The Best Features for Time Tracking Software for Architects

Updated 5/17/2023

Time tracking software for architects can help your company capture all work hours and ensure that projects are kept on schedule. Forget wasting time and money with manual time keeping. Automate how you track your time and set your firm up to manage projects with undivided focus and the utmost accuracy through smart software that is designed to make your work life easier and increase your team's productivity. 

Before you jump into trying any software that says it will track time, lets take a look at the features that make time tracking software for your industry important and so you'll have a better understanding of the type of time tracking software you need. Not all software is the same, and the last thing you want to deal with is investing in time tracking software that isn't giving you all the features your line of work requires. 

Time Tracking Software for Architects Features

Everyone wishes they had a little more time in the day. As an architect, you’re balancing so much, from understanding a client’s requirements to coordinating your team and designing the project. Time tracking software adds productivity to your workday by enhancing your time and team management.  

A digital time tracker offers the features you need to ensure your business wisely uses its time and resources. Beyond simply being able to track time, it also automates and streamlines your expense tracking, invoicing, and project planning workflows to always keep your firm’s projects moving forward. 

What Does the Best Time Tracking Software for Architects Do?

You've no doubt manually tracked time before whether it was in Excel or some other form of a timecard. Maybe you're even doing this now. If you're unaware of the benefits of time tracking software, let's take a look. 

Automates mundane work

Architects know all too well that back-office operational tasks eat up too much time when you have creative work you’d rather do. This is where time tracking software for architects comes in handy. 

Instead of manually logging hours in timesheets, writing follow-up emails for unpaid invoices, or monitoring time and expenses for each project phase, let technology seamlessly do it for you. Automating as many business tasks as you can is a smart investment that saves you time and money in the long run while providing you with real-time visibility into your team’s work.

Keeps projects on time and budget

Project-centric work demands organization, which time tracking software delivers. The analytics you gain from digital time tracking allow you to set more accurate start and end dates, monitor progress, and make adjustments as you go without missing a milestone.

It has never been easier to calculate if you’re over or under budget, track costs, and forecast your profit margins. All of these insights help you make long-term projections for your firm and meticulously plan future projects.

Improves project performance

Time tracking software for architects helps you understand each team member’s time utilization rate, so you get the most out of your employees, track billable vs. non-billable time, and uncover which clients and project types are most valuable to your firm.

Saves time

Time tracking software for architects can save you time and keep projects moving forward. 

Every week, you more than likely have found yourself spread too thin across tasks such as:

• Tracking and logging how much time is spent on projects and tasks

• Checking employees’ calendars for billable hours, sick time, and PTO  

• Reviewing timesheets

• Tracking down receipts and connecting them to work expenses, e.g., building supplies or client lunches

• Approving reimbursements for work expenses

• Creating itemized invoices

• Generating payroll reports

• Analyzing project budgets to ensure you aren’t overspending  

• Emailing invoices to clients

• Checking which invoices have been paid and who owes you money

All of these tasks are crucial to protecting your company’s bottom line, but they aren’t why you became an architect.

Instead, let a time tracking software solution set you up with templates, shortcuts, and automation that can transform these tasks from taking hours of your time each week to only minutes.

Features to Look for in Time Tracking Software for Architects

Architects need tooling that tells you where your time goes, so you bill clients accordingly and set up your firm to make a profit.

The best time tracking apps include features that automate your time and expense tracking, accounting and billing, project management, and business intelligence workflows.  

Time Tracking

This may seem obvious, but it's the core functionality of the software. It should allow users to accurately log the time they spend on different tasks, projects, or clients. It may provide such user-friendly tools as a start-stop timer, or manual entry options.

Real-Time Reporting

Time tracking software should provide real-time reports to provide a current snapshot of time spent. This should include individual reports, project-based reports, and comprehensive business-wide reports. As an architect, this is an important time tracking software feature to have.

Invoice Generation

Another important feature is it should be able to convert time tracked into billable hours and generate invoices accordingly. The invoicing feature should also be customizable to match the company's branding and specifications.

Project Management 

Always necessary, the tool should have the ability to manage and track project progress. It should allow users to allocate time, set deadlines, and assign tasks to different members of the team. Some software, like BQE CORE, is an all-in-one platform so it works as a project management tool and time tracking application. So you don't need to purchase additional project management software in addition to your timesheet software.

Expense Tracking

In addition to tracking time entries, the software should also track expenses related to various projects. This can include travel expenses, material costs, and other related expenses.

Integration Capabilities

The software should be able to integrate with other tools used by the firm, such as project management tools, accounting software, payroll systems, and email clients. This will help to streamline workflows and improve efficiency.

Mobile Access

Since architects often require work in the field or at different locations, mobile access is crucial. Users should be able to track their time, check projects, and approve timesheets from their mobile devices.

Customizable User Permissions

Employee time tracking software should provide the ability to set different user roles and permissions, so that sensitive information and administrative settings can be protected.

Automated Reminders

The software should have the feature to send automatic reminders to employees about deadlines, timesheet submissions, and other important tasks or dates.

Client and Contract Management

The ability to manage clients and contracts within the software can help keep track of billable hours per client or per contract. It may also include the ability to store contract terms and client information.

Data Security

Given the sensitive nature of the information that time tracking software handles, robust data security measures are essential. This should include encryption, regular backups, and compliance with relevant data protection regulations.

Ease of Use

A time tracking software should be easy to use and navigate. It should have an intuitive interface, clear instructions, and ideally, offer customer support for any difficulties encountered.

Customizability

Every architecture firm is unique, so the software should allow for customization to fit the specific needs of the firm. This could include custom reports, custom invoicing, and custom project management options.

Let's break this up by categories:

General features

• Automatic time tracking

• Smart timesheets

• Client support

• Project forecasting

• Notifications and alerts

• Web and mobile app support

• Cloud-based

• Legally compliant

• Seamless integrations

• Free trial

• Quick screenshots

Financial features

• Salaries

• Automated invoices

• Customizable invoice templates

• Billing and non-billable hours tracking

• Overtime calculator

• Utilization rate calculator

• In depth billing rates

• Project costs

• Expense tracking

• Project estimates

• Custom approval processes for time and expenses

Process management features 

• Project planning

• Project monitoring

• Resource and budget management

• Profitability tracking

• Project tracking

• Task and employee management

• Customizable dashboard

• Detailed reports

Why Do I Need Time Tracking if I Use Flat-Rate Services?

Time tracking software for architects informs you how many hours go to each project and client. Even if you charge your clients a flat rate, a digital time tracker helps you understand the true value of your services and how to optimize your job costing to ensure you’re setting fair prices that maintain profitability for your firm. 

Time management and tracking for flat-rate services shed light on which project types or clients are worth your prioritization. It is possible that your company’s most demanding clients or smaller clients actually cost you money and that your biggest clients are missing out on the time and attention they deserve.  

Time tracking software for architects is designed to highlight areas where your team could be more efficient, including remote employees. Carefully tracking staff time and reviewing it regularly reveals whether you are planning for and spending the appropriate amount of time in each project phase and where you can proactively adjust to improve your company’s performance. 

Time Tracking Software for Architects with BQE CORE

For better or worse, being an architect isn’t only about planning and designing impressive buildings and structures. It also entails making precise adjustments for your clients, monitoring your employee’s progress, and keeping track of resources. The mental load of it all is exhausting and requires specific data to achieve the best result. 

BQE CORE gives you all of the resources and insights you need to plan and deliver better projects for clients.

BQE CORE offers a robust employee and project time tracking tool that’s part of a broader project management platform. With BQE CORE, you can add efficiency to your profession services processes around accounting, task management, project planning, expense tracking, and analytics reporting. It knows exactly what architecture firm business owners need — it was made by architects, for architects. 

With BQE CORE, you get productive features that include:

• Pre-populated timesheets with custom date ranges

• Reminders to ensure timely and accurate time capture

• Smart timecards that streamline payroll and invoicing 

• Tracking that captures every hour of a project, including overhead and time off

• Automated invoicing

• Online timesheets

• Employee monitoring

• Duplicatable timesheets for significant time savings

• 100% DCAA-compliant time tracking

• Native apps for iOS and Android

• Works with Mac and PC

• Integrates with QuickBooks

• 24/7 dedicated customer support

…and so much more for better project profitability!

BQE Software is trusted by 400,000+ users worldwide and is proud of its 25+ years of helping architecture firms reach their full potential. 

BQE CORE Time Tracking FAQs

Does BQE CORE offer timers?

Yes, BQE CORE includes stopwatch timers. In only a few clicks, you can start and stop a timer, switch from one timer to another, run multiple timers at once, edit a timer, and view total hours for a day. 

What sort of notifications does BQE CORE send?

With BQE CORE, you’re able to select the notifications you want to receive. For example, you can receive notifications when certain actions are approved, such as invoices, client bills, time-off requests, and purchase orders.