WorkflowMAX Blog

You spend hours pulling information from different documents, crunching the numbers, and putting everything together. You finally have everything ready, and you present the document to the client. What do they do with your hard work? Do they sit down and read it immediately? Do they congratulate you on all your hard work? Do they whip out their checkbook on the spot?

No, they ignore it for several weeks. And in the meantime, your cashflow has taken a serious hit.

What document could possibly take this much time and cause so much hassle? Of course - it’s the invoice. As an architect, your invoices are based on time and costs, and they can be quite complex and involved. And clients are notorious for forgetting to pay them, for weeks … or even months.

Is this just the way it is in business, or is your invoicing system in need of an overhaul? Even a few small changes can make a positive impact on your cashflow. Here are five tips for improving invoicing at your architecture firm:

1. Take Advantage of Technology to Speed Up Payments

When I started interviewing architects for our website’s case studies section, it surprised me to learn just how many hours a practice typically spends on invoicing. Although, perhaps it shouldn’t have. My father is in the construction industry, and for years I’ve watched him spend his evenings crunching numbers on a calculator and spending hours creating detailed quotes and invoices. It wasn’t that he enjoyed all that work - he just didn’t realise there was a better way.

I helped him set up a cloud-based project management system so he could track time on site, record costs at the timber yard, and then use that information to create a detailed invoice in minutes. For weeks after he started invoicing online he kept going to his office in the evenings, then emerging with a big smile on his face when he realised he had no invoices left to send!

Is your invoicing process similar? Are you writing out invoices by hand, or using spreadsheets to create job details and then pulling that data together? How many hours do you spend calculating your invoices?

As an architect, you rely on the latest construction technology to make your vision come true. So you should also be looking to technology to solve your tricky business situations. Recently, Xero accounting did a survey of their customers and discovered that since moving to their online invoicing system, companies are getting paid faster (from an average of 48 days to an average of 33 days). Online project management and invoicing programs can speed up your invoicing by:

• Enabling you to create and send an invoice immediately. My dad sends the client an invoice before he’s even left the site.
• Pulling data from contacts, jobs, and staff to populate the invoice and calculate hours and totals within minutes.
• Storing all your data in one place, so you can easily pull up an invoice when you need it.
• Allowing you to run reports; you can quickly figure out who hasn’t paid, and chase up those invoices.

2. Don’t Get Fancy with the Design

Have you ever received an invoice that’s been handwritten by a contractor who appears to have learned penmanship from the scribes of ancient Egypt? What about an invoice that’s so design-centric the actual information is lost amidst a giant colourful splatter, or worse, requires you to have a degree in cryptography just to decipher it?

Save those sweeping curves and avant-garde details for your latest building project. Your invoice design should be clean, simple, and easy to read. If your client can’t figure out how much to pay you and how, then is it any wonder you can’t get a payment on time?

Keep the fonts large - at least 12pt - and readable. Don’t use script fonts for anything other than large headings. And avoid all caps - it’s harder on the eyes for long passages.

One tip is to keep important information away from the sides of the paper - in many companies, invoices are printed out and photocopied multiple times, and this often means information around the edges is left out.

3. Split Larger Jobs into Progress Payments

Progress payments are a joy for both client and architect. For the client, it means bills come in small, manageable chunks, and he can keep track of exactly what’s happening and what he’s paying for more accurately.

And for you, it means you have better control over cashflow. You’re not hanging out till the end of a large job to get an influx of cash, and you’re able to better manage costs associated with the job.

A comprehensive online project management or accounting software program will help you calculate and manage progress payments.

4. Include all the Information

It seems obvious, but you have no idea how often architects accidentally leave off important information from their invoices.

If you’re creating invoices manually, it can help to have a checklist of all the details you need to include, to make sure everything is there before you sent it off. This list would include:

• Accurate contact information for your company.
• Job and invoice numbers.
• The client’s name, company name and contact details.
• An itemised list of tasks performed and expenses. This helps the client understand what they’re paying for.
• A total amount due.
• Amount already paid and amount left to pay.
• Progress payment number, if this is a progress payment.
• Details of how to pay.
• Payment terms and conditions.
• A “Thank You for Your Business” note.

Of course, if you’re using project management or accounting software to send invoices, these details are automatically set in the template. Job details and descriptions of different tasks can be automatically added and then tweaked as required.

5. Make it Easy to Pay

The easier it is for your clients to pay your invoices, the higher the chance that they will pay promptly. So how do you make it easy for your clients to pay?

It starts with including accurate and easy-to-understand payment terms. Make sure bank account numbers and instructions are printed in an obvious place. Offer several different ways to pay, to cater for every type of client. Look over your payment terms and the methods you accept. Are they easy to follow? Do they encourage early payment?

Make sure any payment terms and conditions are written out in full and are easy to understand. Do you include a penalty fee for late payment? You might consider trialling this, as it can help give those late-payers a nudge.

Again, this is where online invoicing and project-management systems come into play. Your client is sitting at his desk when your email comes through - oh, it’s your invoice! No worries - he can click and check all the details are correct, then pay online via credit card or Paypal. Or, if he wants to pay with bank deposit, he can open a new tab in his browser and get that done immediately. Or, he can forward the email with your invoice on to the right department. Simple.

There’s no reason why your practice should be waiting months to receive payments, and why you should be spending hours chasing unpaid invoices. Even a few simple tweaks can make all the difference, and moving to a more streamlined, automated system through your project management software can be a revelation.

What are the biggest invoicing headaches at your architecture firm? How do you manage progress payments and highly customised invoices for your clients?

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Learn how WorkflowMAX can streamline your firm with custom quotes and invoices, seamless time tracking, powerful reporting and mobile access for on-site staff, or read how other architecture practices have benefitted from cloud-based project management.

For as long as humankind have built cities, we have needed civic architecture. Places to manage our cities, to dispense justice, to converse with fellow citizens, to relax and enjoy art and culture, and even, to tend to nature's business. Public buildings have, and continue to be, a vitalpart of the vitality of a city.

As such, public buildings are often designed to make a statement about a city. They call to mind certain feelings, events or landscapes that resonate with residents and visitors. They accentuate or contrast with surrounding landscapes, and they often develop an identity all of their own.

In this article, we look at some of the most beautiful – and definitely the most interesting – civic buildings from all periods of history, and the role these buildings play in both the architectural identity of a city and in the everyday lives of that city's citizens. I hope you enjoy this selection of buildings, and that you'll add your own favourites in the comments!

1. The Balland Library, Seattle

Ballard Library, Seattle.

Seattle is known for some pretty striking public buildings, but one of their most beautiful is the modern Ballard Library, built with sustainable, green design sensibilities. One of the Ballard's most striking features is its "green roof" – where native grasses are planted in a growing medium across the entire length of the roof. Construction finished in 2005, with a cost of almost $11 million.

2. Atonium, Brussels, Belgium

The Atonium, Belgium.

This strange conceptual building is shaped like a representation of the atomic structure of iron. Designed and created for the 1958 World Fair in Brussels, the Atonium is now used for exhibition spaces. There's also a restaurant and a hostel for visiting school groups. Escalators connect the nine steel pods in this strange, retro-futuristic structure.

3. Auckland Art GalleryToi o Tāmaki, Auckland, New Zealand.

Auckland Art Gallery.

Awarded "Building of the Year" at the World Architecture Festival, the Auckland Art Gallery offers a truly unique experience for art lovers. Wooden tapestries mirroring the trees surrounding the nearby Albert Park flank wide, warm spaces where light and air filter down on contemplating visitors. A perfect respite from the hustle and bustle of the city.

4. Federation Square, Melbourne, Australia

Federation Square, Melbourne, Australia.

The competition brief: Design a new civic precinct in downtown Melbourne. The winner: This geometric jumble of curves and angles that resembles the famous Guggenheim. Covered by geometric "shards", the design drew controversy during its construction when it was revealed one of the "shards" would block the view of the historic cathedral. Taking up 3.2 hectares – an entire city block – Federation Square offers public spaces and space for cultural events and exhibitions.

5. Kumutoto Toilets, Wellington, New Zealand

Kumutoto Toilets, Wellington, NZ.

Designed by Studio Pacific, these twin structures aren't the skeletal remains of ancient dinosaurs, but public restrooms. The structural appendages, which were designed to resemble crustaceans in the nearby harbour, are cantilevered – providing natural ventilation and a real sense of science-fiction disbelief. Each base contains one accessible toilet.

6. Champalimaud Center for the Unknown, Lisbon, Portugal

Champalimaud Center, Lisbon, Portugal

Designed by Charles Correa, the Champalimaud Center for the Unknown is a world-renowned diagnostic and research facility. The concept of the space was to create a sculptural statement of contemporary science and medicine – a place where people can learn and heal. Situated by the ocean, the building consists of three distinct units: The first is a theatre, exhibition hall and offices, the second is the laboratories and spaces for doctors and scientists, and the third is a public amphitheatre.

7. The Colosseum, Rome, Italy

Colosseum, Rome, Italy.

Of course, what discussion of great public buildings would be complete without acknowledging one of the world's most interesting, and barbaric, entertainment theatres? The Colosseum seats up to 50,000 people and was the venue for gladiatorial contests in Ancient Rome. Fallon warriors, slaves, prisoners and political enemies fought with wild beasts, re-enacted famous battles (including ocean battles where the amphitheatre was flooded), duelled to the death or were publically executed. It is estimated more than 500,000 people died during the building's life.

8. Olympic Stadium, Montreal, Canada

Olympic stadium, Quebec, Canada.

Built for the 1976 Summer Olympics, the Montreal stadium makes a striking impression with it's 575 ft high leaning tower and futuristic "flying saucer" appearance. The stadium is still in use for baseball and football teams.

9. Civic Centre, San Francisco, California, United States

San Francisco Civic Centre, San Francisco, US.

After a 1906 fire and earthquake devastated the city, a new Civic Center was built in the Beaux Art style. The central focus of the precinct is the beautiful City Hall, which is flanked by other buildings in the same style, including a museum, opera house, library and offices. Sadly, due to vandalism and vagrancy, the city has removed the inner park that ties together the buildings.

10. Vennesla Library and Culture House, Vennesla, Norway

Vennesia Library & Culture House, Vennesia, Norway.

Framed by 27 prefabricated laminated timber ribs, the curves of this building create an almost natural shape. The ribs expand and condense in shape throughout the building, creating both an open vaulted entrance and more intimate rooms. The library has also been designed to maximise energy efficiency, earning it an "A" in the Norwegian energy use system.

11. Institute for Sound & Vision, Hilversum, The Netherlands

Institute of Light & Sound, Hilversun, Netherlands.

The Institute for Sound & Vision houses three distinct entities: The National Audiovisual Archives, a public TV & Radio exhibition centre, and a professional research institute. The giant cube structure exists half above ground, half underground, where the archives are stored in temperature-controlled rooms. From the entrance, visitors are taken across a bridge where, if they look down, they can see a dramatic example of the depth of the vaults.

12. New Norwegian Opera & Ballet, Oslo, Norway

New Ballet & Opera House, Oslo, Norway.

Completed in 2007 as a workplace and concert hall for more than 600 employees of the Norwegian Opera & Ballet, the New Norwegian Opera & Ballet hosts up to 300 performances each year. The concept of the Operahouse was to create a "carpet" of horizontal and sloping surfaces, to signify open access of the facilities to all, enveloping the "factory" space where the performances take place.

13. Experience Music Project, Seattle, Washington, United States

Experience Music Project, Seattle, Washington, US.

Some might argue that Frank Gehry's monolithic lump of clashing colours, odd textures and architectural faux pas has no place on a list of the world's "Most Beautiful" public buildings. But I disagree. Sure, it's kind of shaped like a haemorrhoid, but it has a real presence about it in the landscape. It stimulates and excites the imagination, and that's a wonderful thing for a museum to do.

14. Sagrada Familia, Barcelona, Spain

Sagrada Familia, Barcelona, Spain.

Designed by Antoni Guadi in his signature Gothic/Art Nourveau style, the Sagrada Familia is perhaps Spain's most iconic building. Construction began in 1882 and slowed after the death of Gaudi in 1926. Currently, the structure is slightly more than halfway finished, with an estimated completion date of 2026. The Sagrada Familia is now a UNESCO World Heritage Site.

15. The National Library, Minsk, Belarus

National Library, Belerus, Minsk.

Library, or extra-terrestrial craft? You decide. The building is shaped as a hombicuboctahedron (a fancy word for "diamond") to represent the value of the knowledge stored within. Each side is covered in glass panels, which sparkle in the daylight, and at night, nearly 5,000 colour-changing LED fixtures around the building create a remarkable light display.

16. Beijing National Stadium, Beijing, China

Beijing National Stadium, Beijing, China.

Built for the 2008 Olympic Games, the Beijing National Stadium is one of the city's most stunning landmark buildings. It is the world's largest enclosed space, as well as the world's largest steel structure, with more than 26km of unwrapped steel used in it's construction. Called "The Bird's Nest" because of the steel forms enclosing the space, the pattern is actually inspired by Chinese crazed pottery.

17. Don't Miss a Sec Restroom, Tate Gallery, London, United Kingdom

Don't Miss a Sec Bathroom, London, UK.

The second public restroom on our list, this unnerving cube designed by artist Monica Bonvicini features walls of mirrored glass. The cube, which sits outside the Tate Gallery in London, appears camouflaged thanks to the mirrored walls, but once inside, you can behold the whole world from your throne through the glass walls.

18. The Guggenheim, Bilbao, Spain

The Guggenheim Museum, Bilbao, Spain.

From the edge of the Nervión river, the Guggenheim Museum is a sight to behold. Swirling structures and organic forms characterise this remarkable design, which not only changed the way the world conceptualised museums, but boosted the economy of Bilbao thanks to the ten million visitors that have graced its halls. Arguably, the museum is architect France Gehry's masterpiece, showing that architecture can change the identity and fortune of an entire city.

19. Stuttgard City Library, Stuttgart, Germany

Stuttgart Library, Stuttgart, Germany.

Designed by Korean-born German architect Yi Eun-young, the Stuttgart City Library has suffered some serious controversy in its time. In a city of red-roofs and green spaces, the silver and white building definitely stands out. The innovative, airy design takes it's influence from the Parthenon in Rome, and features a linear multi-storey central space the draws natural light from the roof, flooding the building the light and air.

20. Bahá'í House of Worship (Lotus Temple), Delhi, India.

Lotus temple, Delhi, India.

Open to the public for the purpose of worship and contemplation, this Lotus-shaped house of worship for the Bahá'í faith scooped up numerous architectural awards and remains a popular attraction in Delhi. The temples features many elements important to the houses of worship of the faith – it is a nine-sided circular building, with no altar or statues or other depictions of gods inside. The temple can hold up to 2,500 people.

21. Manchester Civil Justice Centre, United Kingdom

Justice Building, Manchester, UK.

The headquarters of the Ministry of Justice in the North West of England would be the largest court complex to be built in the UK since the Royal Court of Justice in the 1800s. And it is also one of the most unique. The concept of the large, open, glass spaces was to literally display the accessibility and transparency of the courts and the justice system.

22. Harpa Concert Hall, Reykjavik, Iceland

Harpa Concert Hall and Conference Centre, Reykjavik, Iceland.

To rejuvenate the city's sleepy CBD, a huge redevelopment was planned, with the Harpa Concert Hall in the centre of a thriving metropolis of luxury apartments, retail spaces and an enormous hotel. But when the financial crisis hit much of the development was abandoned, and the government helped fund the completion of the concert hall. Made from steel, the structure is covered in geometric glass panels that catch the light, giving the building the appearance of an enormous, multi-faceted jewel.

23. Ren Building, Shanghai, China

Red Building, Shanghai, China.

Shaped for a Chinese symbol, the Ren building is a true architectural marvel. One part of the building emerges from the water, and houses a sport centre (including swimming pools and other water activities), and the other rests on the land and is devoted the spiritual enlightenment, and houses a conference centre, libraries and meeting rooms.

24. Museo Soumaya, Mexico City, Mexico

Museo, Sourma, Mexico.

Museo Soumaya not only houses some of the finest artwork in Mexico, it is an artwork in itself. 28 steel columns hold up a windowless façade made from hexagonal aluminium tiles. Light is filtered through the shell, giving the space an otherworldly atmosphere. Standing 150 feet tall, the sculptural museum is a focal point on the city's landscape.

25. Elbe Philharmonic Hall, Hamburg, Germany

Elbe Philharmonic Hall, Hamburg, Germany.

Architecture firm Herzog & De Meuron are on a mission to bring back a little ornamentation to modern architecture, and the Elbe Philharmonic Hall is a classic example of their vision. Due to be completed this year, the hall resembles a wave on the edge of the river, shimmering in the light of the city. This bold piece of architecture is part of a huge rejuvenation project happening in the city.

What is your favourite example of civic architecture? How do you think public buildings inform and change people's perceptions of their city? Let us know in the comments!

Maybe you've just finished school and you're ready to brave the real world. Maybe you're tired of working for other companies, or maybe you just have an entrepreneurial streak. Whatever the reason, you're thinking it's time you hung out your shingle and started your own architecture firm.

But beforeyou start handing out business cards, you'll need to get your new firm properly established. In this article, we'll look at everything you need to get your architecture firm off the ground and give it the best possible head start.

Here's our guide for starting your own Architecture Firm:

Set Goals for Your Architecture Firm – and Your Life

Before you embark on any business decision – and starting your own firm is a HUGE business decision – you need to ensure you have goals in mind for the future. Your goals set the direction and focus of your business. They allow you to align your business with what you want for your life in years to come.

Goals for your architecture firm should always beSMART, and they might relate to the size of the firm, the revenue, the type of work you want to do, or where you want the firm to be in a certain period of time. Think about 3-5 goals for your business. They might include:

• How large do you want the firm to get?
• Do you want to focus on design work, or on managing the business?
• What type of projects do you want to take on?
• What types of clients do you want to work for?
• How much money do you want to make?
• Do you want to sell the firm in 5 years?
• Do you want to build a firm that will provide you with an income for the next 20 years?

Bootstrapping Your Way to Architectural Success

You need three things to start your own architecture firm:

1. An architect (check)
2. Vision and Determination (check)
3. Money (che …uh oh).

Businesses need money to survive, and businesses in the startup phase need more money. You need money to rent office space, buy equipment, obtain licenses, build your website, hire a photographer, pay contractors, and keep the business and you running while you wait for client work to become steady.

The amount of money needed will vary depending on the resources you have available and the type of architecture firm you're starting. Are you working solo, or are you paying staff? Do you need an office, or can you work from home?

Before you begin to think about where the money will come from, sit down and draw up a preliminary budget. Work out what you need to get the business up and running, and the minimum you need to pay your bills for the first year. Knowing how much money you need is the first step to financing your new architecture firm.

Next, you need to explore avenues to obtain that money. You might:

• Borrow from the bank, using your house or other assets as insurance.
• Use your own cash reserves.
• Borrow from a parent, relative or friend.
• Secure funds through a business grant, seed fund or angel investor.
• Bootstrap your firm until you turn a profit.

All these options have positive and negative aspects, and you may use more than one form of finance to get your firm started. For example, you might loan half the money you need from your parents, and then take out a bank loan for the remainder. Whatever you choose, it's important for you to research all your options, and to talk to a chartered accountant or business advisor before taking the plunge.

Many up-and-coming architects choose to bootstrap their first firm. Holding your business up by the bootstraps means that, for a few years at least, you use your own money to fund the business – without any external support from investors, grants or finance.

Bootstrapping is hard work, but is one of the best ways to get ahead, as you won't have any loans to pay back or external shareholders to answer to. You have the knowledge that everything you purchase for your business has come from you alone.

Learn from The Wise Old Ones of the Architecture World

There are many mistakes to be made on the path to success as an architect. But what if you could skip a few of those mistakes? What if you could learn from someone who has started where you are today and built a busy, successful firm?

When starting an architecture firm, you should find a successful architect to mentor you. He or she will be able to offer invaluable advice on what works and what doesn't.

How do you find a mentor?

• Contact a few of the most successful firms in your area and ask the directors if they'd be keen to have a chat.
• Talk to people in your network. Let everyone know you're on the lookout for a mentor. Someone may know an architect who would consider being a mentor.
• Contact your architecture heroes via LinkedIn or Twitter, and see if they might be interested in answering some of your questions.

The Right Structure Helps Building Stay Up ... And Architectural Firms, Too

From the onset, it is important that you chose the right company structure for your architecture firm, and chat to a lawyer and accountants about setting up your. It's much easier to get these things right from the beginning then to fix them later.

Liability is a huge issue in the architecture world. Talk to a commercial lawyer and insurer and ensure you are properly covered for all eventualities. Don't trust to chance when it comes to company structure and licensing.

Brand Your Architecture Business for Success

Your brand is what you will be recognised for. It's like the suit you wear to a job interview – it presents an image to clients and colleagues of what your company is about. One of the first things you need to do when establishing a new architecture firm is to start thinking about your branding.

Unless you have experience as a graphic designer or brand specialist, it's best to hire a firm to take care of this for you. Talk to your friends and colleagues – has anyone used a branding agency before?

Your company branding will encompass:

• Your core business values
• Your logo and letterheads
• Your target demographic – what kind of clients are you trying to attract?
• Logo and letterhead
• Website design and copy
• Print design and business cards
• Photography
• Office design and layout.

Kicking Architectural Ass with Awe-Inspiring Contracts

I could write a whole article just on the importance and structure of contracts. Bob Borson, the writer behind the fantasticLife of an Architectblog, calls your contract "the most important document that you'll never use … hopefully." And he's right – a contract (if properly prepared by a professional) protects both client and architect in event of something going wrong. The contract sets out expectations about the job from the onset and establishes a payment schedule and due dates for services.

Where once a handshake might have sufficed as a contract, now it's vital for the survival of any business to have solid, legally-binding contracts in place before any work commences. The contract between architect and client might consist of a number of documents, including:

• Letter of Intent
• Quote Document
• Letter of Agreement
• Terms and Conditions

TheAmerican Institute of Architectsoffers a range of generic legal documents for the architecture profession. These documents can serve as an excellent jumping-off-point for a cash-strapped agency. In the US, these documents are now considered the industry standard, and other professional institutions across the world have followed their example and created documents of their own. Check with your local professional architectural board to see what is available to assist you.

Creative Spaces for Creative People: Setting Up Your Architectural Firm's Office

You'll need someplace to work. A physical space where you can set up your table, computer and drawing tools, as well as some comfy chairs and a coffee machine for client meetings.

The space you choose will depend on the size of your firm (if it's just you, versus if you've hired ten staff), your particular aesthetic tastes, and location and proximity to the amenities you need.

Working from home is an option for many bootstrapping architects just starting out. There are numerous advantages, including lower overhead, comfortable and personal space, and no commute to work. Some architects work from home while raising kids and, while it's not easy, that can be very rewarding.

However, most homes are not set up to accommodate an architect's studio. You need the right space and light for your setup, and you need to be aware that you'll also be meeting clients at your home. Many families won't be comfortable with this and if you can't keep your home tidy, or the décor or design is a bit dated, then it won't make the best impression on your clients.

Some architects solve this issue by working from home and hiring co-working or meeting spaces in a city when they need to see clients. This can be a great option until a firm has built up the cash flow to rent a permanent office space.

If neither of these options work for you, you'll need to find a studio to rent. When choosing a studio, look for the following factors:

• A prime location –An architect's office doesn't need to have good foot traffic (people usually aren't out shopping for new shoes when they suddenly decide to check out an architect), but it does need to be in a good, central location with client parking. I also find it helps if the office in located in a nice neighbourhood – it can give the wrong impression if a high-end residential architect has an office in an industrial park.
• A pleasant work environment –You're going to be spending a lot of time in this office, so make sure it's a place that's pleasant to work in. Is there lots of noise from the street? Is there plenty of natural light? Is it cold in winter or hot in summer?
• A good price –Talk to other business owners in your city and find out what are the going rates on office spaces. Ask around friends and colleagues to see if they know of anyone who is leasing a space – you never know, you might strike a great deal!
• A solid contract –What does the lease include? What extra charges and fees are you liable for? Who do you call in an emergency? Make sure all these questions are answered in writing in your leasehold agreement. Get the agreement checked over by a lawyer before you sign.
• A space that reflects your personality and design principles –For example, if you specialize in sustainable, eco friendly design, then look for a sustainably built office space.

The Architect's Toolbox

Just like a builder has a toolbox and a juggler has his balls, a good architect has a suite of tools and equipment that help him or her do the best work. Here are some of the essential items you'll need to get your office set up:

• A desk –Most architects use a huge desk so they can spread out and work on large paper or multiple projects at once. I hate large desks, because I find I make more mess that way. Choose a desk you like – as long as it's comfortable and at the right height.
• A comfy chair –Unless you're opting for a standing desk, you're going to spend a lot of time in that chair, so make it the most comfortable chair you can.
• Smartphone –A powerful tool you can take everywhere – a portable calculator, email server, browser, calendar, camera and doodle board … and so much more.
• Tracing paper –Have a roll of this paper on hand at all times – even if you do the majority of your work in CAD, you'll find a myriad of uses for it around the office.
• Coffee machine or snack dispenser –What good is an office if you can't stock it with fuel to keep you going? I like to keep a beer fridge stocked with healthy snacks and green juice, while another colleague has a fancypants coffee machine and a gumball dispenser.
• A range of rulers and scales –You will use these ALL THE TIME.
• Reference material –Books, magazines, council regulations, brochures, guidelines … you'll need a bookshelf of essential reading material.
• Pens, pencils, calculators, office stuff –The reason for this should be obvious.
• Camera –It sounds silly, but you'll be surprised how often you use one. At the very least, it's vital to take pictures of the first few projects you complete for your portfolio, and some images from around your office will make great features on your website.

Managing Workflow as a Bootstrapping Architect

As an architect, you'll need to keep track of multiple aspects of each job – and this can be very difficult if you have more than one client at a time, or if you work with a range of subcontractors or employees. Managing workflow is one of the key components of a successful architecture firm – if you know exactly how long each job is taking, what stage it's at, who is working on it and what you earned from it, you'll be able to assess on a regular basis what is working and what isn't.

WorkflowMAX offersworkflow management softwarebased in the cloud, designed with the needs of architects and other designers in mind.

• Time Tracking–Track how long each stage of a project takes you to complete. You can then figure out if you're over- or under-charging for certain aspects of your work.
• Project management–create deadlines, breakarchitecture projectsdown into tasks, highlight significant milestones and create automatic notifications for upcoming due dates.
• Invoicing:bulk billing, bill for multiple jobs, invoices generated on actual time, and branded invoice templates.
• Create Reports–Learn the ins and outs of your workflow through a range of report functions.
• Collaboration–Employees, contractors and clients can all log on to WorkflowMAX and add content, sign off stages, and make notes on the project.
• Cloud-based–Access all your project data at any time, from any device, anywhere in the world.

Find the Design Work that Excites You

All too often, I hear stories from young architects who start their own firms, and then get so bogged down in running the business that they don't get to do what they actually enjoy – designing buildings. This is the risk all business owners face – if you don't enjoy the strategy, networking, administration and other duties of running a business, you need to either outsource those duties to someone else or go back to being an employee.

Achieving balance in vital for a successful firm, and a fulfilling business. Unfortunately, it's something that is different for every person, so it's not something you can learn from watching others. You need to experiment with different ways of doing things until you find a business model and a balance that works for you.

Network, Network, Network!

If you want to start building a reputation and gaining clients, then once you've set up shop the first thing you should do is start networking and getting your name out there. One of the ways you can do this is by joining local business networking groups and events, and start meeting with and getting to know other local businesses. A good place is start is your local Chamber of Commerce branch, or formal networking groups such as BNI or Venus.

You can also start looking at online networking. Open a twitter account, set up a LinkedIn profile, and start looking for places online where potential clients might be hanging out. For example, if you specialise in passive design, hang out on forums where people are talking about sustainable design.

Enter Your Best Designs Into Architecture Competitions

As a new firm, you're going to want to get your name out amongst the design community, and one of the best ways to do this is by entering – and winning – design awards. Often, the – many architects don't believe they have a chance, so they don't enter, and you'll be competing against a small pool of candidates. Winning or placing in design competitions will get you a bit of publicity and a body of work you can show clients – even if your projects never get built, they show the world what you can do.

Starting an architecture firm is not something that can be done in a weekend. It takes time, money and determination to pull together all of the required elements into a cohesive whole. Not only are you thinking about the practical side of doing business – ensuring you have all the tools you need to get the work done – but you have to start thinking of high-level strategy: what will your brand be? How are you going to attract clients? How do you want your company to grow? But once you start, you'll find yourself on one of the craziest, but most rewarding, roller coaster ride of your career.

Have you started your own architecture firm? What advice can you give to those architects just starting out?

What’s the best thing about architecture blogs? You barely have to do any reading. Filled with images that transcend words, there is so much visual inspiration to be found on the web without having to do much searching yourself.

There is a strong selection of well-known architecture and design blogs, but if you dig a little deeper you can come across some less publicised blogs too which also curate a depth of architectural ingenuity and design innovation.

From the awe-inspiring to the enviable, get lost in the creative constructions featured on these 25 awesome architectural blogs:

1.Freshome

Started by Romanian Micle-Mihai Cristian in 2007, Freshome is now “the go-to destination for anyone who is passionate about design, architecture, luxury, travel, lifestyle and creativity in the home”.

2.Apartment Therapy

Perfect for architects, designers and DIYers alike, this blog provides resources and tips, as well as inspiration for creating organised and healthy living spaces without the need for a big budget.

3.Unhappy Hipsters

Snaps of beautiful living spaces provide inspiration fodder, and it is very hard not to laugh at the witty, dead-pan photo captions.

4.Cabin Porn

We all dream of a hidden retreat, our own little refuge away from a busy world. Cabin Porn collates a collection of inspirational quiet places for you to covet.

5.Archiphile

A curation-of-cool from a young Archiphile living in Hong Kong for anyone else who has a strong affinity for beautiful spaces and places.

6.Talkitect

Talkitect is a site dedicated to the discussion of contemporary architecture, art and design. It presents articles and videos with commentary around new designs, research and issues in the design world.

7.The Modern House Blog

A compilation of all things related to outstanding modern residential architecture from a UK-based estate agency. Take some design inspiration, or swoon at the extravagant designs.

8.Busyboo

Busyboo celebrates the simplicity of modern homes. An interesting page is the Japanese architecture collection, focusing on deceptively diminutive buildings that are forced to employ clever thinking to make the most of compact sites.

9.Anthony Concrete Design

An awesome selection of concrete projects, including architecture, where concrete plays an important role in the design and interiors.

10.Contemporist

Contemporist celebrates cool contemporary culture, focusing on architecture and design from around the world.

11.ArchDaily

Touted as the world’s most visited architecture website, it pretty much features everything you could want to know when it comes to the latest trends, materials, news and software.

12.Coffee with an Architect

Coffee with and Architect is the musings of architect, Jody Brown, who provides an entertaining and insightful commentary of life as an architect which fellow designers will no doubt relate to.

13.Entrepreneur Architect

If the name hasn’t already given it away, this is a site dedicated to resources for all budding business owners to help them become financially successful architects.

14.Design Milk

Your go-to site for anything cool, creative and incredible. Design Milk’s architecture page offers up a curation of clever contemporary building design.

15.Materialicious

A visual collection of user-submitted ideas featuring modern architecture and design materials and products. Don’t be surprised if you lose track of time while you’re exploring.

16.Archinect

Aims to bring together the thoughts, ideas and opinions of architects from all around the world and is “a top online destination for progressive design oriented students, architects, educators and fans”.

17.Stair Porn

Stair Porn showcases nothing but cool stairs from buildings all around the world. Who knew staircases could be such works of art?

18.Alex Hogrefe

A helpful site for designers when it comes to architecture graphics and rendering using Photoshop and Sketchup. It includes Alex’s own portfolio of images as well as a series of tutorials.

19.Metropolis Magazine

An examination of contemporary creativity through architecture, products and interior design. Features a collection of awesome architectural examples as well as some news and opinion pieces worth taking a look at.

20.Life of an Architect

Bob Borson, a Texas-based architect, provides weekly posts about the ins and outs of the daily life of a practicing architect, covering a whole range of topics.

21.World of Architecture

World of Architecture pulls together architectural, interior and engineering projects from around the globe. Explore residential properties, celebrity homes, resorts and more.

22.Architecture of Doom

A dark and eerie look at bleak buildings that are in a state of disrepair. Perhaps not the most inspirational of sites, but the Dutch curator obviously sees beauty in their desolation - have a look and see what you think.

23.Dezeen Magazine

I couldn’t put together a list of top architecture blogs without mentioning Dezeen. Arguably one of the most popular architecture, design and technology websites, it is regularly updated with photos and articles from around the globe.

24.The Cool Hunter

The Cool Hunter finds all things, well, cool, and puts them in once place to make it easy for you. This includes some pretty awesome architectural discoveries for some inspiration when creativity feels like it’s lacking.

25.Pretty Architecture

Keeping things simple, Pretty Architecture is an eclectic collection of architectural images covering a range of styles and locations.

What architecture blogs do you keep an eye on? Can you recommend any more that aren’t on this list? Or do you have your own to share?

It’s easy - no credit cards, no contracts. Start today.

As architects, trends play an important role in design work. While clients coming to you usually want a design that is unique, they will no doubt be influenced by the features they see in magazines and in their friend’s homes, as well as their own needs and desires (that change with the times).

2000 years ago, pyramids were all the rage. In the 60s there was a lot of natural material, whereas by the 80s more synthetic “space age” materials were used. When the television became a common household feature, the design of living spaces shifted to make the box the focal point of the room (instead of a fireplace or other feature).

And now, our modern lives impact the design of our homes, and this has created some unique trends in architecture and design. How many of these trends have you spotted in your recentarchitectural projects?

1. The open-plan space goes mainstream

Open-plan spaces are all about connectivity and interaction. To me, this is an exciting trend, as it shows a desire of people to be more connected to their family and friends. The main rooms in the home become communal activity areas, with many different things going on all at once. They can make a home seem much more friendly and welcoming.

People are returning to the idea of entertaining at home, and more families are coming together for activities like board games and movie nights. Busy parents want to be able to keep tabs on the kids while they prepare dinner and do the other chores.

2. Multiple master suites

As real estate prices in many cities are rising much faster than wages, more and more young families are finding themselves unable to afford to live and save for a first home. Likewise, retirees are also finding it difficult to get into the housing ladder.

This gives rise to the multi-generational home: where more than one generation live under the same roof for an extended period of time. Also, friends might share a house in order to afford real estate in a desirable area.

Sharing a home with other adults can help you save money for a deposit, manage monthly expenses, and stay in a desirable area when house prices fluctuate. Having two master suites gives both adult families private space while enabling them to share resources under the same roof.

3. Off-the-shelf plans

Completely bespoke design is becoming rare in residential architecture. It seems people who are building a new home want something architecturally interesting, but they prefer to rely on a “tried-and-tested” plan they can choose from a book. Often, these plans can be tweaked and altered to suit the client’s unique needs.

Housing developments and off-the-shelf plans simplify the process and often offer a streamlined approval process for local council, meaning the client gets a home quicker and cheaper. As an architect, this means you might find yourself designing these types of homes more and more, while your bespoke designs will be for increasingly high-end clients.

4. Freestanding baths

When it comes to creating a beautiful bathroom, it used to be all about the choice of tile. But now, the bath is becoming the focal point of the bathroom space. I think people are designing their bathrooms to be quiet, relaxing spaces, a haven from the hustle-bustle of daily life. And the bath is a huge part of that.

Baths are becoming more sculptural in form, so they look more like art installations than tubs for bathing. My personal favourites are square stone tubs that look hewn from the earth itself like some kind of ancient lustral basin.

5. Charging stations

Gone are the days of the home office tucked away in a forgotten bedroom. Now, with more people than ever working from home and areas for work and play are blurred together, people are just as likely to sort their emails from their laptop on the couch or from their phone in the bathroom.

With an increasing array of devices and media hubs, a static office doesn’t work any more. Now, people are designing charging stations throughout the home - areas where devices can be stored, charged and used.

6. Sustainable Homes

We all know the home of the future is self-sufficient - either a self-contained unit able to generate it’s own power, or part of a community that shares resources at a local level. Many people are looking to the future and installing technology to create sustainable environments within their homes. Sustainability has been a growing trend for the last ten years, and it shows no signs of going away.

Don’t be surprised if you’re increasingly required to work on passive design, add in infrastructure for solar arrays, and make adjustments for increasingly sophisticated eco-technology (such as the new Tesla batteries).

7. Tricked-out sheds, rec rooms and “man caves”.

Let me say right now that I hate the term ‘man cave’. Why does it have to be a space delineated by gender? Maybe I, as a woman, are just as keen to hang out in a star-trek themed movie room?

However, love the term or not, man caves are more popular than ever. Many clients use these rooms to let their creativity run free, as they are often a space to be enjoyed by family and close friends. As spaces for clients to indulge in their chosen hobbies, man caves often include architectural challenges, such as an extra wide roofspan to accommodate boats or planes, or - as in the case in my own home - a soundproofed music studio.

8. Quiet spaces

Whether they be the classic “library” room with a fireplace and hardwood shelves stacked high with books (which is what I’m building in my own home), or a room for yoga / meditation, people are craving a space in their home that isn’t filled with enormous televisions or clutter.

Quiet spaces can often be inserted into tricky corners as a way to “fill out” unoccupied space in a complex plan. They may include complex architectural elements like enormous skylights, internal courtyards and indoor gardens.

9. Clever storage

“A place for everything, and everything in its place.” Never has this phrase been more true than now, and it has become especially important as the average family burdens themselves with increasing amounts of stuff. From camping equipment to bicycle repairs, from toys to board games, from designer clothing to model train sets, the modern home has a custom-designed inbuilt storage solution for everything.

In particular, the kitchen has become a space for entertaining, so clutter has been moved from the cupboards and benchtops into a separate pantry space - often including prep-stations, sinks, and even a second oven.

10. Uber tech

Always losing your front door key? No worries,now all you need is your thumbprintto operate your entire security system. How James Bond is that? Worried about germs in your bathroom? You can installself-sterilising door handles. My father - a builder - recently completed a house where thekitchen cupboards were all programmed. So if you want to make pancakes, you hit “31” on the keypad (the preprogrammed number for pancakes), and the drawers containing the pan, bowl, whisk, and pancake ingredients would open.

There’s no limit to the amount of uber-tech that can be installed in a home these days. As an architect, expect to receive increasing requests for new and fascinating technology to be built into home design.

And there you have it - 10 trends that are marking the future of residential architectural design. Of course, as an architect, you don’t have to blindly follow the trends, and you may find that local trends supercede these, but it does help to be aware of them, as trends reflect the desires of the market over time. What trends have you noticed in your own residential design clients?

Don’t you just love invoicing?

As an architect, you’re writing invoices all the time, for huge amounts of money. You’ve probably had enough late-paying clients or miscalculated fees to understand how important it is to stay on top of invoicing and make sure you haven’t missed off a zero, or moved a decimal point in the total.

Does your invoicing system need an overhaul? Could you be doing something better to help steer clients toward paying on time? Anything that gets money in your pocket faster is definitely a good thing, so let’s take a look at 7 tips for streamlining your invoicing process.

1 - Make Technology Work Hard For You

Because of the nature of an architect’s business, you will need a relatively sophisticated invoicing system. Invoicing can be a very time-consuming process, especially when you’re including elements like printing, sub-contractors and other sundries. You might also be performing multiple jobs for one client and wanting to include them all on one invoice.

Are you writing or typing out each invoice by hand, and breaking out a calculator to add up the total? Have you ever made a mistake? Or are you using an invoicing software tool but find it doesn’t do everything you’d like it to do, such as include multiple jobs on one invoice or allow you to bill according to the quoted time or the actual time?

The biggest improvement you could possibly make to your invoicing process would be to move to an automated cloud-based invoice system. The cloud isn’t as scary as you think it is! 

2 - Add Descriptions for Each Service Offered

For the client, an architect’s invoice can be very difficult to decipher, especially if you’re being hired in an on-going capacity to oversee the construction. Adding a quick description of exactly what you did for each item on the invoice can help ease the confusion. It also has the bonus of making it look like you’ve done a LOT of work for your fee (For example, listing research time and liaising with subcontractors.)

3 - Keep Your Template Clean and Simple

Have you ever received an invoice that’s been handwritten by someone who looks as though they learned penmanship from an ancient Egyptian scribe? Or have you ever received an invoice that was so “over-designed” that all the text was crammed into a corner to create more “white space” or worse, that you had to break out a code cracker or hold it up to a mirror to read it?

OK, OK, so your invoice probably isn’t that bad. But the easier your invoice is to read and comprehend, the higher the chances your client will pay on time.

What do I mean by “keep it clean and simple?” I mean make sure your type is bold and easy to read – try to use at least a 12pt font for easy readability. Don’t use all caps – it’s more difficult for people to read and understand.

Here’s a tip: More often than not, the person who receives the invoice isn’t actually the person who pays it. Often, especially in larger companies, an invoice is printed and photocopied several times before it actually makes it to the accounts department. If this is the kind of client you work for, then keep vital information on your invoice away from the margins of the paper – as the page is photocopied text near the margins is often cut off.

4 - Break Large Jobs into Progress Payments

With in-progress invoices, you can send an invoice for different stages of a project.

To help both you and the client manage cashflow, it can be useful to bill large jobs as progress payments. This usually means taking a deposit at the beginning of a job, then asking for monthly or bi-monthly payments up until the end of the job of the balance of the invoice is owed. WorkflowMAX enables you to quickly and easily arrange multiple billing operations.

5 - Make It Easy to Pay

The easier you make it for the client to pay your invoice, the higher the probability that you’ll be paid promptly and correctly. This means including accurate payment information (such as a correct and legible bank account number for direct deposit, a button that automatically links to a payment gateway for credit card (if required) and an accurate address for mailing cheques.

It’s also important for both yours and the client’s protection that you include accurate payment terms and conditions. This includes the date the invoice needs to be paid by, how the invoice should be paid, and what will happen if the invoice is late. Many architects have a late payment penalty which they can invoke. Talk to a lawyer about writing a payment policy and ensure this is written clearly on your invoice.

6 - Include all the Information

It should go without saying, but you’d be surprised how often business owners – especially architects – leave off vital information on their invoices. So what do you need to have on an invoice?

• Your name, business name and contact details.
• The client’s name, company name and contact details.
• An invoice number or other means of cataloguing your invoices.
• An itemised list of expenses.
• A total amount due for the invoice
• Details of your terms and conditions of payments, including any penalties for late payment.
• A due date for payments.
• Means of payment.
• The number of payments completed/remaining (if you’re billing in stages).

The advantage, of course, of using invoicing software, is that all these fields are automatically populated.

7 - Be Friendly and Polite

No one really likes paying invoices, even if you’re happy with the job rendered. Even though an invoice is a business document, that doesn’t mean you can’t use it to show your client that you’re grateful for their business. A simple “thank you!” on the bottom of their invoice will help you instantly come across as friendly.

You want your invoices to look and feel as clean and professional so possible, but getting that process right can take a bit of experimentation, especially if you’re just starting out in business. This guide should help you avoid some of the more common mistakes architects make while delivering their invoices.

Step Up to the Next Level with Invoicing

WorkflowMAX offers a complete cloud invoicing solution for architect firms – whether you’ve got one staff member or more than fifty. Our clients love the fact the fact that they can track time against a job and calculate invoices based on this or the quoted time if preferred.

Alastair Wilson of TOAST design in Takapuna says, “Talk about time saving. Instead of jobs mounting up on your desk, you deal with them as you go. On completion of the job we can simply finalise and print out an invoice. The days of long laborious invoicing are gone."

TL;DR: Manual admin slows small architecture firms down. Disconnected systems, repeated data entry, and scattered documents drain time and increase risk. WorkflowMAX anchors your entire process by uniting quoting, invoicing, and financial tracking. Our integration with Xero acts as the final link in the chain, ensuring your project data flows directly into your accounting without you ever having to touch a keyboard. Time dashboards, document management, and customisation reduce admin burden so teams can focus on delivering quality work and growing their business.

Small architecture firms often find themselves caught in a tangled web of disconnected tools, where managing financial and administrative tasks becomes a constant source of inefficiency. This fragmentation is further compounded by the burden of manual data entry, a hurdle that not only drains valuable time but significantly increases the risk of costly errors.

Addressing these operational gaps is crucial for firms looking to stay competitive amidst increasing client demands. By centralising tasks and automating workflows, you can effectively remove the administrative 'noise', allowing your team to shift their focus back to what truly matters: delivering exceptional architectural projects.

WorkflowMAX offers solutions to these challenges. Our comprehensive job management features integrate quoting, invoicing, and billing, providing real-time insights and improving decision-making. The Xero integration further simplifies financial tracking, reducing administrative load.

Embracing technology that connects several processes not only boosts productivity but also strengthens client relationships. With the right tools, small architecture firms can maintain their competitive edge and consistently deliver outstanding projects.

Advantages of reducing manual administration

Integrating technology in smallarchitecture firms brings big benefits. Enhanced financial management, fewer errors, and better workflow efficiency are just the start.

Cloud-based tools offer real-time data access and scalability. This means teams can work on projects from anywhere, ensuring updates happen instantly. Automation handles repetitive tasks, saving both time and money.

By adopting these technologies, architecture firms can achieve better project outcomes. Improved efficiency leads to increased profitability and higher client satisfaction.

With WorkflowMAX, firms enjoy different integrations with essential financial tools, like Xero, helping reduce the need for manual data entry. This integration provides accurate financial tracking, helping firms make informed decisions quickly.

Centralised document management ensures all project files are easily accessible. This fosters collaboration among team members and keeps everyone aligned.

Real-time performance dashboards provide valuable insights into key business metrics. Firms can monitor progress and adjust resources as needed, enhancing overall efficiency.

Embracing these tools not only streamlines operations but also supports scalable growth. Architecture firms can focus more on their core activities, delivering exceptional projects while building lasting relationships with clients.

Tools to streamline workflow in architecture firms

Project and job management software improves operations for architecture firms. It centralizes tasks, making it easier to manage projects, reduce errors, and boost efficiency. Our solution offers customisable features for job management,integrating quoting, invoicing, and reporting, all in one place.

Real-time updates and centralised document access keep your projects moving, ensuring timelines stay on track and quality never slips. By moving your files into a single, organised environment, you replace the hunt for information with easy collaboration.

This connectivity extends to your finances through our direct Xero integration. By syncing invoicing and payroll, WorkflowMAX strips away the friction of manual data entry, providing real-time dashboards that turn complex financial data into actionable insights. Ultimately, you spend less time on paperwork and more time on high-value design. By letting the systems handle the admin, you can focus on building client relationships and scaling your firm with confidence.

Implementing technology for administrative efficiency

Integrating technology into an architecture firm's workflow can transform how tasks are managed, leading to significant efficiency gains. Building a connected application stack is key. Use tools like WorkflowMAX tocentralise job management, from quoting to invoicing. This integration reduces manual entry and errors, providing real-time insights for better decision-making.

Creating standard operating procedures (SOPs) is essential. SOPs ensure that everyone follows the same processes, which streamlines operations and minimises misunderstandings. Document these procedures clearly and make them accessible to all team members.

Training staff effectively is crucial. Equip your team with the knowledge to use new tools efficiently. Regular training sessions and support can help staff adapt quickly, ensuring the technology is used to its full potential.

Gradual implementation of technology helps in minimising disruptions. Start with one area, like invoicing, and expand as the team becomes comfortable. This approach enables adjustments and feedback, ensuring the technology aligns with the firm's objectives.

Regular monitoring is also vital. Keep track of how the tools are performing and make necessary tweaks. This ongoing assessment ensures that the technology continues to enhance efficiency and supports the firm's growth objectives.

Achieving better outcomes with streamlined processes

Reducing manual admin transforms a practice from 'getting by' to truly thriving. By centralising workflows and automating the repetitive 'busy work', firms can track budgets with total precision while freeing up the team to focus on high-level design. This shift doesn’t just cut operational costs; it builds a scalable foundation that allows you to exceed client expectations and grow your firm without ever compromising on quality. This is exactly what WorkflowMAX provides.

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TL;DR: Clear roles and responsibilities are crucial for the success of architecture projects. From principal architects to project managers and sustainability consultants, every role plays a key part in delivering high-quality outcomes. WorkflowMAX helps firms streamline job management, allocate resources effectively, and enhance collaboration through real-time dashboards and integrated tools. As the industry evolves with digital technologies and sustainability demands, having well-defined responsibilities supported by efficient systems is vital for long-term success.

Managing roles in architecture firms is crucial. Clearly defined roles lead to efficient project management, adherence to regulations, and client satisfaction. With technology and globalisation changing how teams collaborate, clear communication and structured workflows are more critical than ever.

Modern tools, like WorkflowMAX, simplify defining and managing roles, aligning them with organisational goals and industry standards. By using these tools, firms can manage complex projects more effectively, ensuring that everyone is aware of their responsibilities.

Integrating the right technology provides the structural integrity needed to keep complex projects on track while optimising creative output. By embracing structured processes, your team can focus on their strengths to deliver high-quality outcomes for every client.

Key roles and responsibilities in architecture firms

Principal Architects set the vision for architecture firms. They manage client relationships and make major design decisions. Their leadership ensures projects align with the firm's goals:

• Project Architects handle specific projects. They ensure designs meet client needs and comply with regulations. Their focus is on project management and coordination.
• Design Architects bring creativity to the table. They develop concepts and aesthetics, shaping the project's overall look and feel.
• Technical Architects focus on feasibility. They ensure structural integrity and oversee building systems. Their expertise is crucial for the practical execution of design.
• Drafters create detailed drawings based on architects' designs. Their precision supports the design process and guides construction.
• Project Managers coordinate timelines, budgets, and communication. They keep everything on track, ensuring efficient project delivery.
• Sustainability Consultants advise on eco-friendly practices. They enhance building sustainability by recommending materials and methods that reduce environmental impact.
• Auxiliary roles, such as marketing and administrative support, are also vital. They ensure smooth operations and effective client engagement. Marketing teams enhance the firm’s presence, while administrative staff manage day-to-day tasks, keeping the office running efficiently.

WorkflowMAX streamlines these roles by providing tools for quoting, invoicing, andjob management. It helps architecture firms manage complex projects with ease, aligning roles and responsibilities for success.

Technology’s role in architecture management

Technology is transforming architecture management by enhancing precision, efficiency, and communication. Tools like Building Information Modelling (BIM) enable architects to create detailed models, enhancing design accuracy and client presentations. These models help visualise projects in three dimensions, ensuring every aspect aligns with the client's vision and structural requirements.

Collaboration platforms are key for real-time communication. They allow team members to share updates instantly, regardless of location, fostering a seamless workflow. This connectivity ensures everyone is on the same page, reducing miscommunication and enhancing productivity.

Project management software streamlines task delegation and scheduling. By automating administrative processes, these tools ensure that resources are allocated effectively and timelines are adhered to. WorkflowMAX offers features for job management, including quotes, scheduling, and time tracking, centralising tasks to improve workflow efficiency. Architecture firms can streamline financial workflows bysolving disconnected quoting, invoicing, and billing across RIBA 0–7.

Sustainability analysis tools contribute to environmentally friendly designs. They help evaluate the environmental impact of building materials and practices, promoting sustainable architecture. This integration of digital methodologies not only optimises project outcomes but also aligns with modern ecological standards.

Effective risk management in architectural roles

begin with a proactive approach to identification and mitigation. By developing detailed project plans from the outset, firms can pinpoint potential hurdles early, allowing for strategic measures rather than reactive fixes. This stability is guaranteed through clear, open dialogue; consistent communication ensures that every stakeholder remains aligned and responsive to the evolving challenges of a project.

Maintaining high standards is equally critical to reducing long-term liability. By implementing rigorous quality control and review processes, firms can uphold industry standards and ensure strict compliance with all relevant regulations, effectively eliminating costly errors before they occur.

WorkflowMAX further empowers this process by centralising job management and scheduling within a single, high-visibility platform. Our real-time performance dashboards provide the insights needed to monitor stability and track project health with precision.

When paired with essential insurance coverage and a commitment to staying updated on emerging industry trends, these tools provide a robust layer of financial and operational protection. Ultimately, by mastering these elements, architecture firms can ensure long-term client satisfaction while maintaining total control throughout the project lifecycle.

Future trends in architectural roles and management

Emerging trends are reshaping how architecture firms manage roles and responsibilities. Certifications are becoming increasingly important, reflecting a demand for verified skills and knowledge. As the industry evolves, professionals must stay current with new standards and competencies required for licensure.

Advanced technologies, such as AI and IoT, are transforming architectural practices. AI offers powerful tools for design automation, while IoT enhances innovative building management. Embracing these technologies requires firms to adapt, ensuring their teams are proficient in using these digital tools.

Cultural and sustainability awareness is crucial. Firms are integrating eco-friendly practices and culturally sensitive designs, responding to global demands for sustainable architecture. This trend requires architects to be knowledgeable about materials, energy-efficient solutions, and the cultural contexts in which they operate.

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TL;DR: Understanding work in progress (WIP) reporting is crucial for architecture firms to maintain project profitability. Accurate time tracking and job management are key, and WorkflowMAX provides the tools needed for effective WIP monitoring and reporting.

For architecture firms, Work In Progress (WIP) reporting is an essential tool for maintaining financial health. It helps track ongoing project costs, ensuring that resources are properly allocated and that projects stay within budget. This becomes especially important in an industry where projects can span months or even years, and where costs can escalate quickly if not carefully managed.

Without proper WIP reporting, architecture firms risk losing track of billable time, leading to revenue leakage, reduced profitability, and an inability to accurately assess the financial status of ongoing projects. For firms looking to grow or scale, WIP reporting is a non-negotiable aspect of sound financial management.

What is WIP Reporting?

WIP reporting in architecture tracks the value of work that has been completed but not yet billed to the client. It provides a snapshot of the revenue 'in progress', helping firms understand how much value they're generating versus how much has been invoiced.

In architecture, WIP can include things like:

• Hours worked by staff that haven't yet been invoiced
• Costs incurred for subcontractors or materials not yet billed
• Projects in various stages of completion

This reporting is critical for accurate financial forecasting, cash flow management, and ensuring the firm isn't under-billing for completed work.

The Role of Time Tracking in WIP Reporting

Accurate time tracking is the foundation of effective WIP reporting. If your team isn't logging hours correctly, it becomes impossible to know the true value of work in progress. WorkflowMAX's time tracking tools make it easy for architects and project managers to log hours in real-time, ensuring that every minute of billable work is captured.

With WorkflowMAX, time entries are directly linked to specific jobs and tasks, making it easy to see how much time has been spent on each project and how that translates to WIP value. This level of detail is essential for generating accurate WIP reports and for making informed financial decisions.

Generating WIP Reports in WorkflowMAX

WorkflowMAX offers robust reporting features that make it easy to generate WIP reports. These reports can be customised to show the information most relevant to your firm, whether that's a breakdown by project, client, or time period.

The platform's integration with Xero further enhances WIP reporting by allowing firms to sync financial data between their project management and accounting systems. This means that WIP data can be easily incorporated into broader financial reports, giving firm leaders a complete picture of their financial status.

Best Practices for WIP Management

To make the most of WIP reporting, architecture firms should follow several best practices. First, firms should regularly review their WIP reports, ideally on a monthly basis, to ensure that billing is keeping pace with work completed. This helps prevent situations where large amounts of unbilled work accumulate, which can strain cash flow.

Second, firms should use WIP data to inform their project planning and resource allocation. If certain projects are generating more WIP than expected, it may be a sign that additional resources are needed or that the project scope needs to be re-evaluated.

Finally, firms should integrate WIP reporting into their overall financial management strategy. WorkflowMAX's tools make it easy to do this, providing the data and insights needed to keep projects on track and profitable.

For architecture firms looking to improve their financial management, WorkflowMAX offers everything needed to implement effective WIP reporting. From time tracking to job management and reporting, our platform provides the tools to stay on top of work in progress and ensure that every project is as profitable as possible.

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TL;DR: Effective client management is essential for architecture firms. WorkflowMAX helps firms streamline communications, track project details, and deliver exceptional client experiences through better job management, time tracking, and reporting. By centralising client information and automating routine tasks, firms can improve satisfaction and build stronger relationships.

In architecture, client relationships are everything. The ability to manage client expectations, communicate effectively, and deliver projects that meet or exceed client needs is at the core of a successful firm. Yet, managing multiple clients across various projects can be a complex and time-consuming task.

Architecture firms often struggle with keeping track of client communications, project details, and deadlines, leading to miscommunications and missed opportunities. Without the right tools, these challenges can hinder a firm's ability to grow and maintain strong client relationships.

Centralising Client Information

One of the most significant challenges in client management is keeping all relevant information in one place. WorkflowMAX addresses this by providing a centralised platform where firms can store and access client information, project details, and communications. This makes it easy for team members to stay informed and ensures that everyone is working from the same data.

WorkflowMAX's job management features allow firms to link client information directly to specific projects, providing a clear picture of each client's needs and expectations. This level of organisation is essential for delivering personalised service and building lasting client relationships.

Improving Client Communication

Effective communication is key to successful client management. WorkflowMAX enables firms to keep clients informed at every stage of a project, from initial quoting to final delivery. The platform's quoting and estimating tools make it easy to provide accurate and timely quotes, while the reporting features allow firms to share progress updates with clients.

By using WorkflowMAX to manage client communications, architecture firms can ensure that clients are always up-to-date on the status of their projects, reducing the likelihood of miscommunications and ensuring that client expectations are met.

Delivering Exceptional Client Experiences

Delivering exceptional client experiences requires more than just completing projects on time and within budget. It requires a deep understanding of client needs and the ability to anticipate and address issues before they become problems. WorkflowMAX's reporting and time tracking features provide the data needed to do this, allowing firms to monitor project progress and client satisfaction in real-time.

For architecture firms looking to improve client management, WorkflowMAX offers a comprehensive solution that addresses the unique challenges of the industry. By centralising client information, improving communication, and providing the tools needed to deliver exceptional experiences, WorkflowMAX helps firms build stronger, more profitable client relationships.

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TL;DR: Architecture firms face unique resource management challenges. WorkflowMAX provides the tools needed to optimise staff allocation, monitor project progress, and ensure that resources are used efficiently. By leveraging job management, time tracking, and reporting features, firms can improve productivity and profitability.

Effective resource management is critical for architecture firms. With multiple projects running simultaneously, each at different stages of completion, managing staff time and project resources can be a complex balancing act. Without the right tools, firms risk overloading their teams, missing deadlines, and compromising the quality of their work.

Resource management in architecture involves more than just assigning tasks to team members. It requires a deep understanding of each team member's skills, availability, and workload, as well as the ability to anticipate and address resource conflicts before they impact project delivery.

Optimising Staff Allocation

One of the key challenges in resource management is ensuring that the right people are working on the right projects at the right time. WorkflowMAX's job management features make it easy to assign tasks to team members based on their skills and availability, ensuring that resources are used efficiently.

WorkflowMAX also provides tools for monitoring staff workload in real-time, allowing managers to identify potential resource conflicts and make adjustments before they impact project delivery. This level of visibility is essential for maintaining productivity and ensuring that projects are completed on time and within budget.

Monitoring Project Progress

Effective resource management requires a clear understanding of project progress. WorkflowMAX's reporting features provide real-time insights into the status of each project, allowing managers to see how resources are being used and where adjustments may be needed.

By linking resource data to project progress, WorkflowMAX helps architecture firms make informed decisions about resource allocation, ensuring that projects stay on track and that resources are used as efficiently as possible.

Ensuring Efficient Resource Use

WorkflowMAX's time tracking features are essential for ensuring that resources are used efficiently. By logging hours accurately, firms can see exactly how much time is being spent on each project and identify areas where resources may be over- or under-utilised.

For architecture firms looking to improve resource management, WorkflowMAX offers a comprehensive solution that addresses the unique challenges of the industry. By optimising staff allocation, monitoring project progress, and ensuring efficient resource use, WorkflowMAX helps firms improve productivity and profitability.

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TL;DR: Accurate project costing is essential for architecture firms to remain profitable. WorkflowMAX provides the tools to track costs in real-time, manage budgets, and ensure that projects are delivered on time and within budget. By leveraging job management, time tracking, and reporting features, firms can improve financial management and project outcomes.

For architecture firms, accurate project costing is the foundation of financial success. Without a clear understanding of project costs, firms risk under-pricing their services, running over budget, and ultimately compromising their profitability. Yet, managing project costs in an industry where every project is unique can be a significant challenge.

Architecture projects often involve complex cost structures, including staff time, materials, subcontractors, and overhead. Keeping track of all these costs in real-time requires robust tools and processes, and that's where WorkflowMAX comes in.

Real-Time Cost Tracking

WorkflowMAX's time tracking features allow firms to monitor labour costs in real-time, ensuring that every hour of billable work is captured and accounted for. By linking time entries to specific jobs and tasks, WorkflowMAX provides a clear picture of how costs are accumulating across each project.

In addition to time tracking, WorkflowMAX's job management features allow firms to track all project-related costs, including materials and subcontractors, in a single platform. This centralised approach to cost tracking ensures that nothing falls through the cracks and that project costs are always up-to-date.

Budget Management

Effective budget management is essential for keeping projects on track. WorkflowMAX's reporting features provide real-time insights into project budgets, allowing managers to see at a glance whether a project is on track or if adjustments need to be made. This level of visibility is crucial for preventing budget overruns and ensuring that projects are delivered within the agreed-upon financial parameters.

WorkflowMAX also integrates with Xero, allowing firms to sync project costs with their accounting system. This integration ensures that financial data is always accurate and up-to-date, making it easier to manage budgets and produce accurate financial reports.

Delivering Projects On Time and Within Budget

For architecture firms, delivering projects on time and within budget is the ultimate goal. WorkflowMAX's comprehensive project management tools make it possible to achieve this goal by providing the data and insights needed to make informed decisions at every stage of a project.

For firms looking to improve project costing and financial management, WorkflowMAX offers a complete solution that addresses the unique challenges of the architecture industry. By tracking costs in real-time, managing budgets effectively, and integrating with leading accounting software, WorkflowMAX helps firms deliver projects on time and within budget, every time.

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