The verdict in three sentences
An 18-person architecture firm that bills fixed fees without tracking hours by phase discovers unprofitable projects too late, often at final billing. Custom software for time tracking by phase (schematic design, design development, construction documents, bidding, construction administration), fee billing by percent complete and project margin costs USD 50,000 to 120,000 in New York, for 10 to 14 weeks of development. Overrun alerts alone usually recover 5 to 10 margin points in the first year.
Tracking time and fees by phase
The owner-architect agreement sets a fee, often a percentage of construction cost, split across phases. The risk lies in the gap between that fee budget and the time actually spent: a concept redone three times or a construction phase that drags on eats the margin without anyone noticing.
| Phase | Indicative share of fee | Hour budget (USD 12M project, 8% fee) | Common observed overrun |
|---|---|---|---|
| Pre-design and concept | 5 to 10% | 300 to 600 h | Client-requested options: +40% |
| Schematic design (SD) | 10 to 15% | 600 to 900 h | Program changes: +25% |
| Design development (DD) | 15 to 20% | 900 to 1,200 h | Consultant coordination: +20% |
| Permits and DOB filings | 5% | 300 h | Objections and resubmittals: +30% |
| Construction documents and bidding | 20 to 25% | 1,200 to 1,500 h | Reissued drawings: +15% |
| Construction administration (CA) | 25 to 30% | 1,500 to 1,800 h | Construction delays: +50% |
| Closeout | 5% | 300 h | Punch list: +20% |
The software matches each staff member's timesheet against that budget, phase by phase. As soon as 80% of a phase's hours are used at 60% completion, the partner gets an alert and can negotiate an additional services agreement before it is too late. Billing follows validated progress, which also speeds up collections from public and private owners.
Price and scope of custom software in New York
| Module | Function | Indicative 2026 price |
|---|---|---|
| Project record and phases | Construction cost, fee rate, split by phase | USD 7,000 to 13,000 |
| Timesheets | Weekly web and mobile entry by project and phase | USD 8,000 to 18,000 |
| Billing by percent complete | Fee invoices, AIA-style billing, reminders | USD 10,000 to 25,000 |
| Overrun alerts | Thresholds per phase, partner notifications | USD 5,000 to 11,000 |
| Project margin | Loaded hourly cost, consultants, expenses, actual margin | USD 8,000 to 20,000 |
| Partner dashboard | Team workload, collections, projects at risk | USD 6,000 to 15,000 |
| Document management (option) | Drawings, versions, consultant exchanges | USD 6,000 to 18,000 |
A first release (projects, time, alerts) starts around USD 50,000 in 10 weeks; the full version with billing, margin and dashboard reaches USD 90,000 to 120,000. Add USD 800 to 2,000 a month for hosting and maintenance. The software exports to QuickBooks or your accounting system and can sync with existing tools your team already uses.
Mini case study
Daniel, principal of an 18-person architecture firm in New York, earns USD 4.2 million of fees a year across about twenty projects. He estimates margin at 15%, but nobody knows which projects carry it. With software at USD 85,000 and USD 1,500 a month of maintenance, he identifies four overrunning projects in the first quarter and negotiates additional services worth USD 180,000. Alerts then cut unbilled hours by 6%, about USD 140,000 of capacity redeployed over the year. First-year gain: USD 320,000 against USD 103,000 of costs. The project pays back in under 5 months and actual margin climbs toward 20%.
FAQ
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
How much does project management software for architects in New York cost?
Expect USD 50,000 to 120,000 depending on modules, plus USD 800 to 2,000 a month to run. A first release covering projects, time and alerts starts around USD 50,000.
Why not use generic project management software?
Generic tools do not know architectural phases or billing by percent complete. Adapting them often costs USD 15,000 to 30,000 of configuration for a partial result.
Will architects actually fill in timesheets?
Yes, if entry takes under 5 minutes a week on mobile and an automatic reminder goes out on Friday. Well-equipped firms reach 95% timesheet completion by the second month.
Does the software handle public sector work?
Yes, it handles fee applications, retainage and payment terms specific to public owners such as city agencies. Tracking collections cuts days sales outstanding by 15 to 25 days on average.
How long does the project take?
Between 10 and 14 weeks, including 2 weeks of scoping with the partners to set phases, rates and hourly costs. Rollout takes one day of training for 18 people.
Let's scope your project. We scope your project management software (phases, timesheets, fee billing by percent complete, project margin) with an indicative budget of USD 50,000 to 120,000 and delivery in 10 to 14 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
