Find Powerful Accounting Software for Your Architecture Business

A successful architect knows how to craft exceptional designs that stand the test of time. An architectural business should know how to execute those designs from idea to construction consistently and at a profit.

Success in architecture requires precise project and financial management, along with effective customer relationship management. Only some firms have access to those capabilities right out of the gate. And balancing these responsibilities without sacrificing the time for creativity and vision that brought architects into the industry in the first place can be a challenge.

For many architectural firms, the solution is to use cloud-based accounting software to streamline critical tasks, manage client data, track income and expenses, and generate detailed financial reports. Ideally, you want a solution that caters to the unique needs of architectural firms by integrating inventory and resource management.

Using dedicated architecture accounting software allows you to focus on what you do best: crafting innovative designs, while the software handles the operational complexities. This article explores how architecture accounting software works, what your options are, and the best ways to deploy it for your firm.

What is architecture accounting software?

An architecture accounting software package is a specialized financial management tool designed to meet the unique operational needs of architecture firms. They most notably facilitate critical tasks such as project management, time and expense tracking, and client billing. Many solutions also include features that enhance customer and strategic business oversight, so professional architects can focus on their creative work without critical business tasks falling by the wayside. That capability is especially helpful for smaller firms who may not have access to the same pool of financial and administrative specialists as larger multinational firms.

Advanced project accounting software often also incorporates enterprise resource planning (ERP) capabilities to unify data and processes across departments like accounting, human resources, and project management. The goal of managing an architectural firm’s business in an ERP is integration. To break down team siloes. That will streamline workflows, optimize complex, business-wide activities, and improve overall performance.

Examples of architecture accounting software

• Microsoft Dynamics 365 Business Central: A complete ERP system integrating accounting and operations with real-time insights.
• Sage Intacct: A cloud-based accounting solution offering financial management and real-time reporting.
• Progressus: A project-focused tool combining accounting, time tracking, and professional services automation.
• Workday: A unified platform for accounting, payroll, and workforce management.
• Oracle NetSuite: A scalable ERP system integrating accounting, inventory, and CRM in the cloud.
• Acumatica: A cloud ERP offering accounting, project management, and inventory tools.
• Odoo: An open-source ERP with customizable accounting, CRM, and operations modules.
• Certinia: (formerly FinancialForce): A service-focused ERP with project accounting and resource management features built on the SalesForce platform.
• IPS Cloud: A simple cloud ERP streamlining accounting, inventory, and operations for SMBs.
• Deltek: A project-based ERP designed for professional services and project accounting.

Compare the top ERP solutions for Architectural Firms with our up-to-date comprehensive comparison tool.

Compare Now

What are the benefits of using specialized accounting software?

The administrative side of architectural business has some unique workflows. You can adapt general-purpose accounting software to do what you want, but there are many benefits to using software specialized for the industry.

• Handle administrative tasks more efficiently. Accounting can be time-consuming, especially for architects and project managers without financial expertise. Specialized software automates accounting tasks, freeing you to focus on vision and design, or more strategic work.
• Maintain better control over finances. Keep all your financial data—monthly profit, expenses, and tax deductions—in one place for better visibility.
• Automate critical or complex processes. Streamline your business, design, and project workflows by automating tasks. The software can handle triggered actions for contract creation, payment reminders, and late fee applications. Notifications ensure you stay on top of client interactions without the busywork.
• Win more bids. Easily create structured proposals with precise estimates in just a few clicks, helping you seal deals faster and more efficiently.
• Track time effectively. Use integrated time-tracking tools to monitor time spent on projects. Set hourly rates, track billable hours, and simplify invoicing with accurate time logs.
• Complete projects faster. Organize your priorities with task management tools that fit seamlessly into your workflow. Add tasks quickly, reuse templates, start timers, and collaborate effectively with team members.
• Send professional invoices. Smart invoicing features automate invoice creation, send payment reminders, apply late fees, and provide read receipts. Utilize templates to save time and maintain a professional appearance.
• Get paid faster. Leverage global payment options like credit cards, ACH, and PayPal.

Look for these 10 essential features in architecture accounting software

Selecting the right architecture accounting software is critical for architecture firms to manage their unique project-driven financial needs efficiently. Here are the essential features to consider:

Real-time activity tracking.

Real-time tracking provides up-to-date visibility into project progress, costs, and resource utilization. This helps you make better, more proactive decisions and ensures projects stay on track financially.

Flexible budgeting.

Software with flexible budgeting tools allows firms to adapt financial plans as project requirements evolve. This ensures accurate forecasting and better management when you encounter unexpected changes.

Project creation wizard.

A project creation wizard simplifies setup by guiding users through defining budgets, timelines, and resource needs, helping to streamline workflows from the start.

Flexible subscription fees.

Look for a software package you can pay from on the terms that best meet your needs. Monthly, annually, or bundled with other services. Flexible subscription models allow firms to scale their software usage according to project demands, ensuring cost-effectiveness when needs change.

Resource planning and grouping.

Resources in architecture accounting software are typically personnel but could also be equipment or other assets. Resource planning tools optimize the allocation of staff and materials, while resource groups organize team members for maximum efficiency across projects.

Task management and workload distribution.

Task management features ensure all deliverables are assigned and tracked, while workload distribution tools balance team efforts to prevent overwork and delays.

User permissions and access controls.

Granular permission settings enhance security by controlling who can view, edit, or approve data or manage resources.

Expense management and project-specific tracking.

Expensing by project or task ensures accurate financial tracking. Robust expense management tools help streamline approvals, reimbursements, and reporting.

Flexible allocation and rate tables.

Flexible allocation tools and customizable rate tables provide detailed cost insights, improving accuracy and enabling firms to manage complex billing requirements without manual tracking more easily.

Error management and transaction validation.

Error management features identify discrepancies early, reducing the risk of costly mistakes. Transaction validation ensures every financial entry is accurate and compliant with firm standards.

How do I choose the right architecture accounting software for my business?

Start by assessing your current tools and workflows. Which of each supports your team’s efficiency? Which creates challenges? To understand your needs better, look for recurring issues or processes that consistently yield positive results.

Other factors to consider include:

• Industry-specific functionality. Architectural firms have a unique mix of business management needs. Not every accounting software package or ERP can meet those needs. Look for architectural accounting software that can accommodate project-based accounting to track income, expenses, and resources by project. You also want tools to streamline billing and support for various contract types, like fixed-price, cost-plus, and time-and-material. Milestone tracking and compliance management are also important features to look for.
• Budgeting and forecasting. Architectural firms need tools to create detailed project budgets, monitor costs in real time, and forecast future financial needs.
• Integration capabilities. Ensure the software integrates with essential tools like CAD platforms.
• Collaboration features. Accounting software should enable teamwork by facilitating information sharing, tracking project progress, and enhancing coordination among internal teams, clients, and external partners.
• Reporting and analytics. Comprehensive reporting tools are vital for data-driven decision-making. Look for software offering customizable reports, real-time analytics, and visual dashboards to monitor KPIs.
• Scalability. Choose software that grows with your business. Support for more administrative and professional users. Tools to manage larger, more complex projects, and associated transactions.
• Customer support. Look beyond the software. Strong customer support ensures your business always operates at peak capacity. Seek providers that offer multiple support channels, such as email, phone, and live chat, along with extensive knowledge bases and training resources.

Budgeting tips for architecture accounting software

Effective budgeting drives project success and sets clear client expectations, reducing misunderstandings and fostering positive relationships. Architecture firms should leverage accounting tools with features like time tracking, project scheduling, and financial reporting to manage their budgets effectively. Continuous budget monitoring and adjustments ensure financial plans remain adaptable to changes, keeping projects on track and maintaining overall stability.

You can employ several different budgeting techniques based on your needs:

• Top-down budgeting is where you set overall budgets and allocate resources based on experience with similar projects.
• Bottom-up budgeting involves estimating costs for individual tasks.
• And parametric estimating uses historical data to predict costs.

Steps to build an effective budget

• Identify your revenue streams and expenses – Understand income sources like client payment schedules, project costs, and overheads. Factor in potential unforeseen costs into relevant line items.
• Allocate resources by project phase – Distribute resources across design, development, and execution phases to ensure each stage is adequately funded.
• Set realistic financial goals – Define achievable financial objectives and milestones that align with your firm’s strategic vision.
• Plan for revenue and talent needs – Project expected income over a set period and address resource gaps with a clear talent plan.

What is the best architecture accounting software?

Here at Velosio, we believe Progressus offers the most complete, feature rich suite of accounting and project management tools for architectural firms. Progressus is built on Microsoft Dynamics 365 Business Central, a robust, cloud-based business management solution designed to help small and medium-sized architectural firms thrive. Integrating core functions—finance, procurement, sales, service, manufacturing, warehousing, and projects—into a single platform provides centralized insight, deep control, and the flexibility to scale as your business grows.

Partnering with an experienced provider is key to unlocking the full potential of Progressus. Velosio is a leader in providing cloud applications to architectural firms and many other project-based businesses. We can help you leverage platforms like Dynamics 365, Azure, and Microsoft 365 to gain a competitive edge.

With over 30 years of experience in deploying ERP solutions, Velosio is an expert implementation partner who can ensure a smooth transition to the cloud. Our focus remains on empowering businesses to maximize their investment in business software. Beyond implementation, Velosio’s ongoing support helps architectural firms harness data, enabling smarter decision-making and delivering measurable value.