Construction projects are some of the most difficult to manage. You’re juggling blueprints, drawings, consultations, and permits — not to mention staying in touch with the job site itself.
And when it comes to all those architectural documents, the last thing you want to be doing is chasing down a PDF file called something like “Final_FINAL_Mar_EDITED_FINAL_3.”
That’s where PDF markup software comes in. The right tools will help you mark up documents, track tasks, and manage files to streamline your work.
Here are the top features to look for in PDF markup software — plus our six recommendations for the best PDF solutions for architects.
Essential features architects should look for in PDF markup software
The best features in PDF markup software all come back to the same thing: efficiency. Becoming more efficient and productive is a top goal for architecture firms, and simple but effective software tools are the place to start.
The most powerful PDF software will help you collaborate, make changes, and seamlessly move through workflows — without compromising on security or accountability.
Intuitive annotation and markup tools
PDF annotation and markup is the first and most obvious use for this kind of software. But if you’re working on construction projects, you can’t just use any old PDF editor.
You’ll need specific PDF markup tools that can edit PDF files of blueprints and architectural drawings. That includes tools for:
- Adding or editing text
- Highlighting key points
- Drawing shapes and arrows
- Using measurement tools for length and area
- Making handwritten notes
- Adding hand-drawn sketches or lines
Using these tools should feel as easy as drawing with pen and paper, with the flexibility and speed of working on a screen.
Real-time collaboration and email notifications
Projects can move fast, so you need a PDF solution that updates in real time. In addition to updating files instantly, construction collaboration software should also send notifications so that you know every time a change is made.
That’s even more important now that more firms are working remotely. You can’t afford to have different versions of a file floating around — you need everyone on a project to have the latest version at their fingertips.
Instant changes and notifications make it possible to collaborate effectively, wherever your team is. You’ll be able to catch errors and make updates in real time, keeping your projects up to speed.
Security and permissions
Security is one of the most important aspects of file management. Without it, you can’t control who can view, edit, and share PDF documents. You need software that can show you who accesses documents and what changes they make.
For construction projects, you also need to gather signatures, complete permits, fill in PDF forms, and share sensitive information. You share files with a long list of people, from stakeholders to co-workers and contractors, so maintaining document hygiene and accountability is key.
Extra features like encryption, watermarks, and digital signatures mean that you can get secure, signed documents without the long turn-around times of paper and mail. In fact, you can collect electronic signatures from everyone involved in a project in just a few minutes.
Assigning and reviewing tasks
The secret to effective collaboration is knowing who owns which tasks.
PDF markup software is more than just a PDF viewer and editor. It also gives you the power to assign tasks within a document, monitor their progress, and keep track of tasks across different projects.
Simple and effective document collaboration means that you can get things done faster. You’ll be able to identify bottlenecks and common issues across projects to become more efficient over time.
Cross-platform functionality
Each year, companies lose millions of dollars on time spent chasing information across different devices, platforms, and technologies.
That’s especially true for companies working on construction projects, where blueprints, contracts, permits, and drawings are often scattered across different systems.
And it’s not just the delays that damage projects — there’s also an increased risk of using outdated or inaccurate documents by mistake. The wrong document could mean an incorrect build, a denied permit, or a breach of compliance.
Look for PDF markup software with cross-platform functionality and integrations. Browser-based PDF tools will work across different operating systems and devices, such as Mac and Microsoft Windows, as well as a range of file formats. It should be easy to convert PDFs for different systems and devices.
6 best PDF markup software solutions for architects
With robust markup tools, advanced security features, and seamless task management integrations, these top six PDF software solutions are perfect for architects.
1. ActiveDraft
ActiveDraft is a browser-based construction document collaboration tool. It’s extremely flexible and designed for the needs of architects and other construction industry professionals, with intuitive markup tools for text, drawings, and diagrams.
You can even assign tasks within a document to speed up project management. Plus, it updates in real time, so everyone involved in a project always has the latest version of every file. That makes it easier to review changes and catch errors early on.
Key features:
- Convert between a range of file formats, including AutoCAD DWGs.
- Share and store documents securely, from blueprints to contracts and permits.
- Instantly assign tasks within a document.
- Mark up documents and architectural drawings with intuitive tools.
- Centralize feedback so that you can see all edits in one up-to-date file.
2. Adobe Acrobat Reader
Adobe Acrobat is probably the best-known free tool for viewing PDFs. However, its pricing can be expensive if you need access to pro features or multiple user seats.
The major benefit of using Adobe is that everyone knows it — it’s a popular and familiar PDF reader. But its editing and markup tools have a steep learning curve, and they’re mostly text-focused. If you want to edit and annotate drawings, it can feel limiting.
Key features:
- Trusted and authoritative brand
- Fill and e-sign PDF forms
- Highlight and comment on text
- Mobile app for Android and iPhone
3. Bluebeam Revu
Bluebeam is another platform specifically designed for architects, engineers, and builders. It offers a lot of pro markup features for construction documents, including customizable markup tools. So you can develop your own systems for annotating documents.
However, users report that the interface can be confusing and buggy. And although it offers a long list of integrations, it doesn’t have built-in features for assigning and monitoring tasks.
Key features:
- Access documents remotely from the cloud.
- Take free training courses in the software.
- Integrate with external software to manage projects.
- Take and check measurements within documents.
4. Foxit PDF Reader
Foxit PDF Reader is available as a free download, but like most free versions, it only offers basic features. If you upgrade to the paid Editor version, you’ll get access to some limited editing tools that allow you to mark up, fill out, and sign PDFs.
Foxit does compensate for a lack of advanced features by offering integrations with other software and a ChatGPT-driven AI assistant. However, architecture firms with more complex needs may be better served by a more robust solution.
Key features:
- Sign and verify documents.
- Integrate with other platforms to manage projects.
- Share file attachments as comments.
- Export as different file formats (paid Editor version only).
5. Nitro
Nitro is a flexible PDF solution that’s designed to work across all industries. It’s powerful but not necessarily tailored for construction projects and drawings. Its focus is on flexible file sharing above all else.
Nitro’s strongest feature is its file conversion capabilities, including optical character recognition (OCR) that turns images of text into files that you can mark up. It’s easy to transform documents and collect digital signatures across different programs.
Key features:
- Choose from a range of affordable plans.
- Easily convert between file formats.
- Add and edit text and images.
- Use password protection for document security.
6. Wondershare PDFelement
Although most PDF platforms offer some AI features, Wondershare is one of the first billed as “powered by AI.” Its AI assistant can summarize, export, and even rewrite the text in a PDF for you.
It also offers very flexible editing tools, including the ability to add images, shapes, and watermarks to PDFs. However, those features come with a steep learning curve, and it can be tricky to get comfortable with the user interface.
Key features:
- Summarize PDFs with short texts.
- Translate PDFs with AI.
- Edit and reorganize pages in a document.
- Use OCR to scan pages and convert them into a PDF.
Elevate your PDF management with ActiveDraft
There are many PDF software solutions on the market, but not all are designed with the flexibility that architects and construction teams need. After all, you need tech that moves as fast as you do.
The right markup software will streamline and speed up your projects. You’ll be able to update documents, add notes, and share files wherever you are. Everyone on your team will see changes in real time — and you’ll even be able to assign them tasks from within PDFs.
Manage your team, files, and tasks better with ActiveDraft — PDF markup software built for architects. Get started for free!
