Based in San Francisco, William Duff Architects creates architectural solutions for modern lifestyles and workplaces. WDA is committed to creating innovative architecture that is responsible, sustainable and passionately delivered through great project management. Since 1998, they have specialized in retail, residential and commercial projects throughout California and the western U.S.
Challenges
• Project managers were unable to get an up-to-date view on project’s status and cost. It became too much of a hassle to search for relevant project information using their old system. By the time they reviewed it, the information was already outdated, which caused project managers to ineffectively manage resource and staff availability. WDA needed a better time tracking program that would allow project managers to easily track project’s status and cost in real-time, so that they could efficiently utilize billable staff.
• Billing clients was a long, strenuous process. Before using ArchiOffice, WDA used Excel to create timesheets and invoices. They manually totaled billable time into a summary spreadsheet before transferring the data to an invoice. Data was typically entered three different times, which caused many errors on invoices. Focused attention and multiple reviews were required to correct these errors. “Generating the final invoices took forever, sometimes an entire day to create and transmit”, said Wendy Norwood, Office Manager/Marketing Coordinator. WDA needed a better invoicing program that could meet their business needs.
Customer: William Duff Architects, Inc.
Industry: Architecture
Location: San Francisco
Challenges:
• Project managers were unable to track real-time project costs against a baseline budget.
• Billing process was time consuming and inefficient.
• Administrative billable time was overextended.
Solution: ArchiOffice – Office and Project Management Software
Benefits & Results:
• Project managers use real-time tracking tools to be more productive.
• Invoicing process is fast and reliable.
• Administrative work is more streamlined.
• Administrative staff spent too much time on correcting errors. WDA’s administrative staff had to pay extra careful attention when reviewing and correcting errors on spreadsheets. Their billable time was often overextended in order to ensure accurate invoices and less billing disputes. They needed a simple and reliable billing process that didn’t involve a painful data entry method.
Solution
After evaluating other software options, William Duff Architects chose ArchiOffice as their best solution for their business needs. “We like that ArchiOffice is affordable, includes budgeting, contacts, and file management capabilities, in addition to time tracking and invoicing features. We are able to maintain all of our information in a single database management system that is specifically tailored to the architecture profession”, said William Duff, Principal and Founder. “We also felt comfortable with our choice because we knew other architecture firms that were using ArchiOffice and were happy with the results.”
Benefits & Results
• Project managers instantly know which projects are over budget or understaffed. Project managers no longer have to waste time gathering irrelevant and outdated information for resource and staff allocation purposes. By using ArchiOffice, WDA project managers are able to track real-time costs against a baseline budget on every project. PMs now have a better insight into their project’s status, staffing needs, and cost to completion. Overall, real-time tracking tools found in ArchiOffice empowers PMs with the information they need to make smart decisions.
• Billing clients has never been easier. ArchiOffice has reduced the effort it takes to bill clients on time. For instance, project managers are able to review employees’ timecard entries in real-time. Data from timecards are automatically included in their invoices, allowing administrative personnel to create accurate invoices and minimize billing disputes. With the help of ArchiOffice, WDA is utilizing a more efficient invoicing system to improve their cash flow.
• Administrative staff has more time to work on other projects. Since using ArchiOffice, WDA has drastically reduced administrative overhead costs. “We have saved an estimated 8 hours of Principal level time and 16 hours of administrative billable time per month or about $3,160 per month, which is nearly $40,000 per year”, said William Duff. WDA administrative staff can now focus their attention on other management projects besides reporting and invoicing.
Conclusion
William Duff Architects has seen immediate benefits to their business since the implementation of ArchiOffice. Within a couple of months, they increased billable staff utilization and reduced accounts receivable workload. Thanks to a full suite of business intelligence tools specifically designed for the architecture market, WDA has experienced a solid return on their software investment and an increase in revenue. As their business continues to thrive, WDA managers and employees are more focused and productive than ever before.
About BQE Software
BQE Software is a world leader in time tracking, billing, and project management software for professional services firms. Its products, including BillQuick®, ArchiOffice®, and EngineerOffice®, simplify the way information is entered and utilized by firms. With over 300,000 users, BQE is the trusted solution worldwide for architects, engineers, accountants, attorneys, IT consultants and business consultants. The company is headquartered in Torrance, California with offices in Australia and Europe.
Related Stories
Sponsored | | Aug 8, 2014
Setting guidelines for construction PDF documents across the AEC industry
Sasha Reed interviews two members of the coalition responsible for creating new Guidelines for Construction PDF Documents. SPONSORED CONTENT
| Aug 4, 2014
BIM Giants: Firms enhance BIM/VDC with advanced collaboration tools [2014 Giants 300 Report]
Cloud-based data sharing, rapid iterative design, and cross-discipline collaboration are among the emerging trends in the BIM/VDC field, according to BD+C's 2014 Giants 300 Report.
| Aug 4, 2014
7 habits of highly effective digital enterprises
Transforming your firm into a “digital business” is particularly challenging because digital touches every function while also demanding the rapid development of new skills and investments. SPONSORED CONTENT
| Aug 4, 2014
What AEC executives can do to position their firms for success
Most AEC leadership teams are fastidious about tracking their hit rate–the number of proposals submitted minus the number of proposals won. Here are three alternatives for increasing that percentage. SPONSORED CONTENT
Sponsored | | Jul 30, 2014
How one small architecture firm improved cash flow using ArchiOffice
Foreman Seeley Fountain Architecture not only managed to survive the Great Recession, it has positioned itself to thrive in the economy’s recovery.
| Jul 16, 2014
Learning design fundamentals in the digital age – How to balance learning and technology
My colleague and I were once asked an insightful question by a Civil Engineering Professor that sparked an interesting conversation. He’d been told about our software by some of his students who had used it during their summer internship. SPONSORED CONTENT
| Jul 11, 2014
Are these LEGO-like blocks the future of construction?
Kite Bricks proposes a more efficient way of building with its newly developed Smart Bricks system.
| Jul 1, 2014
Hyper-speed rendering: How Gensler turns BIM models into beauty shots in seconds
In search of a fast rendering solution, Gensler looked to the gaming and moviemaking industries for the next breakthrough tool: Octane Render.
| Jul 1, 2014
Sochi's 'kinetic façade' may steal the show at the Winter Olympics
The temporary pavilion for Russian telecom operator MegaFon will be wrapped with a massive digital "pin screen" that will morph into the shape of any face.
| Jul 1, 2014
7 ways to cut waste in BIM implementation
Process mapping, split models, and streamlined coordination meetings are among the timesaving techniques AEC firms are employing to improve BIM/VDC workflows.
