A multi-module management system designed by PS Software Solutions, LLC. for startups and small organizations.
Designed by architects and specifically for Architectural and Engineering (A/E) firms, ArchAdministrator has harnessed the power of the multi-layered relational database to simplify the task of recording, organizing, and analyzing the wide variety of data and documents generated by your professional practice.
More than just accounting software, ArchAdministrator is currently being used by A/E firms throughout North America to track projects, phases, tasks, employees, contacts, invoices, accounting transactions, time sheets, project schedules, transmittals, submittals, travel logs, correspondence, computer files, documents and more.
Our clients, all of whom are architects, landscape architects, engineers, interior designers and contractors, perform an integral role in the development of ArchAdministrator. You can also be empower with the ability to shape the future of our software development initiatives.
ArchAdministrator’s Accounting module simplifies the task of recording, organizing and analyzing accounts and accounting transactions. Predesigned charts, graphs, tables and summary reports will organize accounting data into meaningful information. The accounting module is fully integrated with many other modules and data is used throughout the program to do the following:
ArchAdministrator’s Billing Invoice module allows users to quickly record and track invoices prepared and issued by the firm. Data from many other areas of the program is integrated into the Billing Invoice module. This data is used to simplify invoice creation and automate invoice tracking. The user can bill for specific project phases, additional and supplemental services, reimbursable expenses and more. The Billing Invoice module is joined to many other areas of the program (i.e. Proposals, Contracts, Accounting, Time Sheets, Travel Logs, Transmittals). The data from these joined databases is combined with data entered in the Billing Invoice database allowing the user to do the following:
ArchAdministrator’s Clients & Contacts module is used to record the names, addresses, phone numbers, etc. of all clients and contacts associated with the firm. It is also used to store (and log duration of) conversations between employees and contacts. Data recorded in the Clients & Contacts module is integrated into many other areas of the program and simplifies the creation of addressee data for transmittals, billing invoices, correspondence letters, envelopes, and more. Contacts can be linked to an unlimited number of projects. This linking feature provides a cross referencing of clients and contacts associated with specified projects. The Clients & Contacts module is joined to many other areas of the program (i.e. Proposals, Contracts, Invoices, Transmittals, Correspondence etc.). The data from these joined databases is combined with data entered in the Clients & Contacts database and is used to do the following:
ArchAdministrator’s Correspondence module allows the user to record and track correspondence letters, memos, RFI’s, fax cover pages, emails, etc. prepared by the firm. The Correspondence module is not designed to replace your favorite word processing program. However, it is designed to automate the process of creating correspondence and simplify the task of searching for specific correspondence records based on a wide range of user definable search criteria. (i.e., addressee, date of letter, project reference). One can even search for correspondence based on words or phases contained in the body of the letter. The Correspondence module is designed to allow users do the following:
ArchAdministrator’s Employee Information module is used to record an employee’s name, home address, salary, title, promotional history and more. The firm’s hierarchical structure can be established by entering each employee’s access level, supervisor and/or supervisory status. The database also stores employee titles that are used to determine time sheet hourly billing rates stipulated in the proposal/contract. Hourly cost data stored in the employee database is used to determine actual personnel expenses for projects. The Employment History view allows entry of an unlimited number of promotions for each employee. The employee’s current title, salary, hourly cost, etc. is updated with each successive promotion outlines the date, title, salary, hourly cost, etc. for each successive promotion logged. Data entered into the Employee Information module is used to do the following:
File and Document Management has been designed to simplify the task of recording, finding and organizing files/documents/folders that have been linked/attached to projects, correspondence, transmittals, submittals, invoices, travel logs, field reports and more. This powerful module has been created to allow the user to do the following:
ArchAdministrator’s Project Management module allows users to review completed projects and track those projects currently in development. Data from virtually all other areas of the program is integrated into the Project Management module. This data is extracted and organized into tables, charts, summaries and reports. These views provide principals and project managers with a detailed (on-the-fly) overview of each project’s proposed fees, contract allowances, personnel and reimbursable expenses, payments received to date, and much more. The data extracted from joined databases is incorporated into tables, charts, summaries, etc. that allow the user to do the following:
ArchAdministrator’s Project Portfolio module is used to store building information, narrative descriptions and graphic images of projects designed by the firm. Project information is organized into specific categories that allow users to quickly find projects based on a job number, location, building use, construction cost, and more. Each project record can be incorporated into a pictorial portfolio and/or project reference list that can be printed and distributed to prospective clients. The Project Portfolio module is also designed to allow the user to do the following:
ArchAdministrator’s Project Scheduling module simplifies the task of scheduling and tracking project phases, tasks, employee schedules and workloads, project millstones and much more. Users can specify an unlimited number tasks for each phase of the project and can also assign an unlimited number of employees to work on each task. Salary data, extracted from the Employee Information module, is used to automatically calculate the number of hours that should be budgeted to a specific task (based on fees specified in the Proposal/Contract). Conversely, users can setup a project schedule, enter estimated task hours for each assigned employee, and the program will automatically generate and estimate of fees for each project, phase and task. Data stored in the Project Scheduler module and information extracted from joined databases are incorporated into forms, charts, summaries and reports that allow architects to do the following:
ArchAdministrator’s Proposals & Contracts module allows users to record and track all proposals and contracts prepared and issued by the firm. Data from this database is integrated into many other areas of the program and is used to simplify invoice creation, automate time and invoice tracking, determine consultant/personnel/reimbursable allowances, and much more. The data recorded in the Proposals & Contracts database is integrated with joined data from other modules and allows users to do the following:
ArchAdministrator’s Submittal Logs module has been designed to simplify the task of recording, organizing and tracking submittals that have been received for review and/or that have been distribution by the firm. Users can create a submittal log record for each received or requested submission specified in the construction documents. Each submittal log can be associated with a specific project, specification section number, title, and detailed description. A collection of submitted items can be associated with each submittal log. ArchAdministrator also allows the user to do the following:
ArchAdministrator’s Time Sheet module allows users to record and store time logged for projects and office related tasks. Time sheet Data is integrated into many other areas of the program and is used to calculate project billable hours, determine project costs, track employee vacations, sick leave and more. The ýDaily and ýWeeklyý time sheet views allow employees to record their own time sheet data. Employees can enter regular and overtime hours, specify phase, task, and additional detailed notes for any active project (or office related activities. Predesigned reports, charts and graphs help the user visualize the time sheet data and allows them to analyze their own performance and the performance of other employees and the firm. Data recorded in the daily or weekly time sheet is integrated with other joined databases and allows users to do the following:
ArchAdministrator’s Transmittals module is used to record various items that are transmitted by the firm to clients, consultants, contractors, etc. Data from this database is integrated into other areas of ArchAdministrator and is also used to calculate project printing and reproduction costs, track postal/delivery charges, and more. Drop-down lists provided for various data fields automate the task of entering information about each item transmitted. Reimbursable data is integrated into reports, summaries, tables and the ýReimbursables Worksheetý provided in the Billing Invoice module. The data recorded in the Transmittal module is integrated with other joined databases to allow the user to do the following:
ArchAdministrator’s Travel Logs module is used to record and store travel mileage, expenses, and field reports generated by employees. Data from this module is integrated into other areas of the program and is used to track and calculate mileage and reimbursable expenses logged by employees. Users can create detailed expense reports that include reimbursement requests for out-of-pocket expenses. Employees can also create detailed field reports utilizing data entry boxes for descriptions of field conditions, individuals present, work in progress, percentage complete, observations and more. Travel log data is integrated into reports, summaries and tables that help the user to analyze mileage and expenses logged for specific projects, employees and/or reporting periods. Data recorded in the Travel Logs module is integrated with other joined databases to allow the user to do the following:
Ratio of reviewers by organization size.
This product is specifically designed for use by professional services firms. In our case, we are an architectural firm. We have searched in vain for 20 years to find an accounting package that made sense to our bookkeeper and also allowed the architectural staff information on status of their projects “in 3 clicks”. This is it!
I can have up to the minute (last recorded timecard) information on the status of my project in relationship to fee.
the level of financial detail available, while spectacular, is a bit overwhelming at first. The personalized training we’ve received has been wonderful at helping all our staff understand what all this information means. And we’ve only scratched the surface. Now the onus is on us to take this information and make changes.