Timesheet and Project Tracking for Architects

Coretime is designed to align with the unique workflows of architectural firms, including the handling of RIBA work stages or custom project phases for different types of projects. This flexibility is crucial, as projects such as residential buildings or large hospital extensions require distinct management approaches. Coretime allows architects to create and customise work stages, apply them consistently across projects, and manage variations from client changes. This structured approach ensures architects have clear visibility into project progress, accurate timesheet and expense tracking, and control over each stage from planning to invoicing, supporting efficient architectural project management.

Architectural projects frequently experience scope changes due to client demands, which can impact budgets, timelines, and resource allocation. Coretime supports architectural project management by allowing firms to create separate RIBA work stages or customised project phases for any variations outside the original plan. This ensures that additional tasks are managed efficiently without compromising the overall project schedule or budget tracking. By documenting and reporting on these changes, Coretime provides transparency to clients, ensures accurate timesheet and expense tracking, and allows architects to bill all work including unforeseen changes correctly and efficiently.

Coretime distinguishes itself with its exceptional flexibility, scalability, and ease of deployment. Unlike some software that requires extensive professional services and disrupts day-to-day operations, Coretime can be implemented quickly without bringing your practice to a standstill. Its configuration options and modular build allow for tailored solutions that can grow with your business, adapting to various project requirements as needed.

Coretime also offers peerless UK-based support and robust custom development options, ensuring that users are not limited by the default functionalities. We believe this combination of flexibility, ease of use, and reliable support makes Coretime a standout choice for architectural firms.

Coretime offers advanced financial controls by allowing users to set alert thresholds for both financial and time-based metrics. For example, you can specify a budget cap or a maximum number of hours for a particular project stage. If the project approaches these limits, Coretime sends an automatic alert, prompting the user to review the status. This proactive approach helps prevent budget overruns by providing real-time visibility into project costs, enabling timely adjustments before the project goes off-track. Additionally, users can generate detailed reports to analyse why certain thresholds were met, offering deeper insights into project performance.

Coretime’s flexibility is one of its standout features, accommodating various levels of project management detail. For practices that prefer a more relaxed approach, Coretime can operate with minimal control, offering basic alerts and broad financial tracking. On the other hand, for firms that require stringent oversight, Coretime provides in-depth control and granular tracking down to individual tasks and hours. This adaptability allows Coretime to serve both laid-back, lifestyle-focused practices and highly structured, corporate environments, making it an ideal tool regardless of the firm’s management style.

Coretime offers two specialised modules Staff Planner and Resource Manager designed to meet the distinct needs of architectural practices. Both modules are subscription-based, allowing firms to trial them and identify the best fit without a significant financial commitment.

The Staff Planner enables firms to assign specific tasks to staff members on a daily basis, ensuring everyone knows what they should be working on and when. This detailed scheduling helps identify gaps in staff availability, optimise workloads, and can be drilled down to account for almost every minute of the day if necessary. It is particularly valuable for tracking project hours, managing timesheets, and ensuring that critical tasks are completed on schedule.

The Resource Manager provides a more flexible, “rough-cut” approach to capacity planning, where tasks are assigned weekly or monthly rather than on a rigid daily schedule. This allows architectural teams to manage projects requiring adaptable planning and ensures staff can complete tasks efficiently throughout the week.

Together, these modules give architectural firms the flexibility to plan resources according to their unique operational needs, from detailed daily schedules to adaptable task management, improving staff productivity and overall project management efficiency.

One of the most frequent objections about project management software is that it’s overly complex and requires too much input for the value provided. Architects often find themselves using only a small fraction of the software’s capabilities, which can lead to frustration and inefficiency. Coretime overcomes this issue by offering a streamlined, user-friendly interface that provides essential functionality without overwhelming the user.

Unlike other systems that demand extensive setup and data entry before any project can be tracked, Coretime allows users to start managing projects quickly and intuitively. It integrates seamlessly with common accounting systems, eliminating the need for duplicate data entry and reducing administrative burden. By focusing on delivering the right features in a simplified manner, Coretime ensures that architects can manage their projects effectively without being bogged down by unnecessary complexity.

Coretime’s fee forecasting and scenario testing features provide architects with a detailed view of project finances over time, allowing them to anticipate billing and cash flow more accurately.

By breaking down fees into phases, Coretime enables project managers to predict when each phase should be completed and when corresponding invoices should be issued. This is particularly useful when managing multiple projects simultaneously, as it provides a comprehensive overview of expected revenue on a monthly basis. If project timelines shift due to unforeseen circumstances, these changes can be quickly updated in the system, offering real-time adjustments to forecasts. This dynamic approach helps prevent cash flow issues and allows for proactive financial planning.

Additionally, these tools allow project managers, not just finance teams, to contribute to financial forecasting. By involving those directly managing the projects, you can ensure that the most up-to-date and accurate information is used for projections, reducing the risk of unexpected financial shortfalls. The visibility offered by these features also increases accountability, as it stops delayed or incomplete data being used to explain discrepancies.

Architects typically see immediate improvements in operational efficiency when they start using Coretime, especially if they are transitioning from manual processes. Quick wins include streamlined timesheet management, automated invoicing, and enhanced budget controls. These improvements can significantly reduce administrative overhead, allowing architects to focus more on design work and client engagement. Within just a few weeks, firms can expect to see a smoother workflow and better project tracking, which translates into faster billing cycles and improved cash flow.

Longer-term benefits, such as more effective fee forecasting and comprehensive budget control, generally become evident within a few months of consistent use. As project managers and finance teams become more familiar with Coretime's features, they can leverage advanced tools like scenario testing and resource planning to make more informed decisions. This holistic approach enhances overall financial stability and project profitability, leading to a stronger bottom line for the firm over time, although exactly how long it takes to get there is heavily dependent on the speed at which firms choose to integrate Coretime into the more complex areas of their business.

Coretime offers a comprehensive onboarding and training program designed to make implementation as smooth as possible. With a dedicated project manager guiding the process, firms can transition to the system quickly and efficiently. The onboarding includes tailored training sessions that focus on the specific needs and workflows of the firm, ensuring that users understand how to leverage the software effectively. This personalised approach helps firms start benefiting from Coretime’s features right away, minimising disruption and maximising the value of the investment.