The verdict in three sentences
For an 18-person architecture practice in New York, custom practice management software typically costs 45,000 to 100,000 USD with a local agency (2026 market estimate), while specialised tools rent for about 40 to 90 USD per user per month. The core issue is project profitability: without time tracking by phase, SD, DD, CD, bidding and CA, the practice finds out too late that a commission has burned 140 % of its fee. A tool that links time spent, phase progress and automatic fee invoices fixes both late billing and margin blindness.
What the tool must track, phase by phase
Standard AIA owner-architect agreements split the fee into phases. The software uses that split to compare budgeted hours with actual time.
| Phase | Indicative share of fee | Hour budget on a 200,000 USD commission (125 USD/h cost) | Watch point |
|---|---|---|---|
| Schematic design (SD) | 15 % | 240 h | Unpaid design iterations |
| Design development (DD) | 20 % | 320 h | Client-requested options |
| Construction documents (CD) | 35 to 40 % | 560 to 640 h | Consultant coordination |
| Permitting with the DOB | 3 to 5 % | 48 to 80 h | Objections and resubmissions |
| Bidding and negotiation | 5 % | 80 h | Bid analysis, value engineering |
| Construction administration (CA) | 15 to 20 % | 240 to 320 h | Site meetings and RFIs that pile up |
| Closeout | 2 to 3 % | 32 to 48 h | Endless punch lists |
The hour budget is calculated as the phase fee divided by the practice's fully loaded hourly cost. When logged time exceeds 80 % of the budget while the phase is only 50 % complete, the tool alerts the project architect.
Custom or specialised software: the comparison
| Option | Upfront cost | Recurring cost (18 users) | 5-year cost (estimate) | Main limitation |
|---|---|---|---|---|
| Entry-level specialised tool | 1,000 to 3,000 USD setup | 18 x 40 USD = 720 USD a month | about 44,000 to 46,000 USD | Little customisation |
| Full specialised tool | 3,000 to 8,000 USD | 18 x 90 USD = 1,620 USD a month | about 100,000 to 105,000 USD | Cost grows with every hire |
| Custom build, New York agency | 45,000 to 100,000 USD | 600 to 1,200 USD a month | 81,000 to 172,000 USD | Rates of 150 to 225 USD per hour |
| Kolonell application (medium complexity) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | maintenance 75,000 FCFA (110 EUR) a month | about 12,700 to 17,270 EUR | Remote team, video workshops |
| Spreadsheets and timesheets | 0 | partners' time | 0 excluding time | Margins known at project end |
Vendor and agency prices are 2026 market estimates to confirm through an RFP. Custom software makes sense when the practice wants its own KPIs, integration with its accounting and no per-seat cost.
A 10 to 14 week timeline
| Software project phase | Duration | Deliverable |
|---|---|---|
| Workshops with partners and admin | 1 to 2 weeks | Phase grid, hourly rates, fee rules |
| Mock-ups | 2 weeks | Time, project and billing screens approved |
| Time and project build | 3 to 4 weeks | Time entry by phase, budgets |
| Fee invoices and accounting export | 2 to 3 weeks | Automatic progress invoices |
| Migration of live projects and training | 2 to 3 weeks | 25 to 40 active projects imported |
Mini case study
Daniel, managing principal of an 18-person practice in New York (illustrative scenario), bills 3,000,000 USD in fees a year. His fee invoices go out on average 45 days after each phase is reached, and he estimates that 6 % of hours are never billed as additional services.
- Recovering half of the unbilled hours: 3,000,000 x 3 % = 90,000 USD a year.
- Billing 30 days earlier on 3,000,000 USD: about 247,000 USD of cash freed up once.
- Investment: a Kolonell application at 6,000,000 FCFA (9,150 EUR, about 9,900 USD) plus 1,320 EUR (about 1,430 USD) of annual maintenance.
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The software pays back in under 2 months on recovered hours alone. The most lasting gain is the ability to decline or renegotiate a commission as soon as its true cost is known.
FAQ
Does the software handle change orders and additional services?
Yes, each amendment creates a separate fee line with its own hour budget. Additional services often represent 5 to 10 % of a practice's fees.
Can it connect to our accounting?
Yes, through journal exports to QuickBooks or other common accounting software. Sales tax rules and net 30 payment terms are configured.
Will architects really log their time?
Entry takes under 2 minutes a day when prefilled with the week's projects. An automatic Friday reminder pushes completion above 90 %.
Can we track public and private work separately?
Yes, each project carries its contract type, client and fee basis, fixed fee, hourly or percentage of construction cost.
What maintenance should we plan?
At Kolonell, 75,000 FCFA (110 EUR) a month for the Standard level, suited to 18 users. The Premium level, at 120,000 FCFA (180 EUR), adds faster response times.
To learn about our method, see our custom web applications page.
Let's scope your project. Send us your team structure, commission types and current tool: we will price your practice management software between 4,000,000 and 7,000,000 FCFA (6,100 to 10,670 EUR), delivered 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.
