Architecture Office CRM
In an architecture office the work is not drawn once and finished: every time the municipality comes back a new revision round opens, and which version was approved has to be hunted for in the email archive.
Preliminary, final, construction, permit and supervision are stages of one project record; the architect in charge and the delivery date sit in fields, and every revision keeps its own date.
What we set up, and how
- Run the preliminary design, final design, construction, permit and site supervision stages with the architect in charge and the delivery date; tie the opening of the next stage to a rule during setup
- Track the permit application, missing files and the municipality's responses, and store the version of every revision
- Keep structural, mechanical, electrical and landscape contractors in a pool with their past projects and quality scores
- Track stage-based progress payment deductions, the client payment plan and subcontractor payments from a single place
- Record the approval at stages that need client approval; let who approved what and when leave a trace, and report approval times and the number of revision rounds
| Project Stage Management | Preliminary design, final design, construction drawings, permit and site supervision are stages of the same project record; the architect in charge and the delivery date sit in fields, and the opening of the next stage is defined during setup. |
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| Permit and Municipality Tracking | The permit process is a record attached to the project; the application date, missing files and the municipality's response are kept in its fields, and every revision is stored with its own date. |
| Subcontractor Pool | A contractor is an account record; the discipline and past projects accumulate under the card, and the suitable ones for a new project are filtered by those fields. |
| Progress Payments and Payment Processes | Progress payment lines are attached to the project's stages; client and subcontractor payments are compared on the same project. |
| Room Schedule and Material Selection | The material to be used in each room is a list attached to the project record; the product chosen, its alternative and the client's selection date sit in fields, and rooms awaiting a selection stay open on the list without falling into the construction stage. |
| Contract and Design Approval Tracking | Every stage requiring approval is marked on the record; who approved what and when stays as a trace, and approval time and revision rounds are reported from those traces. |
In an architectural job the source of delay is not the drawing but the waiting time: the client approving the material selection, the municipality coming back on the file, the structural engineer delivering the calculation. Because none of this waiting appears in the office's own calendar, when a project slips, whose turn it was waiting on is argued about after the fact.
Rapitek CRM keeps every wait as a stage on the record; whose turn it is, how long it has been sitting there and which round it is become measurable. Because the progress payment item is also opened from the same record when a stage is completed, the collection plan stays tied to the actual progress of the work rather than being tracked in a separate spreadsheet.
