The verdict in three sentences
An 18-person architecture studio that does not track time spent per phase finds out too late that one project in three consumed more fees than it earned. Specialised software costs 30 to 80 EUR per user per month, a custom tool 25,000 to 60,000 EUR excl. VAT as a 2026 order of magnitude. The point is to compare the hour budget per phase with actuals every week, before the detailed design or the construction phase drifts.
Where an architecture studio loses margin
Fees for a design and supervision assignment are set as a lump sum, often a percentage of construction cost, and split by phase according to the mission elements from France's MOP law, now part of the Public Procurement Code. The problem: the studio sells a lump sum per phase, but nobody turns that lump sum into an hour budget for the team.
Typical overruns concentrate on a few phases: sketches multiplied at the client's request, detailed design reworked after a budget decision, underestimated review of construction drawings, a site that runs three months late. Industry feedback puts the share of time never rebilled at 10 to 20%, for lack of a change order requested in time.
| Phase (mission elements) | Indicative share of fees | Hour budget on 120,000 EUR of fees at 75 EUR/h | Common overrun observed (order of magnitude) |
|---|---|---|---|
| ESQ, sketch design | 5 to 7% | 80 to 112 h | +30 to 60% if options are not framed |
| APS, preliminary design | 8 to 10% | 128 to 160 h | +15 to 25% |
| APD, detailed design | 12 to 15% | 192 to 240 h | +20 to 40% after budget decisions |
| PRO, technical design | 15 to 20% | 240 to 320 h | +10 to 20% |
| ACT, tender assistance | 5 to 7% | 80 to 112 h | +10 to 30% if the tender fails |
| VISA, review of construction drawings | 5 to 8% | 80 to 128 h | +20 to 40% |
| DET, construction supervision | 25 to 30% | 400 to 480 h | +15 to 50% if the site runs late |
| AOR, handover assistance | 3 to 5% | 48 to 80 h | +20 to 50% if snag lists are long |
Specialised software or custom tool
Architecture practice management software covers timesheets, phase billing and profitability tracking. It suits most studios. Custom development is justified when the studio mixes several disciplines (architecture, urban planning, project management assistance, interior design), works in joint ventures with engineering firms or wants tight links between its BIM tools, accounting and CRM.
| Criterion | Specialised market software | Custom tool |
|---|---|---|
| Cost for 18 users | 30 to 80 EUR per user per month, i.e. 6,480 to 17,280 EUR a year | 25,000 to 60,000 EUR excl. VAT, then 300 to 900 EUR per month maintenance |
| 5-year cost | 32,400 to 86,400 EUR | 43,000 to 114,000 EUR |
| Timesheets per phase | Yes, standard model | Yes, adapted to your missions and partners |
| Hour budget per phase and alerts | Often | Native, alerts at 70% and 90% of budget |
| Phase billing and change orders | Yes | Yes, with tracking of change orders to request |
| Fee split in joint ventures | Limited | Full, by lead firm and partner |
| Accounting and CRM integrations | Standard connectors | Custom via API |
| Time to go live | 2 to 6 weeks | 3 to 6 months |
For an 18-person studio with a standard practice, specialised software is often the best value for cost and timeline. Custom takes the lead above 25 to 30 people or with frequent joint ventures.
The indicators to review every week
Three indicators are enough. The hour budget burn rate per phase, compared with actual progress. The realised hourly rate per project, meaning fees billed divided by hours spent, compared with the studio's target rate (often 70 to 90 EUR). Finally the billable time ratio per employee, usually 65 to 80% for production staff.
Timesheet discipline matters more than the tool: a weekly entry, 10 minutes on Friday, produces usable data. A monthly entry from memory is almost worthless.
Mini case study
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Illustrative scenario: Claire, managing architect of an 18-person studio in Lille, earns 1,600,000 EUR excl. VAT of fees a year across 30 projects. The year-end review shows that 9 projects lost money and that about 14% of hours produced were never billed, nearly 3,600 hours.
She adopts a tracking tool at 55 EUR per user per month, 11,880 EUR a year. By recovering a third of those hours through timely change orders and better-framed sketches, 1,200 hours at 75 EUR, she gains 90,000 EUR a year. The tool pays for itself in under two months. With a custom tool at 45,000 EUR excl. VAT, payback would still be under 7 months.
FAQ
What target hourly rate for an architecture studio in 2026?
As an order of magnitude, a realised average hourly rate of 70 to 90 EUR for a 10 to 30 person studio outside Paris, higher in Paris. Below 60 EUR, most studios no longer cover their fixed costs.
How should fees be split across MOP phases?
There is no mandatory official scale, the split is negotiated in the contract. Common practice gives 25 to 30% to construction supervision and 12 to 15% to detailed design for a standard building assignment.
Will architects agree to fill in timesheets?
Resistance is common at first. Limiting entry to 10 minutes a week, on predefined phases and from a phone, brings complete entry above 90% within 2 to 3 months.
How long does a custom tool take to set up?
Allow 3 to 6 months, including 4 to 6 weeks of scoping on your typical missions and billing rules. A first version with timesheets and phase budgets can be used after 8 to 10 weeks.
Can the tool connect to accounting?
Yes, phase invoices can be exported to your accounting software. Budget 3,000 to 8,000 EUR excl. VAT for an API integration depending on the software used.
Let's scope your project. Share your headcount, mission types and current tools: we will price time tracking, profitability per phase and the timeline. 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.
