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Time tracking software for architects and long project phases
An architectural commission is measured in years and billed in stages, which makes it unusually easy to be wrong about for a long time. Time tracking software for architects has to hold a project together across phases that may each take longer than the whole of another firm’s work.
Phases, not projects
A total for a commission says very little. The useful question is which phase consumed what: whether the preliminary design ran over, whether the technical work was quoted on a memory of the last building, whether site supervision is quietly absorbing a draughtsman.
Phases also differ in how predictable they are. Preliminary design varies with the client; technical work varies with the building. Time tracking software for architects earns its keep by letting those be judged separately rather than averaged into a single figure per commission.
Booking hours per phase makes that comparison possible at the end of each stage rather than at the end of the commission, which is the only point at which the next fee proposal can still learn something.
Fees fixed years before the work
Where the fee is a percentage of build cost or a sum agreed at the outset, the price is set before most of the effort exists. Everything after that is a matter of whether the hours fit inside a number decided long ago.
Recording an hours budget per phase and letting budget monitoring consume it as people book time turns that from an annual discovery into a running position, alongside the invoicing that follows each stage. An overrun in the technical phase is worth knowing in the technical phase.
hours per commission, per phase and per task
an hours budget per phase, consumed as time is logged
separate rates for principal, architect and draughtsman
site visits and travel recorded where they belong
approval before a stage closes
Small changes that are not small
Client-driven revisions are the equivalent of scope creep in a practice where scope was drawn rather than written. A wall moved after the technical drawings are underway is not a variation on the same work; it is a portion of that work done twice.
The distinction is easiest to make at the moment the instruction arrives and nearly impossible to reconstruct at the end of a stage, by which time the additional drawings have blended into the ordinary ones.
Booking the revision separately keeps the original phase figure honest and produces something to show when the question of additional fee arises. Without it, the effort disappears into the phase and the phase simply looks badly estimated.
Supervision, meetings and travel
Time on site is the least recorded and most underestimated part of many commissions. It happens away from a desk, often in short pieces, and by the evening the detail has gone.
Booking it on the spot from a phone is what makes the figure survive. Where the location itself matters for allowances or for a client agreement, workplace registration notes it alongside the hour rather than leaving it to be reconstructed.
Setting it up for a practice
Most firms need a shallower structure than they first design. Commission, phase and billable status answers the majority of questions; task-level detail pays off only where you quote similar work repeatedly and want the estimate to improve.
It is also worth agreeing at the outset how site visits and travel are booked, because those are the entries most likely to be handled differently by different people and the hardest to correct afterwards.
The page for architects describes how the pieces fit a practice of this shape, and a couple of months across one live phase will show whether the structure holds up against real work.
AT A GLANCE
Manage your time tracking efficiently and without errors
Clear time tracking is indispensable for every business. It provides insight into the performance of employees, the progress of projects and the total costs. With our software you easily keep an overview, prevent errors and save time. That way your records are always up to date and reliable.
Whether you work with permanent employees, freelancers or temporary staff: everyone can easily record their hours worked. The user-friendly interface and mobile app make it possible to log hours anywhere, both in the office and on the go. That way you always have current and correct data for invoicing and planning.
In addition to time tracking, you can also keep track of leave, sickness and other absences. Reports give a clear overview of the available capacity per week, month or project. That way you keep a grip on your organisation, avoid surprises and ensure an efficient use of time and staff.
Record your employees' hours accurately and effortlessly — per project, client or internal task. TimeWriter always gives you real-time insight into the hours worked, so you know exactly what time is being spent on. That way you prevent budget overruns and always invoice in full.
Track time quickly and without errors
With TimeWriter you track time in the way that suits you: automatically between two points in time or manually as a total. That way you record the time spent per task quickly and without errors — and you get the management information to structurally improve your planning.
Mobile and flexible working
With the TimeWriter app, employees log their hours anytime, anywhere — at home, in the office or on the go. All data is synchronised in real time, so as a manager you have immediate access to current and reliable hour data. No delays, no manual transfers, no errors.
Calculate and analyse hours
Want to know how much time a project really costs and what the return is? TimeWriter automatically calculates the hours spent per project — including the correct conversion of hours and minutes. That way you always have a grip on your project profitability and can adjust before it is too late.
Overviews per month and per project
TimeWriter gives you immediate insight into hours worked — per project, per employee or per month. See at a glance how many hours have been spent and how many are still available within your budget or planning. That way you monitor your capacity proactively and prevent costly overruns.
Keep professional time records
The system is ideal for time tracking within any organisation. Whether you have a small team or a large business: our solution makes tracking hours easy and reliable.
Example: a 40-hour working week
Does your team work a standard 40 hours per week? With TimeWriter you see exactly how those hours are distributed across projects, tasks and departments — accurate to the minute. No more unexplained hours, no more discussions about how time is spent. Just full transparency and a grip on your organisation.
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