Sample project for architects: from drifting plan versions to one current project file.
An architect manages projects that run for years, with plans in dozens of versions, site reports, permit deadlines and a client who wants to know where things stand. It often lives in mail, WeTransfer and folders per project. In this project it comes together in one system, from the first conversation to the handover. The platform tracks plan versions, reports and decisions per project, the integrations connect calendar and time tracking, and the website shows the portfolio that wins over new clients. Everyone on site looks at the same current plans.
A conceptual collaboration: what it could look like.
This project includes:
- A central platform
- Integrations & automation
- A customer-focused website
01
Challenge
Plans circulate in versions by mail and decisions sit scattered across conversations.
02
Solution
One project file with plan versions, reports and decisions, current for everyone.
03
Approach
Map out the full story first, then build in phases that are each immediately usable.
04
Outcome
The right plan is always the one on site and every decision is recorded in one place.
01 — challenge
Nobody knows which plan version is current
Plans circulate by mail and WeTransfer, and an old version regularly ends up on site. Site reports are typed, sent and never found again; client decisions sit scattered across mails and phone calls. Permit deadlines live in someone’s calendar, and tracking hours per project falls behind in busy weeks.
Where it gets stuck
- The plan on site is two versions behind.
- Client decisions sit scattered across mails and phone calls.
- You search for the right file longer than you work on it.
- Nobody knows how many hours a phase has already taken.
02 — solution
One project file, from preliminary design to handover
One file per project: the phases, the plan versions with their history, site reports and decisions together. A report leaves from the system and reaches everyone at once; the client and the contractor look at the current plans through their own portal instead of at last month’s attachment. Permit deadlines live in the file itself, and hours are tracked per phase so the fee adds up. Your plans from your CAD package (AutoCAD, Archicad, SketchUp, ...) get their fixed place, and the system connects with your calendar and accounting package (Exact Online, Yuki, Billit, ...).
03 — approach
Built in phases that work right away
We first map out the full story: which steps a project takes from first conversation to handover, and who does what. Along the way we look at what already exists and what you use today: sometimes connecting is the best choice, sometimes the platform replaces a package that only half fits. I build custom where it genuinely adds value. Then I build in phases that are each immediately usable: first the project file and plan management, then the integrations with calendar and accounting, finally the website with the request module. Your office switches per phase and never has to change everything at once.
04 — outcome
Everyone on the same version
The right plan is always the one on site, and every client decision is recorded where it belongs. Site reports live in the file instead of in a sent folder, hours per phase are visible when the fee is drawn up, and the website meanwhile works as a lead machine for new clients.
05 — afterwards
I stay on board afterwards
After delivery the system keeps running under a maintenance plan: updates, monitoring, backups and a fixed point of contact for questions and small changes. And because everything sits on the same foundation, the office can keep building step by step whenever it is ready. Think of a searchable project archive, a link with estimating software, or extra colleagues joining the flow.
practical
- Timeline± 6 months
- BudgetComparable to an extra employee for the duration of the project
questions
Sounds like your business?
Every project starts with a conversation about how your business works today. Feel free to share what you run into, and together we will see what this story could look like for you.
