10 Time Tracking Tools for Architects and Design Firms in 2027

Managing multiple design projects, tracking billable hours, handling client revisions, and keeping project budgets under control can be challenging for architecture firms. Without reliable time records, it becomes difficult to understand how much work each design phase requires and whether a project is financially sustainable. Time tracking software for architects helps firms record working hours, organize tasks by project phase, monitor labor costs, and prepare accurate timesheets. AYYES supports project-based time tracking and digital timesheets, while architecture-focused platforms such as Monograph and BQE CORE provide broader practice management capabilities. This guide compares 10 software solutions based on time tracking methods, project management features, billable hours, reporting, pricing, and limitations. You’ll also learn how to track architectural design phases, calculate project labor costs, manage additional client revisions, and select software that fits your firm’s size, workflow, and budget.

Top 10 Time Tracking Tools for Architects at a Glance

Choosing suitable software starts with understanding how your architecture firm manages projects. A solo architect may only need a simple timer and billable-hour reports, while a growing practice may require design-phase budgets, employee timesheet approvals, resource planning, and invoicing. The best time tracking software for architects should match the firm’s project structure, billing arrangements, and reporting requirements without adding unnecessary administrative work. The comparison below covers general-purpose time trackers, project management platforms, and architecture-specific practice management solutions. Use it to identify which tools address your firm’s requirements before examining their individual features and limitations.

Time Tracking Software Comparison

Pricing information checked September 22, 2027. Prices are starting rates in the currencies shown, where publicly available. Annual billing, seat minimums, feature restrictions, and additional charges may apply. This is a comparison for a 2027 buying guide, not a claim that 2027 prices have been announced.

Software	Suitable for	Key features	Starting price
AYYES	Small and growing architecture teams	Phase-based tasks, desktop tracking, timesheets, cost reports	Free for up to 12 team members; paid plans from $0.88/seat/month annually or $0.99/seat/month monthly
Monograph	Architecture and engineering practices	Phase budgets, staffing, project accounting, invoicing	$25–$490/month, paid annually; plan depends on firm needs
Milient Project Flow	AEC firms managing several projects	Phase planning, timekeeping, fee management, reporting	From £13/user/month
Toggl Track	Teams needing flexible timers	Time tracking, billable rates, project estimates	Free; Starter from $9/user/month, annual
Harvest	Firms focused on client billing	Time tracking, expenses, invoicing, project budgets	Free for 1 user; Teams from $9/seat/month, annual
Clockify	Small studios and budget-conscious teams	Timers, timesheets, project reporting	Free for 5 users; Basic from $3.99/seat/month, annual
Productive	Firms needing resource and financial oversight	Budgets, scheduling, time tracking, reporting	Essential from $9/user/month, annual
BQE CORE	Architecture firms requiring project accounting	Time and expense tracking, fee schedules, billing	Custom subscription pricing
Deltek Ajera	A&E firms needing accounting integration	Project timesheets, financial reporting, multiple billing methods	Contact sales for pricing
TimeCamp	Teams interested in automatic time tracking	Activity tracking, project hours, reports, billing features	Free; Starter from $3.99/user/month, annual

A starting subscription price does not necessarily include every feature an architecture firm needs. For example, timesheet approvals, custom billing rates, detailed budgets, or accounting integrations may require higher plans.

10 Best Time Tracking Software for Architects in 2027

Architecture firms have different software requirements depending on their size, project complexity, and financial processes. Some need straightforward time tracking and timesheets, while others require phase budgets, project accounting, resource planning, and integrated billing. The following 10 products cover these different requirements. Each tool is examined using the same criteria: key features, architecture use cases, pricing, and advantages . The comparison is based on published product documentation, not independent hands-on testing. Numbering is for organization rather than a performance ranking.

1. AYYES – Project Time Tracking and Digital Timesheets

AYYES combines time tracking, project management, digital timesheets, and reporting in one workspace. Architecture firms can organize client projects into phases and tasks, record design hours, and review time spent by employees or projects. The platform supports a desktop tracker, web timer, manual entries, and shared kiosks. Architects can record computer-based design sessions and add time for site visits or client meetings when appropriate. Key features

• Project and task-based time tracking.
• Desktop, web, manual, and kiosk recording methods.
• Detailed and summarized timesheets.
• Billable rates and labor cost calculations.
• Project reports and PDF or Excel exports.

Architecture use case: A residential architecture studio can create separate tasks for schematic design, design development, and construction documentation. Employees assign their hours to the relevant work, allowing the manager to review project time and related costs. Pricing: The free plan supports up to 12 team members, unlimited projects and tasks, and basic timesheets. Paid plans start at $0.88 per seat/month billed annually or $0.99 per seat/month billed monthly and include additional team capacity, reporting, and other features. Advantages: Multiple recording methods, customizable project organization, exportable timesheets, and a free option for small teams.

2. Monograph – Architecture Project and Phase Management

Monograph is designed for architecture and engineering practices that need to connect time tracking with project fees, staffing, and financial performance. Its project management features help firms organize work into phases, allocate budgets, monitor project progress, and connect recorded time with project accounting. The platform also provides staffing tools, invoicing, and QuickBooks connectivity. Key features

• Architecture-focused project and phase planning.
• Employee time tracking.
• Phase budgets and project financial reports.
• Staffing and capacity planning.
• Invoicing and QuickBooks integration.

Architecture use case: A growing architecture firm can establish a fee budget for each design phase and review whether actual employee hours align with the original financial plan. Pricing: Monograph advertises plans ranging from $25 to $490 per month, paid annually, with the applicable plan depending on firm requirements. Obtain a quotation for your specific team and feature needs. Advantages: Architecture-specific project structures and integrated staffing, financial, and invoicing workflows.

3. Milient Project Flow – Project Budgets and Time Tracking

Milient Project Flow is designed for architecture, engineering, and consulting businesses that need to manage projects, time, budgets, and invoicing. The platform connects project planning with employee time records and financial information. Its available features include timekeeping, project milestones, billing, reporting, and more advanced budget and resource capabilities on eligible plans. Key features

• Project and phase planning.
• Employee timekeeping.
• Project budgets and actual cost comparisons.
• Billing schedules and invoicing.
• Resource management and reporting.

Architecture use case: An architecture practice managing several commercial projects can track design work against project phases while comparing actual costs with budgets. Pricing: Project Flow starts at £13 per user per month for Grow and £20 for Professional. Enterprise pricing is customized. Add-ons and onboarding can increase the final cost. Advantages: Architecture-oriented project management and connected financial workflows.

4. Toggl Track – Flexible Time Tracking for Design Teams

Toggl Track helps teams record working hours through real-time timers and manual time entries. Architecture firms can organize work by project, assign time to tasks, and use reports to understand how employees distribute their hours. Paid plans introduce billable rates, estimates, team reporting, and additional project controls. Premium includes features such as fixed-fee projects, profitability reporting, and timesheet approvals. Key features

• Web, desktop, and mobile tracking.
• Manual time entry and real-time timers.
• Project estimates and billable rates.
• Team and project reports.
• Fixed-fee tracking and approvals on higher plans.

Architecture use case: A small design team can track hours spent creating drawings, preparing presentations, and attending client meetings, then review time against project estimates. Pricing: A free plan is available. Starter begins at $9 per user per month with annual billing; Premium adds advanced financial and approval features. Advantages: Flexible time entry, project reporting, and several integrations.

5. Harvest – Time Tracking and Client Invoicing

Harvest connects project time tracking with expense management and client invoicing. It can serve architecture studios that need to record billable hours and convert approved work into clear billing records. Users can record hours with timers or timesheets, organize projects, monitor budgets, and prepare invoices. The platform supports hourly and fixed-fee projects, making it relevant to different architectural service agreements. Key features

• Time tracking and digital timesheets.
• Billable rates and project budgets.
• Expense management.
• Client invoicing.
• Accounting and payment integrations.

Architecture use case: An independent architect working on hourly consulting projects can record meetings, drawing preparation, and site visits, then prepare an invoice using eligible recorded hours. Pricing: Free for one user and two projects. Teams starts at $9 per seat per month with annual billing, or $11 when billed monthly. Advantages: Combines time records, expenses, and invoicing in one system.

6. Clockify – Time Tracking for Small Architecture Studios

Clockify provides timers, manual time entry, timesheets, and project reporting for teams that need structured time records. Architecture firms can organize work by projects and tasks, review tracked hours, and use eligible paid plans for billing, approvals, budgets, and labor cost calculations. Its Standard plan includes invoicing and approval functionality, while Pro introduces additional budgeting and profitability features. Key features

• Timers and manual time entries.
• Project and task organization.
• Digital timesheets.
• Billable rates and reporting.
• Invoicing, approvals, and budgets on paid plans.

Architecture use case: A five-person studio can use the free plan to record hours for residential and commercial projects, then upgrade if it requires advanced billing or budget reporting. Pricing: Free for up to five users. Basic starts at $3.99 per seat per month, Standard at $5.49, and Pro at $7.99 when billed annually. Advantages: Free entry-level tracking and several paid options for additional financial controls.

7. Productive – Project Budgets and Resource Planning

Productive combines time tracking, project budgets, resource planning, task management, and financial reporting. Architecture firms can use it to record employee hours, allocate resources, and compare project performance with planned budgets. Higher plans add advanced reporting, billable time approvals, rate cards, and additional financial capabilities. Key features

• Project and task time tracking.
• Budget and expense management.
• Resource planning.
• Financial and profitability reports.
• Time approvals and rate cards on eligible plans.

Architecture use case: A multidisciplinary design studio can allocate employees across several client projects and monitor whether the hours invested remain within budget. Pricing: Essential starts at $9 per user per month with annual billing. Professional starts at $24 per user per month annually. Confirm seat requirements and additional features when requesting a quote. Advantages: Connects time tracking with broader project, staffing, and financial management.

8. BQE CORE – Architecture Practice Management

BQE CORE provides time and expense management, project accounting, and billing functionality for professional services firms, including architecture and engineering businesses. Its billing options cover fixed fees, hourly contracts, cost-plus arrangements, and other agreement types. Firms can assign cost and billing rates to project work and generate invoices from approved time and expense records. Key features

• Project time and expense tracking.
• Employee and project billing rates.
• Project accounting.
• Multiple billing methods.
• Invoice generation and financial reporting.

Architecture use case: A practice managing hourly consulting and fixed-fee design contracts can organize both types of work within one project accounting system. Pricing: Subscription costs depend on the packages, licenses, and number of users selected. Contact BQE for a quotation. Advantages: Detailed billing rules and direct connections between time entries and project accounting.

9. Deltek Ajera – Architecture and Engineering Project Accounting

Deltek Ajera combines architecture and engineering project management with financial administration, time tracking, expenses, and billing. Employees can record time against projects, phases, and activities. Timesheets move through submission and approval workflows, while managers can use project dashboards to review financial information and monitor costs. Key features

• Project and phase-based timesheets.
• Supervisor and manager approvals.
• Project financial reporting.
• Resource planning.
• Multiple billing arrangements and accounting functions.

Architecture use case: An established A&E firm can record labor against project phases and use the same platform to connect approved time with accounting and client invoicing. Pricing: Deltek does not provide a standard starting price on the reviewed Ajera product page. Request a quotation based on your organization’s requirements. Advantages: Connects project time with architecture-specific accounting and financial workflows.

10. TimeCamp – Automatic Time Tracking and Reporting

TimeCamp provides automatic and manual time tracking alongside project reporting and billing-related features. It can support design teams that want to capture computer-based work and examine how recorded time is distributed. The platform offers project time tracking, application activity information, reports, and subscription options for more advanced billing and timesheet controls. Key features

• Automatic and manual time tracking.
• Project and task organization.
• Activity tracking.
• Timesheet and reporting features.
• Billing rates and approvals on eligible plans.

Architecture use case: A design studio can track time spent working on drawings and other computer-based tasks, then assign or review those hours against client projects. Pricing: A free plan is available. Starter begins at $3.99 per user per month, Premium at $6.99, and Ultimate at $9.99 with annual billing. Advantages: Automatic tracking, accessible starting prices, and multiple reporting options.

Why Do Architecture Firms Need Accurate Time Tracking?

Architecture projects involve several stages, multiple contributors, changing client requirements, and different billing arrangements. When employees record hours inconsistently, project managers may struggle to determine how much effort has been invested in each phase. Accurate records create a clearer connection between employee work, project progress, and financial performance.

1. Capture Billable and Non-Billable Design Hours

Not every hour spent in an architecture firm is chargeable to a client. Project drawings, consultations, and site visits may be billable under an agreement, while internal meetings, employee training, and business administration may be non-billable. Separating these categories helps managers understand how staff time is distributed and prevents unsupported client charges.

2. Keep Architectural Project Phases Within Budget

Architecture projects often allocate different amounts of time and money to schematic design, design development, construction documentation, and construction administration. By comparing actual hours with phase budgets, managers can identify when a particular stage is consuming more resources than expected.

3. Identify Additional Work and Client Revisions

Clients may request extra drawings, design changes, or additional consultations after approving an earlier phase. Recording these activities separately provides a reliable record of the work involved. Whether the firm can charge additional fees depends on the agreement and any necessary approvals.

4. Improve Project Estimates and Staff Allocation

Historical time records show how much effort similar projects required. For example, if earlier commercial fit-out projects consistently required more documentation hours than estimated, the firm can investigate the difference and adjust future planning. These records also help managers evaluate employee availability and assign work more realistically.

Key Features to Look for in Architecture Time Tracking Software

Time tracking software for architects should do more than calculate the length of a work session. It should connect recorded hours with the projects, design stages, fees, and reporting processes that architecture firms use every day. The following features are worth evaluating before selecting a platform.

1. Project and Design Phase Tracking

Look for software that allows architects to organize client projects into distinct phases and tasks. For example, a residential project may contain schematic design, design development, construction documents, and construction administration. Recording time at the phase level helps managers compare actual effort with the budget allocated to each stage. Some architecture-specific systems have built-in phase workflows, while general-purpose platforms require firms to configure their own project and task structures.

2. Billable Hours and Custom Hourly Rates

Architecture firms may charge different rates depending on the employee’s role, the client, or the service being performed. Software that supports billable classifications and hourly rates can help translate tracked hours into billing records and revenue calculations. Check whether the platform supports project-specific rates, different employee rates, and non-billable time.

3. Automatic Timers and Manual Time Entries

Architects regularly switch between computer-based design work, client meetings, calls, and site visits. Automatic or desktop-based tracking can help capture computer work, while manual entries remain useful for activities that happen away from a desk. The system should allow employees to assign recorded sessions to the correct projects and correct genuine recording errors.

4. Project Budgets and Fee Tracking

Project managers need to compare planned hours with actual time spent. Look for tools that support phase budgets, labor rates, budget consumption, and remaining cost estimates. A useful reporting system should distinguish internal labor expenses from the fees charged to clients, since those figures represent different aspects of project profitability.

5. Timesheet Reviews and Approvals

A review workflow allows project managers to examine employee time entries before using them for billing or financial reporting. Supervisors should be able to identify missing entries, incorrect phase assignments, and inconsistencies in billable classifications. Approval functionality varies between products and subscription tiers, so confirm the required workflow before purchasing.

6. Reports, Invoicing, and Accounting Integrations

Architecture firms need reports that connect working hours with project performance. Useful outputs include employee timesheets, billable-hour summaries, phase-level cost reports, and project budget comparisons. Some systems generate invoices directly, while others export information or integrate with accounting software. These capabilities should be evaluated separately.

7. Mobile Access for Site Visits

Architects often spend time at construction sites, client properties, and external meetings. Mobile applications or supported manual entry methods allow these activities to be recorded without waiting until employees return to their computers. Check whether entries can be assigned to the correct project and whether the application requires an active internet connection. The key consideration is how well these features work together. A simple timer may capture hours accurately but still require spreadsheets to calculate phase budgets. A broader practice management platform may provide those calculations while requiring more implementation and training.

How Does Time Tracking Work in an Architecture Firm?

A structured workflow connects recorded design hours with project phases, timesheets, budget reports, and client billing. Although individual software platforms differ, architecture firms can organize their processes around five steps.

Step 1 – Create Client Projects

Create a separate project for every active client engagement. For example, a residential architecture firm might establish a project named “Oak Residence Renovation” with the agreed scope, project manager, and internal budget.

Step 2 – Organize Work by Design Phase

Divide the project into the phases specified in the engagement agreement. These may include schematic design, design development, construction documentation, and construction administration. Add individual tasks such as concept sketches, floor plans, 3D modeling, and drawing revisions.

Step 3 – Assign Architects and Billing Rates

Assign employees to the relevant project and configure applicable internal labor costs and client billing rates. A principal architect, project architect, and junior designer may have different cost and billing rates.

Step 4 – Record Design Hours, Meetings, and Site Visits

Employees record their work using timers or manual entries. Every entry should include the correct project, phase, and task. Short client calls, drawing revisions, and site visits should also be recorded according to company procedures.

Step 5 – Review Timesheets and Generate Reports

Project managers review employee timesheets, correct misallocated hours, and examine actual time against the budget. Approved information can then support project reporting, financial analysis, and client invoicing under the agreed billing arrangement.

How to Track Architectural Design Hours by Project Phase

Recording every hour under one project total makes it difficult to identify which design activities consume the most time. Time tracking architects can use a phase-based structure to distinguish concept development, technical documentation, client coordination, and construction-stage work. The traditional AIA basic-services structure includes five phases, although actual project phases and responsibilities depend on the engagement agreement.

1. Schematic Design

Record time spent on initial research, concept sketches, space planning, feasibility studies, and preliminary client presentations. These entries help managers understand how much effort is required to establish the initial design direction.

2. Design Development

Track detailed design work, consultant coordination, material selections, and revisions to approved concepts. The firm can compare actual hours against its design development budget and identify unexpected increases in workload.

3. Construction Documentation

Record hours spent preparing detailed drawings, specifications, technical coordination, and documentation required for construction. Separate major tasks where practical, particularly when different employees or disciplines contribute to the deliverables.

4. Bidding and Procurement

Track the time associated with tender documentation, contractor questions, bid evaluation, and related services included in the agreement. These records help distinguish procurement activities from earlier design work.

5. Construction Administration

Record site visits, contractor coordination, submittal reviews, responses to requests for information, and other agreed construction-stage services. Example: A firm can use separate phase budgets of 100 hours for schematic design and 180 hours for construction documentation. Recording time against each phase makes it possible to compare actual effort with the appropriate budget rather than combining everything into one project total.

Architecture Timesheet Template: A Practical Example

An architecture timesheet should show more than an employee’s daily working hours. It should connect each entry to a client project, architectural phase, task, and billable status. This structure helps managers understand which activities contribute to client work and which hours belong to internal operations.

Sample Architecture Timesheet

Employee	Project	Task / Phase	Hours	Billable
Architect A	Oak Residence	Concept sketches / Schematic	4	Yes
Architect A	Oak Residence	Drawing revisions / Development	3	Review
Architect A	Internal	Team meeting	1	No
Total			8

Illustrative example. Revision hours require review against the client’s agreement before they are classified as billable. A complete timesheet should also include the work date, employee name, project code, hourly rate where appropriate, and approval status. For better reporting, firms can calculate:

• Total hours worked on each project.
• Billable and non-billable hours.
• Hours spent on individual design phases.
• Estimated labor expenses.
• Remaining phase budgets.

Digital timesheets can organize this information and reduce the manual effort of combining individual employee records.

How to Calculate Architectural Project Costs and Fee Budgets

Architecture firms need to understand how recorded hours affect project costs and financial performance. A project may appear to be progressing well while consuming more labor than originally estimated. Comparing actual hours against a planned budget helps identify these differences before the project finishes.

1. Calculate Labor Costs From Tracked Hours

Begin with the following formula: Labor Cost=Hours Worked×Internal Labor Rate The internal rate should reflect the cost measure your firm uses. A basic wage rate and a fully burdened labor rate are not necessarily the same.

Example: Architectural Design Phase Budget

Assume an architecture firm estimates 120 hours for a design phase at an internal labor rate of $75 per hour.  

Budget Metric	Amount
Planned Hours	120 hours
Actual Hours	90 hours
Budgeted Labor Cost	$9,000
Actual Labor Cost	$6,750
Budget Consumed	75%
Remaining Labor Budget	$2,250

This hypothetical example uses one average internal labor rate and excludes other project expenses.

2. Compare Planned and Actual Design Hours

The team has used 90 of its planned 120 hours, meaning 75% of the hours have been consumed. That figure alone does not establish whether the project is on budget. The manager must also evaluate how much work has actually been completed. If only half the deliverables are finished, the phase may require more labor than initially estimated.

3. Identify Phase Budget Overruns

Review time and cost reports regularly to identify phases approaching their limits. Investigate unexpected revisions, coordination delays, additional requirements, or underestimated activities before assuming that employee performance is the cause.

4. Estimate Remaining Project Costs

Use the remaining work, employee availability, and applicable labor rates to estimate the additional effort required. Remember: Internal labor cost, the amount invoiced to the client, and project profit are different figures. A fixed client fee does not automatically increase when employees spend additional hours.

How to Track Client Revisions and Prevent Unbilled Design Work

Additional design requests can increase project costs when they require work beyond the agreed scope. Architecture firms should record these activities separately and determine whether they are included services or potential additional services. The AIA’s guidance on setting architectural fees emphasizes defining the scope and clarifying expected design iterations and additional services with the client.

1. Record Revisions as Separate Tasks

Create identifiable tasks for revision requests instead of combining them with the original design work. For example, record “Kitchen Layout Revision — Client Request 03” separately from the initial schematic design. This allows the project manager to identify the time associated with each request.

2. Distinguish Included Work From Additional Services

Not every revision justifies an additional charge. Review the agreement to determine which design changes are included and which may require additional authorization or compensation.

3. Document Changes Before Billing

Consider a client who requests three new floor-plan alternatives after approving an earlier design. The architect should document the request, estimate the required hours, review the contract, and obtain any required approval before proceeding or charging additional fees. Employees can then track the authorized work under a separate task. This creates clearer records for both project cost management and client communication.

How Architecture Firms Turn Tracked Time Into Client Billing 

Accurate timesheets provide the information architecture firms need to prepare invoices, review project profitability, and document completed work. However, the amount a client pays depends on the agreed billing arrangement, not simply the number of recorded working hours.

1. Hourly Billing Based on Approved Time

Under an hourly arrangement, eligible working hours are multiplied by the applicable client billing rate. For example, 10 approved hours at a rate of $150 per hour produce a billable amount of $1,500, before any other applicable charges. Managers should verify the work and confirm that the entries fall within the agreed scope.

2. Fixed-Fee Projects and Phase-Based Billing

A fixed-fee agreement establishes a price for specified services. Architects should still record their time to understand internal project costs, but client invoices follow the contracted payment terms. For example, a $20,000 design fee might be divided across specified project phases according to the agreement.

3. Milestone Payments and Additional Services

Some agreements establish payments when specific milestones are completed. Record employee hours internally while tracking the deliverables and approvals required for each payment. Additional work should be documented and billed only as permitted by the agreement.

4. Exporting Time Records for Invoicing

Approved timesheets can support invoice preparation through built-in invoicing features, accounting integrations, or downloadable reports. Confirm that your chosen platform supports the billing method required by your firm.

Choosing Software for Different Types of Architecture Firms

A time tracking app for architect firm owners should match the size, project complexity, and administrative requirements of the practice. A freelance architect managing three residential projects may need very different capabilities from a multidisciplinary firm coordinating architecture, structural engineering, and interior design.

1. Solo Architects and Freelance Designers

Independent architects often need simple timers, project organization, billable-hour reports, and affordable subscriptions. A free or entry-level plan may provide the essential functionality without requiring a broader practice management system.

2. Small Architecture Studios

Small studios need to coordinate several employees and client projects. Shared project structures, digital timesheets, employee rates, and project reports help managers organize working hours and understand team capacity.

3. Growing Architectural Practices

Growing firms may require phase budgets, timesheet approvals, resource planning, and financial reports. As the number of active projects increases, connecting recorded hours with project budgets and staffing information becomes more important.

4. Architecture and Engineering Firms

Multidisciplinary practices often need to track architectural, structural, mechanical, and electrical work within shared projects. Detailed project accounting, billing arrangements, departmental reporting, and resource management may become essential. The appropriate software should reflect your firm’s actual requirements. Compare both the functionality you need immediately and the capabilities required as your team and projects expand.

How to Choose the Right Time Tracking App for Your Architecture Firm

Choosing the best time tracking app for architects involves evaluating more than the number of features or the advertised subscription price. An effective system should fit your firm’s design process, support accurate recordkeeping, and provide useful information for managing projects and fees.

1. Match Features to Your Design Workflow

Identify how your team currently records time. Determine whether employees need desktop timers, automatic tracking, manual time entries, or mobile access for site visits. The system should accommodate these activities without requiring unnecessary steps.

2. Check Project and Phase Tracking

Confirm that you can organize projects according to the design phases used in your engagement agreements. Test whether employees can assign time to the correct phase and whether managers can review the resulting reports.

3. Evaluate Billable Rates and Budget Reports

Check whether the platform supports different employee rates, client billing rates, and project budgets. Determine whether reports distinguish internal costs from billable amounts.

4. Compare Pricing, Integrations, and Scalability

Calculate the total subscription cost based on employee numbers and required features. Include paid reporting options, invoicing functions, additional integrations, onboarding, and any minimum subscription requirements.

5. Test the Software With a Real Architecture Project

Run a trial using an existing project with several phases and multiple employees.

Checklist for Evaluating Time Tracking Software for Architects 

Before choosing time tracking software for your architecture firm, test it with a real project and review the following areas:

Evaluation Area	What to Test
Project Setup	Create a client project and organize it into relevant design phases.
Team Assignment	Assign employees, roles, and applicable billing or labor rates.
Time Tracking	Record work using timers, desktop tracking, and manual entries.
Off-Site Work	Test how client meetings, site visits, and other non-desk activities are recorded.
Timesheet Review	Review, edit, and approve time entries before finalizing records.
Budget Monitoring	Compare actual hours with planned hours and phase-level budgets.
Reporting	Generate project, employee, and timesheet reports for management review.
Billing & Export	Test invoice preparation, timesheet exports, or accounting integrations.
Permissions & Privacy	Review user permissions, monitoring settings, and access controls.
Pricing & Integrations	Confirm total subscription costs, required add-ons, and supported integrations.

Final evaluation: The trial should show whether the software fits your firm’s existing workflow, supports accurate project and billing records, and can be adopted without creating unnecessary administrative work.

Common Time Tracking Mistakes Architecture Firms Should Avoid

Even sophisticated software cannot produce accurate reports when employees use inconsistent recording methods. Architecture firms should establish clear procedures for project assignments, timesheet reviews, billable classifications, and employee data handling.

1. Forgetting to Record Short Client Meetings

Brief calls and consultations can be overlooked when employees reconstruct their working hours at the end of the week. Solution: Record these activities when they occur or establish a daily time entry review process.

2. Assigning Hours to the Wrong Design Phase

Incorrect phase assignments can make one stage appear more expensive while another appears to have unused capacity. Solution: Use clear project and phase names and regularly review allocation errors.

3. Mixing Billable and Non-Billable Work

Internal meetings and general administrative work should not automatically be classified as client-billable. Solution: Establish consistent categories and review entries against the agreed scope of services.

4. Ignoring Scope Changes and Design Revisions

Additional client requests may consume substantial time without appearing separately in project records. Solution: Create specific tasks for revision requests and document any required authorization.

5. Reviewing Project Budgets Too Late

Waiting until a project is complete makes it harder to address unexpected increases in labor requirements. Solution: Compare actual hours and costs against phase budgets throughout the project.

6. Using Intrusive Monitoring Without Clear Policies

Some software provides screenshots, application tracking, and employee activity monitoring. Solution: Establish transparent policies, apply appropriate access restrictions, and use only the monitoring necessary for legitimate business purposes. Comply with applicable privacy and employment requirements.

Why Choose AYYES for Architecture Time Tracking?

AYYES offers project-based time tracking, automated and manual time entry, digital timesheets, and reporting features that can support architecture firms managing multiple clients and design phases. Instead of relying entirely on spreadsheets, firms can organize employee hours around projects and tasks, review working time, and connect recorded activity with internal cost analysis. Its architecture solution supports phase-based project organization, billable-hour tracking, timesheet reporting, and labor cost calculations.

1. Track Billable Hours Across Design Phases

AYYES allows architecture firms to create client projects, organize tasks, and record time against individual activities. A project manager can establish tasks for schematic design, design development, and construction documentation, then review employee hours associated with each stage. This provides a clearer view of how working time is distributed across a project.

2. Capture Design Work With Automatic and Manual Tracking

AYYES supports automated desktop tracking, web timers, and manual time entries. Architects can record computer-based work using the desktop application and add time for client meetings or site visits using supported manual entry methods. Teams can use the recording approach that fits their working environment.

3. Manage Digital Timesheets and Billing Rates

AYYES provides detailed and summarized timesheet views. Managers can group records by employee or project, review working hours, and use cost calculations associated with configured rates. Timesheets can also be exported in PDF and Excel formats for further analysis and billing preparation.

4. Review Project Costs and Team Reports

Project managers can use AYYES reports to examine employee hours, project time distribution, and related costs. These reports can help architecture firms compare time spent on different projects and investigate activities that require more resources than expected.

Frequently Asked Questions About Time Tracking for Architects