in the tools that they're using or are using the tools in a myriad of different ways, that can signal that the tool is not being utilized correctly, or it is being underutilized." 

Next, and very importantly, "Start small." You don't have to completely rework your whole system right away. "I always say start with one area of focus, master that area. And, when we say master, we mean explore everything that it can do.

"So, for example, let's talk about dispatching capability, which is very common across multiple FSM platforms. What capabilities, whether it's AI-powered or strategic insight-focused, can your FSM provide? Let's say it optimizes your dispatch routes. That begins with a quest for knowledge. So, talking to your CSM, talking to third-party professional services consultants like Powerhouse to help educate you first on what it can do. Once you know what it can do, build the application that works for your business."

Once you’ve identified a feature worth exploring, the next step is to move beyond awareness and into application. Knowing that a tool exists is valuable, but the real payoff comes from tailoring it to the way your business actually operates. That shift — from general capability to specific workflow — is where contractors often see the biggest efficiency gains.

"Once you've developed your unique workflow, document that workflow, then train your team so everybody's following the same process. Take that process and plug and play across every department in your company." 

Next in the roadmap to software utilization success: take a hard look at what you have. Some questions that Jenny thinks you should ask yourself are: 

• What tech are you currently using? 

• Have you gone on a "knowledge quest" of understanding what it can do for you? 

• What can it not do for you? 

Look for redundancies. It's entirely possible that you have two types of tech that do the exact same thing, and you're paying for both. 

"Once you've gone through the education and evaluation phase, you know what you're currently using, how you're using it, what it's capable of, then you can focus on pruning out what you don't need, ensuring that you're getting the most out of the tools that you're paying for." 

Streamlining does more than just lighten the financial load; it also reduces friction across teams. When different departments rely on different tools, or use the same software in different ways, it creates confusion and inconsistency. Field techs might log information one way while the office staff enters it another, leading to miscommunication, missed details and unhappy customers. By committing to one platform and learning its features fully, trades businesses create a shared language for operations, making every department more confident in the tools they use.

Of course, the biggest barrier to getting more out of existing software is time. Contractors are juggling customer demands, scheduling, hiring, and countless other responsibilities. Diving into new software updates or sitting through tutorials often gets pushed to the bottom of the list. But, ignoring those updates means leaving value on the table. The key is to reframe software learning as an investment in productivity — one that pays off in hours saved and revenue gained over the long run.

"I always liken it to getting a trade certification. Hundreds and hundreds of hours go into a technician becoming certified, for example, before they can go out and diagnose equipment or work on equipment or work with a homeowner. Take that same thought process and apply it to software. Literally hundreds and hundreds of hours go into understanding these software platforms."

We all know that you don't stop learning just because you finished a certification course of a class. The same goes for software; it evolves, and you need to evolve your understanding of it. Make the time to fully understand your software, the ways that it is helping you and the ways that you aren’t utilizing it.

Now, the big question: with so many new tools on the market, how can contractors resist the temptation to buy the latest platform and instead focus on maximizing ROI from what they already own? Jenny’s advice is simple: “Just say no. This goes back to having confidence in the platforms that you’re using." 

“Education equals confidence. Knowledge equals confidence,” Jenny emphasized. “When a contractor is firm in what their platform offers them and how their team is using it, that confidence is reflected in the data, in their perceived ROI from the investment in these tools. When that confidence is there, owner-operators are less likely to look outside for solutions because they have a well-oiled machine. They’ll also be able to say quickly, ‘I understand that my current platform is limited in this particular area. Now, I want to seek outside integration to enhance what I’m currently paying for or to fill a gap in what I’m paying for.’”

When asked what single piece of advice she would give to contractors to avoid falling into the underutilization trap, Jenny didn’t hesitate. “I think it goes back to starting small. Focusing on mastering, bit by bit, your primary FSM — that’s going to be your key to success. Success is confidence in your end-to-end software before adding on additional tools.” She added that most contractors only use about 30% of their FSM platform. “They’re paying for 100% of it. So, if you start with a focus on your primary platform — learning what it can do, how you’re using it, where you might need to bring in integration, how your team is using it — that sets you up for immediate return on investment. You start closing that profit margin window because you’re getting more out of the tool you’re already paying for, as opposed to trying to Band-Aid or plug leaks when there may not even be a leak there.”

At the end of the day, contractors don’t necessarily need more technology — they need confidence in the technology they already have. By slowing down, starting small and committing to truly mastering one platform, trades businesses can avoid the trap of underutilization, reduce wasteful spending and build a stronger return on investment. The software is already there; the opportunity lies in learning how to make it work harder for you.