The verdict in three sentences
A practice that does not link time spent to each design phase cannot tell which projects make money, and usually finds out at year end. Off-the-shelf practice management tools handle timesheets and invoicing, but impose their own phase structure and reports. For a firm above 15 people with a mix of public and private work, a custom tool built around profitability by phase and progress billing pays back quickly.
Why profitability slips away
In Ontario, fees for full services typically run 8 to 12 % of construction cost (2026 order of magnitude, CAD; roughly the same percentage in USD terms), depending on building type and the scope set out in the OAA client agreement. Fees are split across phases: schematic design, design development, construction documents, bidding and negotiation, and construction contract administration. Overruns cluster in redone concepts, construction documents revised after client cost reviews, and sites that drag on during contract administration.
| Phase | Indicative share of fees | Common overrun risk |
|---|---|---|
| Schematic design | 12 to 15 % | Options requested without a fee change |
| Design development | 15 to 20 % | Rework after cost estimates |
| Construction documents | 35 to 40 % | Consultant coordination |
| Bidding and negotiation | 3 to 5 % | Retendering when bids come in high |
| Shop drawings review | 5 to 8 % | Back-and-forth with trades |
| Contract administration | 18 to 25 % | Construction running months late |
| Close-out | 2 to 4 % | Deficiency lists that linger |
Without weekly time entry by phase, the principal sees the overrun only once the phase is done, too late to negotiate an additional service.
Vendor software or custom build: 2026 orders of magnitude
Architecture practice management platforms generally cost 40 to 80 CAD per user per month (about 30 to 60 USD). For 22 people, that is 10,560 to 21,120 CAD a year.
| Criterion | Vendor practice software | Custom tool by Kolonell |
|---|---|---|
| Cost | 40 to 80 CAD per user per month | One-off build, then monthly maintenance |
| Phases and services | Standard templates | Your services: OAA phases, private, competitions, advisory |
| Time entry | Generic form | 2 minutes a day, prefilled by project |
| Profitability | Standard reports | Time budget per phase, alerts at 80 % consumed |
| Billing | Invoices and progress claims | Progress billing, additional services, sub-consultants |
| Data | Held by vendor | Owned by the practice |
| Go-live | 2 to 6 weeks | 10 to 14 weeks |
Kolonell prices custom applications in FCFA and EUR: 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) for a simple build, 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) for a mid-sized one, and 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) for a complete platform with resource planning, sub-consultant management and a partner dashboard. Maintenance runs at 53, 114 or 183 EUR per month. Connectors to your accounting software are priced in the quote.
The metrics that change decisions
Three metrics usually suffice: time budget burn per phase, effective hourly rate per project (fees collected divided by hours spent) and work left to bill. With an alert at 80 % of a phase budget, the principal can raise an additional service before the extra work is done. Project-by-project resource planning also helps decide whether to enter a competition.
Mini case study
Daniel, managing principal of a 22-person practice in Toronto's Liberty Village, bills 3,600,000 CAD in fees a year. His average loaded hourly cost is 85 CAD. On a 9,000,000 CAD school project at a 10 % fee, 900,000 CAD, the team spent 11,500 hours against 9,000 budgeted: 2,500 hours over, or 212,500 CAD of lost margin.
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If the tool lets the firm trigger additional services or rein in design work on just a third of that overrun, it recovers about 70,800 CAD on this one project. Against a vendor subscription at 60 CAD per user (15,840 CAD a year), a custom build of 6,100 to 10,670 EUR plus 114 EUR monthly maintenance pays back within months.
FAQ
Will architects actually log their time?
Yes, if entry takes under 2 minutes a day and is used to negotiate additional services. Firms that share the profitability dashboard with staff reach over 90 % weekly completion.
Can it handle work outside standard phases?
Each service type has its own breakdown: private clients, competitions, advisory, feasibility studies. Time budgets and billing follow that breakdown.
Does it manage sub-consultants?
Fees for each sub-consultant (structural, mechanical, electrical, cost consultant) are split by phase. Progress claims and holdbacks under Ontario's Construction Act are tracked per project.
How long does the project take?
Plan 10 to 14 weeks, including 2 weeks of scoping with principals. Time entry and the profitability dashboard are usable from week 6.
Can we import past projects?
Time and invoices from the last 2 to 3 years can be imported from spreadsheets or your current tool. That gives benchmark ratios to price future competitions.
Let's scope your project. Time tracking, phases, fees and profitability by project: we define the priority modules with your principals and a 10 to 14 week plan. 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.
