of Project

Management
to for Architects.
End-to-end job management software loved by 1000+ architects

Tools for Tools for Tools for Tools for

Practice Manager Account Manager/ Finance/Operations Business Owner
Designers Manager
L ead Manager (CRM) Timesheets Purchase Orders Job Costing
Custom Branded Project Invoicing Financial Reporting
Quotes Management Xero Accounting Client/Project
Staff Scheduling Integration Profitability Reporting
Client login Custom Report Builder

Attend a free webinar Why WorkflowMax?

A new client walks
into your office.
You sit down with them and they describe their
vision for their new home. It’s bold, complex, full
of organic shapes and dynamic spaces – all the
architectural buzzwords that set your soul alight.

It has a turret … and a poolside bar ... and a light-

up disco floor. It’s a house so amazing it would
have Frank Lloyd Wright shaking in his boots.

You sign them up immediately, and

leave the office dancing.
And then reality sets in.
This is a huge, complex project: The engineering calculations for the
turret are rather complex and, since you don’t have any medieval
castle builders on staff, you’re going to need to hire in a contractor.
Where do you even find a contractor to design a medieval turret?

The local council is making a fuss about the poolside bar. Apparently,
the length of the bar means it’s no longer considered a residential
entertainment area, and your clients are going to need a liquor license.

The neighbours are complaining about the plans for the light-up disco floor.

The clients are demanding and they expect perfection. Is your team
up to the task? Is your project management system up to the task?
Tools of the trade
When an architecture firm first begins, project
management is easy, and you develop ad hoc methods
for dealing with timesheets and job costing.

Perhaps you use spreadsheets to track time and costs …

… or you have some paper forms you’ve created for this purpose
... or maybe you try to memorise everything you need.

But as your practice grows and the jobs grow in number and
complexity, these systems start to become stretched.

So, what’s your next step?

 Perhaps it’s time you
investigated the cloud.
What is the Cloud?
When we talk about “The Cloud”, we’re not referring to a mass of condensed water
vapour floating in the atmosphere. Oh no.

“The Cloud” is just a fun way of referring to “the internet”. In the early days,
programmers would create diagrams and flowcharts showing the internet as a cloud
floating through space, accepting connections and showering the world with information.

When your business works “in the cloud”, it means you’re logged in to an online
program. All your files, all your work, as well as the software program itself, are
stored online, instead of on your computer’s hard drive.

Instead of paying a one-off fee for a software license that can be used on only
one computer, most cloud software is charged on a recurring monthly basis. Many
businesses will be able to meet all their computing needs with cloud software from as
little as $100 per month. This type of software is called SaaS – Software as a Service.
Working in the cloud has several
advantages. These include:
• Always working on the latest version of the software.
• Ability to login from any computer and get to work – no more license issues.
• Computer crashed? Lost something?
You’ve got immediate access to automatic backups.
• Information can be moved between different cloud programs to eliminate
admin time.
Why is the cloud ideal for
architecture firms?
Capture all the costs:If you’re tracking costs in
the cloud, it’s so easy to enter and automate your
data entry. You can capture every cost – from
that extra box of nails to printing the final proofs.
Everything is on one, easy-to-use system.
Schedule and keep track of staff:Your team
can place their name next to a job, and you
can see exactly what each team member
has on their plate, when everything is due,
and how far along the process they are.
Keep it all together:You can store everything
relating to a job on the cloud – notes, images,
documents, contracts, plans, emails … if you need
to look anything up, it’s right there in one system,
not buried under paperwork on someone’s desk.
Improve your cashflow:All the costs associated
with a project can be accurately recorded, and
you can see exactly where all your money is going.
With the system alerting you when invoices aren’t
paid, you’ll never forget a payment again.
 Eliminating admin tasks:Press a button, and all the
data from one stage of the project moves to the next,
right through to sending the invoice. Tasks that once
took hours can be completed in minutes, leaving you
with more time to grow the business.
Scalability as the practice grows:On the cloud it’s
just as easy to manage multiple, complex projects as
it is to manage one single project. The software grows
as you grow, so it can stay with you through through
the years.
Gain visibility in your business:Want to know which
type of work brings in the most profit? Have you lost
money on that particular job? Which clients haven’t
paid their invoices? With a cloud-system, you can
quickly and simply run reports on the data you put
into the system. – so you get an immediate snapshot
of how you’re doing.
Professional look to clients:Clients can be given
login details to check the status of projects online,
collaborate and approve work, and can even pay
invoices online. This looks way more impressive than
constantly shuffling different bits of paper around.
Stay connected: No matter where you are in the
world, you can log in to approve projects, check up
on your team, and stay in the loop. With a cloud-
based system, you’re always working on the most up-
to-date version of the software.
Disaster recovery: What if your premises are
destroyed in a fire or a horde of flesh-eating zombies
chew through your back-up server? If your business
is on the cloud, you can log in from anywhere in the
world and still manage your projects.
I’m sold! I want to
manage my projects
in the cloud. Now what?
Good question! One of the major issues with finding the right cloud software for your
architecture firm is that you don’t actually know what’s out there. With so many different
products on the market, it can feel overwhelming. If you don’t know exactly what cloud
software can do, how do you know you’re looking for the right thing?

Turn the page for a complete A-Z of cloud software for architects. You’ll find out exactly
what cloud software can accomplish and why it’s perfect for your business:

Ready? Set … GO!

 of Project
Management
to for Architects.
Automation
Instead of entering the same information time
and time again as a project goes through
different stages, just click a button and
all the job info moves from lead manager
to a quote to a job to an invoice.
Billing
Sick of being paid late? Tired of taking weeks
to notice unpaid invoices? With an automated,
online system, you’ll be paid faster and you’ll
be able to quickly see who is behind.
Client login
Give your client a login to your project
management system. Now, they can view
all the details of their job, collaborate
with your staff, and sign off stages of the
project. With custom permissions, you can
ensure your client only sees his own project
and all your files remain confidential.
This is a simple way to offer superior service
and set yourself apart from your competitors.
Document management
Store documents against a job – images,
contracts, drawings, 3D projections and
more – and keep everything in one place.
And, you can even improve the functionality of
your documents through add-on applications.
For example, WorkflowMax integrates with
popular document storage platforms such
as Box, DropBox and Google Drive. You
can utilise the functionality of these great
platforms all from within the project itself.
Effortless integrations
Those clever techy people can write cloud
software that talks to other cloud software.
After all, everyone is friends on the cloud.
This means that your cloud project management
system can talk to other programs you might want
to use. With a click of a button you can send data
from one program to another – no more copying
out the same information over and over again!
If you have a process in your business, chances
are there is a cloud solution that will work
together with your other cloud-based software
to create a seamless, all-in-one system. With the
cloud, integration is easy – there’s no complex
IT implementation process. Just click and go.
Fields
What kind of cloud-based programs might Clouds, fields … you must think we’re
your architectural firm want to use? all mad for the outdoors.
Accounting software, like Xero or Quickbooks. With custom fields, you can add information
against jobs, clients and leads, and then
CRM software, like Salesforce.
group this information however you want.
Payroll software, like iPayroll or SmartPayroll.
For example, you can record clients on credit,
Staff Scheduling software, like WFM Plan – a or store important birthdays, or keep lists of
custom-build integration for WorkflowMax. contacts based on favourite football teams.
Expense-tracking software, like Receipt Bank.
Time-tracking software, like Actual, enabling
you to log time without signing in.
Document management software,
like Box and DropBox.
Golf
With all the admin time you’re saving, you
can get out on the green a lot more!
Cymon Allfrey Architects saved 60
hours of admin time every month when
they switched to WorkflowMax.
Held accountable
With accurate cost and time tracking at the
tips of their fingers, your team plan their
schedules, track costs on a job, and see how
much time they have remaining on a task.
In the cloud, everyone is able to be
accountable for a job well done.
Invoicing
Invoicing is one of the biggest advantages of a
cloud-based system. With a few clicks, you can
transfer project data into an invoice, then send
it out in an email and get paid in minutes.
You can customise your invoices however you
like, and the system will even keep track of
which invoices have been paid, so you can
quickly chase up those tardy payments.
Once you start invoicing online,
you won’t go back.
Jenga
Part of the difficulty of large projects is juggling
all the details. It’s like a big game of Jenga
– as soon as you start shuffling the pieces
around, the tower gets precarious. If you aren’t
careful, it can all come tumbling down!
With your project management on the cloud,
each part of the job can talk to the others. As
the project administrator, from one screen
you can see all the different elements of
a job, or all the jobs being undertaken by
your team. You can stay on top of all the
details and prevent the tower from falling!
Kaput
Oh, no! You spilled soda in your laptop! Where
you should see blueprints and invoices, you
now see only the blue screen of death.
Not to worry, if you’re in the cloud, you can log
in on a new computer. All your files are there,
just as you left them, ready to pick up where
you left off.
Lead management
How do you manage leads and prospects in
your practice? Do you have post-its scattered
over the walls, or an Excel spreadsheet
you’re constantly forgetting to update?
How many opportunities have you missed
because you forgot to follow them up?
With a cloud-based project management system,
you can track your leads, proposals and sales
pipeline from one place. Then, when you win
a lead, simply click a button and it becomes
a job you can track time and costs against.
If you choose WorkflowMax for your project
management and you already use a popular
CRM software like Salesforce, you can integrate
this for a completely streamlined experience.
Mobile
Got some of your team out on site?
With the cloud, they can take their
project management tools wherever
there’s a signal available.
WorkflowMax offers a simple, streamlined
mobile site where team members can
log their time and find contact details
while out on the road – perfect for a
busy architect firm where site-based
project management plays a big role.
No more paper Octopus
Being eco-friendly is a big deal these What does an Octopus and WorkflowMax have in
days. Being a tree-hugger is cool, even common?
if you might get a few splinters.
They both have many different arms, each capable
At your architecture practice, you love of performing a separate task, but all connected
to preach the green message. That’s why via an intelligent hub, and all capable of moving a
you’re designing roofs with solar panels project … or an octopus … forward.
and creating houses with passive heating.
A great way to practice what you preach at
your firm is to run a paperless office. Save
some trees and do all your admin online.
Purchase orders Quoting
Quote for: The Client
Yes, a project management system Your clients like to have an accurate Date: 9 December 2013
Ordered by:
can even handle your purchase orders. idea of what a project will cost. Quote No.:
Johnny Davidson
Q1419
You can even integrate this with your Unfortunately for you, working out all
company’s accounting package and have the costs associated with a job can
the data automatically push through. take hours … but does it have to? S E R V IC E
Specifications an
AMOUNT
Have a look at how WorkflowMax Keep your prospects happy with fast and d scope of work
500.00
Printing costs
and Xero work together to make easy quoting software. Use a template to Council documen 200.00
tation
purchase orders a breeze. add your logo and branding, and drop in Whisky 5575.00
225.00
different tasks and times – the software
will calculate the totals for you.
Subtotal 6,500.00
Using your project management software GST 975.00
you can even see the margin you’ll make Total 7,475.00
on a job, so you can adjust your price to
take advantage of a value pricing strategy.
Reporting
Get the down low on what’s going on in the
business with reporting. You can slice and
dice your data however you want to gain
insight into how your practice is performing.
Just think of what you can achieve with this
kind of information at your fingertips. It’s a
little like being a CIA agent – you can know
everything there is to know about your practice.
Because you’re doing all your project
management on one online system, you are able
to draw from all your data to find out exactly
what you need to help you grow your business.
Your project management software
can pull up data on:
Your most profitable clients or employees.
The services to make you the most money.
Estimated hours on a project
against the actual time it took.
Work-in-progress billing, invoices paid
by month, or outstanding invoices.
The amount of time written off
for a particular clients.
Completely custom reports using
your own choice of data.
Safe & secure
One of the biggest reasons people fear the cloud The truth is, any cloud company wanting to
is because they worry about the security of attract customers is going to need to invest
their data. heavily in ensuring that data remains safe. It’s
more likely your building will burn down than your
We hear about Facebook accounts getting
data will be hacked.
hacked, email going down, the FBI having files
stolen, and we assume the internet isn’t safe. Here at WorkflowMax, we place the security of
your data as our top priority. All your data is
Yet, how often do you turn the page in the
hosted at a tier-one facility called Rackspace, in
newspaper to see another natural disaster
the USA. They provide exemplary support and
destroying hundreds of homes and businesses?
performance, and have never had a failure. Our
How often do fires or construction accidents
servers and firewall are monitored 24/7/365, and
render offices unusable? How often do computer
that security system includes multiple power
servers go down for no apparent reason, taking
and internet redundancies. Even during a zombie
your data with them … forever?
apocalypse, this thing ain’t going down.
Timesheets Uncaptured costs
Architects hate timesheets, the way Hobbits hate Are you collecting every single receipt associated
adventures – “Nasty, disturbing uncomfortable with a job? Are you charging for every single
things that make you late for dinner!” page of printing, and for every gas bill out to the
client’s site?
Not anymore. With several different ways to
track and enter time, employees will have no Probably not. I wouldn’t.
trouble filling in their timesheets online. Using
When you’re on the cloud, keeping all the costs
time tracking features you can see who has been
together is simple. A running total allows you
working on which job and how long they took.
to see where a job is in danger of going over the
With all timesheet data stored you can use it to
quoted price, so you can go back to the client
run reports, so you can create more accurate
before it’s too late.
quotes – never undercharge for a job again.
Plus, you can instantly see where you are making
In WorkflowMax, you can also integrate your
or losing money. No more waiting till the end of
project management with any number of popular
the financial year to find out how your practice
payroll or time tracking add-on partners, and
performed - you’ll be able to track profit and
import your timesheets directly into payroll,
progress every single day.
saving you hours of time each month.
Value
Sick of software upgrades and huge IT
migrations costing thousands of dollars? And
then, as soon as you’ve finished installing
the program, your software is out of date.
With cloud software, updates are
automatic, and for a low monthly fee,
you’re always using the latest software.
Most architectural firms will need less
than $200 a month to invest in enterprise
quality project management and accounting
cloud software, and the value you gain
from these systems is priceless.
Worry-free maintenance
How sick are you of little pop-up message advising
you that your software is out of date? Don’t you
just cringe when your IT specialist suggests it’s
time to update all your software licenses?
Updates mean turning hourglasses and
frozen computers. Updates mean annoying
popups and constant restarts. Updates
can even mean a huge cash outlay and
weeks of implementation and training …
… but do they have to?
With cloud-based products, updates are
rolled out to all users instantly. You’re
always working on the latest version
of the software. It’s a no-brainer.
X-ray
X-ray vision into your business. Want to
strip away the skin and see right into the
guts of your business? With WorkflowMax,
you can do this without messy surgery.
Because all of your data is part of the same online
system, you can quickly drill down to any aspect
of your business. Now, you are the overlord of
your own domain, with the ability to see what’s
going on, even when you’re not around.
You can build it Zambia
Have your staff singing songs of joy! Your business doesn’t rest, even when you’re
With WorkflowMax behind-the-scenes on safari. When you’re working in the cloud,
at your company, “Yippee!” is a word you can run your business anywhere in the
you’ll be hearing a lot more often. world, from any device. Want to send an invoice
from the back of an elephant? You can!
No more groans and eye-rolls every time
you have to introduce a new process. No
more frustrated cries when the computer
crashes, taking the morning’s admin with it.
Everything staff need to do their jobs well is
all on one system. Plus, because the system
is so intuitive, no one needs to sit through
hours of tedious training. Most employees
find they can simply log in and go.
That’s definitely something to sing about!
Getting your staff
onboard with the cloud
That’s it! You’re ready to sign up to a cloud-based project management
system. But what happens when you break the news to your staff?

Instant moans and groans.

And can you blame them? Even if the old system didn’t work, it
was all they knew. No one likes learning a new system.

But there are so many advantages to your staff, it can help to make them aware
of what they are gaining with a cloud-based project management system.
Why your staff will love the cloud
Free up time for actual work: N  o more complaints
about filling in timesheets. You can do them on the cloud
in minutes, maybe over a beer at the end of the day.
Admin that used to take hours will now take only minutes,
leaving lots more time for doing what you do best.
Easy to implement: N  o more waiting for IT to get to you,
no more constantly updating your package. No more boring
software training going on for days. With intuitive software
designed around the way people use the internet, you’ll
find your cloud software easy to pick up and stick with.
Ability to work from anywhere: Got a kid at home sick
with chicken pox? Want to attend a conference in China and
work at the same time? With the cloud, it’s no worries.
Collect data from the field: D  o you work on building
sites or in client’s offices? With the cloud, you can log
on wherever you are and check or fill in job details.
It’s cool: Who doesn’t love entering data on your desktop
or smartphone, instead of shuffling paper around?
How to help your team
adjust to this new system:
Be a Pioneer: You can’t just tell your team “it’s easy,”
you need to practice what you preach by being
one of the first to adopt your new cloud system.
As staff see you getting to grips with the system,
they will feel more inclined to get on board.
Incentivise adoption: T he first person to track a
job in your new system gets a slice of cake … or a
bonus. Find a way to get the friendly competition
going and it will make learning a new system a lot
more fun.

Provide Training: Not everyone understands
technology in the same way, and your team will need
different levels of training. Use various channels, from
webinars and videos for self-directed learners to onsite
training for those who need someone guiding them.
Celebrate Ownership: A  ny architect who wants to
advance his/her career gets excited at the prospect of
more responsibility within a project. Show your team
how they can track time, costs and expenses against
each job and take ownership for their own projects.
Ten Tips for A Successful
Project, Every Time
Set realistic expectations- make sure your client
1 understands that, however good an architect you are,
you can’t bend the laws of physics to accommodate
their vision. Establish expectations from the start
so everyone knows that the outcome will be.
Establish criteria for success- what is the
2 client’s definition of a successful project? Make
sure you and the client are on the same page
and you’re able to deliver what they want. (See
above point about defying the laws of physics!)
Make everyone accountable- get the team on-
3 board with making sure the entire project is a
success. Avoid micromanaging- empower each
team member to take the reins and push the project
forward. Give your team the opportunity to shine!
Get the systems right- a good project begins with
4 a good system for moving it from point A to point B.
Will your system buckle under the pressure? Why
not try WorkflowMax for your project management
system and discover the difference it can make!
 Manage risks - In the construction industry, things
5 always seem to take twice as long and cost twice
as much as you anticipate. Don’t start a new client
project without first figuring out the biggest risks
and coming up with a plan for managing them.
Define milestones - Break the project down into
6 smaller milestones- this makes complex projects
more manageable and helps everyone feel as if things
are moving forward. You could even celebrate each
milestone by sending a nice in-progress invoice.
Communicate! - Ensure that everyone involved
7 with the process knows what they need to do and
when it needs to be done by. Talk to the client about
how they prefer to communicate and regularly
check in to make sure they feel in the loop.
Don’t Get Distracted- Often the client will change
8 his mind, decide to add something, or get a great
idea halfway through a project. Ensure you don’t
end up adding swimming pools to plans and making
huge alterations without charging for your time.
Price for Value- as an architect, you provide the
9 artistic vision for a building, elevating it from four
walls and a ceiling to something truly beautiful.
Don’t undersell yourself by focusing on hourly rates
- take into account the your building’s future value.
Love what you do- As long as you can continue
10 to design remarkable buildings, explore bold,
adventurous and exciting ideas, and you’ve got a
team of passionate, hardworking people behind
you, you’ll never be “working” a day in your life.
“I haven’t seen
anything so good
designed specifically
for architects.”
Georgina Wilson
Lead Architect
Sydney-based architecture firm

workflowmax.com/architects

All-in-one job management software for architects