AJA Architects

The Challenge

Prior to implementing Coretime, AJA Architects faced the challenge of maintaining clear, real-time visibility across all active projects. Project managers needed an intuitive way to track time spent by staff, monitor project performance against agreed fees, and streamline the administrative work involved in client invoicing.

Crucially, as a chartered architectural practice, AJA Architects needed a project management tool that aligned with standard architectural workflows. Their existing setup made it difficult to dissect project performance by specific phases, monitor profitability across distinct milestones, and seamlessly feed financial data into their accounting system (Sage 50).

“With so many active projects running at any given time, having quick access to accurate project data is essential for maintaining control over budgets and resources.”

The Implementation

To replace disjointed tracking methods, Coretime was rolled out across the practice as the central software platform for time tracking, project management, and expense management.

During implementation, Coretime was configured specifically to support architectural practice workflows:

• RIBA Stage Mapping: Projects were structured to reflect standard RIBA Work Stages (from Stage 0 Strategic Definition through to Stage 7 In Use). This allowed the practice to set up phase-based fee structures and track time against specific architectural deliverables.
• Staff & Rate Setup: Custom hourly rates and fee structures were assigned across the team to reflect varying seniority levels and project requirements.
• Sage 50 Integration: The workflow was connected to AJA Architects’ existing accounting software, Sage 50, allowing invoiced totals to move straight into their core financial records without double handling.

The Solution & How It Works

RIBA Phase-Based Project Tracking

Because Coretime natively supports phase-based tracking, AJA Architects can break down every project into its corresponding RIBA stages. Staff log daily hours directly against specific design phases, giving project managers a granular view of time spent on conceptual design, planning applications, technical design, and construction phase administration.

“For us, the main benefit is that our system is now more user-friendly in terms of project managers being able to access information, such as seeing how a project is performing against budget. They can analyse how time is being spent across each RIBA stage and what proportion of it is earning fees—it’s very easy to translate.”

— Mary Corrigan, AJA Architects

Financial Management & Accounting Integration

Coretime captures all billable and non-billable hours, expenses, and fee schedules in one central dashboard. When a phase is ready for billing, invoices are generated directly from tracked project data and exported into Sage 50.

“The system lets us assign hourly rates, track time and expenses, and invoice accurately. As Sage 50 users, we can easily transfer invoiced amounts to manage P/L, cash flow, and reporting.”

— Mary Corrigan, AJA Architects

Key Benefits Delivered

• Accurate Phase Management: Tracking time against RIBA stages provides clear insight into which design phases are most profitable and where scope drift or extra work occurs.
• Empowered Project Managers: Project leaders have immediate, self-service access to live project data, allowing them to spot potential budget overruns early and reallocate staff as needed.
• Streamlined Billing: Combining timesheets, expense records, and fee milestones into one invoice workflow significantly cuts down monthly administrative overhead.
• Seamless Financial Reporting: Direct alignment with Sage 50 ensures firm-wide Profit & Loss (P/L) reporting and cash flow forecasting remain accurate and up to date.

Conclusion

By combining RIBA stage project tracking with integrated accounting capabilities, Coretime has provided AJA Architects with the structure, clarity, and control needed to manage complex design projects efficiently while safeguarding project profitability.