Best Architecture Accounting Software of 2025

Here’s what we’ll cover:

What is architecture accounting software?

Essential features of architecture accounting software

Benefits of using architecture accounting software

How to choose the best architecture accounting software for your firm

What you need to know about architecture accounting software

Architects aren’t accounting specialists, nor should they be. But every architecture firm needs  a system that can effortlessly and precisely track time, expenses, and other financials needed for completing projects to ensure proper client billing. 

Architecture accounting software is a specialized tool designed to meet the unique financial management needs of architectural firms. Unlike general accounting software, it combines project management and time tracking features with billing and financial management capabilities to ensure that every element of a project—from expenses to time spent—is properly accounted for.

We’ve spoken to over 3,500 accounting buyers in the past year, of which almost a quarter of buyers from architectural firms were looking for project accounting functionality, in addition to core accounting. [1] 

To give you an idea of the market’s scope, we have over 90 different architecture accounting vendors on our site, and we’ve published more than 3,332 reviews for architecture accounting products in the past year. [2] 

Pricing is a huge factor in purchase decisions, and the cost of architecture accounting software platforms vary drastically with the functionalities you choose to include. Most architecture accounting systems are priced on a per-month basis, with some vendors also basing their costs on the number of people using the system. 

First-time buyers should begin evaluating software with their budget, number of projects, and specific use cases in mind. Consult with stakeholders on critical questions for vendors, such as:

• Can the system log hours and mark as billable or non-billable?

• How deep are the project scheduling or progress tracking capabilities?

• Can the system effectively manage costs and progress for multiple projects at once?

• Does it come with solid report-writing mechanisms?

If you haven’t researched architecture accounting software before, this buyers guide will help explain the essentials and provide step-by-step guidance on finding the best solution for your needs. If you’d prefer personalized advice, reach out to one of our accounting advisors, such as Eric Franco and Chris Soltani, who have been leading buyers to the right software for over a combined 15 years. Schedule a free consultation or start a chat with us today.

What is architecture accounting software?

Architecture accounting software is an accounting tool that allows firms to track time spent working on multiple projects, manage expenses and budgets, and accurately bill clients for their work. Architectural accounting software tracks costs by individual jobs and records client information. 

Since billing for services is usually measured in units of time, the software is usually equipped with time-logging capabilities and the ability to allocate time to different projects and clients. In-depth analysis is also typically available, breaking down each project into organized steps within a set schedule. Time can be designated as either billable or non-billable.

Buyers often have two main misconceptions about architecture accounting software. Some think it can handle design or drafting elements of architectural work. Others think it is just a type of general accounting software. Franco explains, “In reality, it’s a distinct category. It focuses on the financial and project management aspects of running an architectural firm, not the creative side. Many users start with basic accounting software and then realize they need more project-specific, time-tracking abilities.”

Essential features of architecture accounting software

Architecture accounting software combines core accounting functionalities with industry-specific needs. Some key functionalities include:

Core architecture accounting software features:

• Core accounting: Handle basic financial activities, such as maintaining the general ledger, accounts receivable and accounts payable, record all financial transactions, and track money owed by clients and payments due to suppliers.

• Project and department management: Manage projects by automating scheduling, allocating resources, setting budgets, and forecasting revenues.

• Time billing: Maintain digital timesheets and expense reports to track actual costs, billable time, and non-billable time spent on each project. Time tracking is a central requirement for architectural firms, and our advisor Franco shares, “final purchase decisions for many depend on how time tracking is integrated with billing.” 

Common architecture accounting software functionalities:

• Expense tracking: Record and categorize project-specific expenses, attach receipts digitally, and flag expenses for client reimbursement. 

• Financial reporting: Get updates on your firm's financial health with customizable reports filtered by project or client.

Optional architecture accounting features worth noting:

• Document sharing and development: Securely share project files, client records, and financial documents among team members with version control features to keep everything organized and up to date.

• Customer relationship management (CRM): Support lead development, marketing campaigns, and customer service with a comprehensive database to track prospects and manage communication.

Benefits of using architecture accounting software

Another member of our advisor team, Chris Soltani, has been helping firms find the best technology solutions for 11 years and counting. Based on his conversations with buyers, he shares, “A lot of times, buyers do everything in spreadsheet and general accounting software, and they are not aware that systems specifically designed for professional services exist that can handle project management, time tracking, and accounting all in one. They are surprised how much clarity, accuracy, and efficiency they can bring to their processes with these systems, and at half the cost of current practices.” 

Some key benefits you can expect from architecture accounting software are: 

• Improved project profitability: The software gives you an ongoing visibility into the time and costs for each project. This means you can spot which projects are making money and which aren't, helping you make better decisions for the future.

• Faster and more accurate billing: With everything in one place, the software makes it easy to share time and expense data with accounting so you can bill clients more accurately in the same place. This makes sure you get paid for all your work, and that you are able to maintain good relationships with clients. 

• Better resource management: The software gives you a clearer picture of your firm's overall financial health, by generating customized reports, showing where you stand across different projects. This helps you assign staff and resources more efficiently. 

• Establish standardized processes: By integrating multiple functions such as project management, time tracking, and expense reporting, the software reduces administrative overhead and creates better, automated workflows to tackle day-to-day operations.

How to choose the best architecture accounting software for your firm

Step 1: Define your requirements

Before selecting an architecture accounting system, it’s important to outline your firm’s specific needs. It’ll guide you toward a system that aligns with your current projects and workflows.

Firm specific functionalities 

The needs of one architectural firm may be different from another, so begin by identifying what matters to you. Start by considering the following questions:

• What is the size of our firm? For instance, a larger firm, dealing with multiple projects and employees, will need more robust project and time tracking capabilities than an independent architect or a small studio.

• What are the types of projects we typically handle? For instance, public sector projects might require more detailed reporting, while commercial projects might need more complex billing structures.

• What is the typical duration of our projects? You may need a system that can break long projects into phases and track costs and progress for each phase separately.

• What are our billing practices? Do we bill by the hour, use a fixed fee structure, or a combination? If you bill by the hour, you need to ask if the system can log tasks by the hour and mark them as billable or non-billable. 

• Do you have multiple team members or offices? If yes, consider how the software facilitates collaboration. Look for features such as shared project dashboards, real-time updates, and the ability to set different user permissions.

• Do we need specific report-writing mechanisms? Different stakeholders may require different types of reports. You may need to deliver descriptive progress reports and billing documents to a client, or quarterly financial reports or project profitability analysis to internal management. 

• Think about expense tracking—do you need to manage reimbursable expenses? You may need a system that can allocate and track expenses of specific projects and generate expense reports for client billing and managing reimbursements. 

Conduct an internal audit of your processes, and build a list of must-have and nice-to-have features. 

Budgeting for architecture accounting software

Cost is obviously a huge factor in your purchase decision, and depending on what architecture accounting software platform you go with and what functionality you choose to include, that cost can vary drastically.

As you research options, keep these popular pricing structures in mind:

• Pay entirely upfront. These accounting platforms require just one payment upfront and then you own the system to use in perpetuity (hence the term “perpetual license” often associated with this model). This structure is most common with on-premise systems that you download straight onto a computer or server.

• Flat monthly or annual fee. Increasingly more common than a perpetual license, these accounting systems require buyers to pay a flat monthly or annual subscription fee to use them. Oftentimes, vendors have different subscription tiers depending on how much functionality you want to purchase.

• Per-user or per-employee pricing. These systems are also paid for a subscription basis, but instead of a flat fee, your cost depends on either how many people will be using the system or how many employees you have in your organization. The latter is especially common if your system has additional functionality for payroll.

Other fees to look out for include those for training, implementation, support, and data migration.

Plan around integration options

Another important consideration when evaluating architecture accounting software is how the system will integrate with your existing tech stack and workflows. 

One common integration that architectural design firms seek out is with time tracking tools. As Franco points out, "Many firms struggle with manually sending billable hours data to their accounting teams." Look for an architecture accounting system that provides centralized access to billing data, eliminating the need for manual data transfer. This will make it much easier to track costs and handle billing without jumping between systems or people.

Other tools that buyers typically integrate with architecture accounting software are design systems, such as AutoCAD, to link project completion to financial data, project management software for a holistic view of project progress and financials, and customer relationship management (CRM) systems. CRM integration ensures a smooth flow of financial and project-related information with individual clients and facilitates timely payments.

Check if your shortlisted architecture accounting software can integrate with these tools. Some vendors may offer built-in modules for functions, such as time tracking, which could eliminate the need for external integrations.

Step 2: Make a shortlist of architecture accounting software

With so many architecture accounting software options to choose from, narrowing down the right choices for your portfolio can be challenging—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Franco and Soltani, have experience helping hundreds of firm owners and managers identify solutions that match their needs and budgets. Another of our advisors, Emma Mayes, says:

"We help [buyers] condense weeks of research into 15 minutes, offering five personalized recommendations that check all your boxes, based on a portfolio scale, budget, and functionality needs.”

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, our advisor will help you identify a shortlist of options that align with your practice’s requirements.

Step 3: Pick your best option

After narrowing down your options, it's time to see your shortlisted architecture accounting tools in action. Vendor demos are a great way to visualize how the software will fit into your existing workflow. To make the most of these demos, you need to be prepared.

Getting ready for software demos

Set up demo sessions with each software provider on your shortlist. This is your chance to see how their features match your firm's needs, learn about pricing, and understand their support and training offerings.

Our advisors at Software Advice suggest starting with product demos before taking any free trials. Demos give you a full picture of all that the software can do, while free trials are limited. Our advisors recommend scheduling multiple demos with products you're interested in. While many systems will offer similar features, the real difference is going to be in their user experience. Pay attention to the user interface and workflow during the demos.

Some questions you could ask vendors during demos: 

• Can you show me how to create a detailed progress report for a client?

• Can your system log work hours for different projects and mark them as billable or non-billable?

• How does your system manage mixed billing methods, such as combining hourly rates and fixed fees?

• What mobile features do you offer for architects working on-site?

• Can you demonstrate the project management capabilities of this software?

• Are there any additional costs beyond the base price? If so, can you break down the total cost of ownership?

About our contributors

Author

Marcela Gava is a senior content analyst with more than 14 years covering trends in multiple areas that have an impact on companies. She works as a data-driven writer and trend researcher, focusing her articles on cybersecurity, IT, finance, and digital culture.

Marcela has written nearly 50 research and analysis articles that draw on more than 2 million authentic reviews from software buyers on Capterra in order to help small and medium-sized businesses (SMBs) find the best technology solutions for their needs. In addition, the insights provided by her articles help SMBs make more informed and assertive decisions.

Her research studies have been featured in some of the most important Brazilian media outlets.

Editor

Mehar Luthra is a team lead at Software Advice and specializes in editing reports that cover the latest trends affecting small businesses. With nearly a decade of experience, she has edited a multitude of research articles, top-rated software reports, and thought leadership articles for diverse markets such as Brazil, Japan, Canada, France, Australia, and India. She finds it particularly rewarding to produce content that provides small-business owners with practical tips and helpful advice on topics such as the digitalisation of small businesses, eCommerce trends, and HR developments.

Armed with a double bachelor’s in law (LL.B.) and business economics from Delhi University, she won a full scholarship to study for a master’s in creative writing at the National University of Ireland, Galway. In addition, she has written blog articles spanning a variety of topics such as fiction and non-fiction books, mental health and anxiety, the latest restaurants, and more. Her articles have been featured in Ireland’s national magazine The Village, among other publications. A die-hard journaling fan, she enjoys watching psychological thrillers, reading fiction books, and drinking iced coffee (even in the winter).

Advisors

Eric Franco is a senior advisor. He joined Software Advice in 2019, and he is based in Austin, TX.

Eric works directly with small business leaders to connect them with best fit software providers. He assesses the technology needs of small businesses seeking accounting, manufacturing, learning management, and supply chain software through one-to-one conversations and provides a short list of potential matches. 

His favorite part of being a software advisor is hearing the sense of relief in a stressed buyer’s voice when they realize he can help them find the right software for their needs.

Chris Soltani is a senior advisor. He joined Software Advice in 2013 as a software advisor, and he is based in Austin, TX.

As part of the software advisor team, Chris helps accounting, project management, and supply chain industry professionals find budgeting, collaboration, inventory management, and billing and invoicing tools. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Chris’s favorite part of being a software advisor is truly helping buyers overcome challenges when they’re researching the hundreds of software options online.

Sources

1. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking architecture accounting tools. For this report, we analyzed phone interactions from September 13, 2023 to September 13, 2024.

2. Software Advice reviews data: Reviews are collected from verified users for individual software products. For this report, we analyzed reviews from September 13, 2023 to September 13, 2024.