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ArchAdministrator

A multi-module management system designed by PS Software Solutions, LLC. for startups and small organizations.
Questions about ArchAdministrator? Call (800) 827-1151 and talk to a software expert now.

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.

Accounting Module

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:

  • Establish and maintain a customizable chart of accounts
  • Simplified entry of Payable/Receivable/General Ledger transactions
  • Record vendors bills, bill payments, checks, receipts, discounts, write-offs
  • Create and print three-part checks (customized for your preprinted checks)
  • Transfer funds between accounts and record electronic transfers
  • Quickly reconcile ArchAdministrator accounts with monthly bank statements
  • Track payments made to consultants and apply to proposed consultant allowances
  • Record/track reimbursable expenses incurred for specified accounts and projects
  • Establish AP budgets and post recurring transactions with a few mouse clicks
  • Run cash flow reports that compare projected receivables vs. budgeted payables
  • Create general ledger, profit/loss, balance sheet, trial balance reports
  • Review income/expense reports, tables, charts for projects and/or periods
  • Generate tables/charts that compare payments vs. receipts for specified periods
  • Run reports & charts summarized by account, project, payer/payee, period, etc.
  • View tables that summarize monthly, quarterly, yearly expenses or income
  • Create charts that compare yearly payments, receipts, profits, losses
  • Easily export data into QuickBooks down to the transaction level
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Billing Invoice Module

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:

  • Invoice based on Fixed Fee, Hourly, Percent Complete, Percent Construction Cost
  • View cost overruns, determine additional services, reimbursable expenses, etc.
  • Provide descriptive narrative subtext for each line item being invoiced
  • Log and apply client payments across multiple invoices
  • Enter partial payments and apply receipts to specific invoice line items
  • Easily discount and/or write-off client invoices
  • Log retainer payments that can be later applied to multiple invoices
  • View invoice aging schedules, project payment summaries and invoicing histories
  • Automatically determine invoice status and calculate administrative late fees
  • Generate invoices that bill for individual phases and even tasks
  • Attach an unlimited number of files/documents/folders to any invoice
  • Easily export data into QuickBooks down to the transaction level
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Clients & Contacts Module

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:

  • Simplify creation of addressee data for invoices, letters, transmittals, etc.
  • Record and log conversations between employees and clients/contacts
  • Establish conversation log follow-ups with automated reminders
  • Cross reference teams of contacts involved with specific projects
  • Find contacts and conversations based on user defined search criteria
  • Print envelopes and labels for mass mailings of holiday and marketing materials
  • Easily import/export contacts from/to Microsoft Outlook, Act! and more

Correspondence Module

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:

  • Quickly create letters, memos, fax cover pages, emails, envelopes, labels, etc.
  • Log and track “Requests for Information“ (RFI’s)
  • Automate the creation of addressee information for correspondence
  • Simplify the creation of project reference information for correspondence
  • Quickly find records based on a wide variety of search criteria
  • Create reports that list records for specific projects, dates, addressees, etc.
  • Search for letters based on words or phases contained in the body text
  • Automate the creation of ”Copy To“ references for correspondence
  • Simplify the task of finding, copying, & duplicating text for correspondence
  • Attach an unlimited number of files/documents/folders to correspondence records
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more
  • Import/Export correspondence data from/to Microsoft Outlook

Employee Information Module

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:

  • Establish the firm’s hierarchical structure
  • Establish module accessibility levels for each employee
  • Specify actual wage, hourly cost, prevailing wage and hourly billing rates
  • Calculate actual personnel expenses for projects
  • Establish supervisory status for protected access and data entry approvals
  • Store employee passwords for access to various modules within ArchAdministrator
  • Chart and/or summarize the firm’s make-up by title etc.
  • Create a detailed promotion history for each employee
  • List of all employees and/or currently employed employees
  • Delineate employee hourly, weekly, yearly wages
  • Summarize employees sorted by name, title, supervisor, etc.
  • Summarize employee accrued, carry-over, and used vacation/sick/personal time
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

File & Document Management Module

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:

  • Store and organize scanned photos, CAD drawings, receipts, digital images, etc.
  • Link unlimited files/folders/images to letters, submittals, field reports, etc.
  • Search/Sort files/images by; project, date, category, description and more
  • View and print graphic image reports directly from within ArchAdministrator
  • Store a variety of image types (i.e., bmp, eps, jpg, gif, pcx, tga, tif, wmf)
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Project Management Module

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:

  • Acquire a breakdown of fees, invoiced amounts & payments received
  • Obtain personnel hours and wages for each phase of the project
  • View a Project Analysis listing expenses, receipts & profit(loss) margins
  • Review project related accounting transaction histories
  • view tables of payments made to consultants and confirm outstanding balances
  • Compare contract allowances with actual goods and services provided
  • Review work-in-progress, cost overruns, additional services, reimbursables
  • Obtain a detailed breakdown of services provided & previously invoiced amounts
  • Review/edit building data (i.e. location, size, construction cost, status)
  • Create profit/loss and expense reports for projects based on defined criteria
  • Attach an unlimited number of files/documents/folders to any project record
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Project Portfolio Module

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:

  • Automate the creation of a pictorial portfolio that can be printed
  • Simplify the task of compiling graphic images for projects
  • Find/Display/Print records based on a wide variety of search criteria
  • Create project reference lists based on used defined search criteria
  • Utilize many file formats (i.e., bmp, eps, jpg, gif, pcx, tga, tif, wmf)
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Project Scheduling Module

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:

  • Establish the start date, end date and priority level for each phase and task
  • Assign an unlimited number of tasks for each project phase
  • Specify an unlimited number of employees to work on each task
  • Establish dependency links between end dates and start dates of various tasks
  • Automatically determine phase and task duration periods
  • View on-the-fly monthly and yearly project timelines
  • Schedule dates for firm-wide holidays and employee vacations
  • Obtain firm-wide and specific employee workload tables/charts for periods
  • Create reports comparing budgeted hours Vs. actual time sheet hours logged
  • Check for schedule conflicts, work overloading and much more
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Proposals & Contracts Module

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:

  • Create a Fee Schedule that lists phases & services being provided
  • Automate the creation of body text for the proposal/contract cover letter
  • Print contract data onto various preprinted AIA contract forms
  • Establish management decisions (i.e. fees, payment schedules, budgeted hours)
  • Simplify billing invoice creation, tracking, late fee calculations, etc.
  • Set hourly rates for personnel & establish unit costs for reimbursables
  • Establish allowances & multipliers for consultants & reimbursables
  • Create a project estimate based on employee involvements and budgeted hours
  • Track Draft, Pending, Awarded and Dead proposal and contract records
  • Attach an unlimited number of files/documents/folders to Contract records
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Submittal Logs Module

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:

  • Automate the creation of submittal logs that can be tracked/printed
  • Simplify sorting of submittals by specification section, date, project, etc.
  • Automate creation of a detailed tracking history for submitted items
  • Find & view submittal logs based on a variety of user defined search criteria
  • Organize requests, replies, reviews, distributions, required actions, etc.
  • Establish default specification section numbers and titles used on submittals
  • Log items as “received by” or “sent to“ contractor, consult, etc.
  • Delineate to whom (or from whom) the item had been sent/received
  • Specify the action required of the architect, consultant, contractor, etc.
  • Establish the quantity of (and date noted on) items sent/received
  • Delineate the name of the employee logging the submittal
  • Set status of submitted items as being ”Open“ or ”Closed“
  • Receive reminder notifications for ”Open“ submittal logs that are past due
  • Attach an unlimited number of files/documents/folders to any submittal record
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Time Sheet Module

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 “Daily and ”Weekly“ 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:

  • Simplify the task of recording, tracking & summarizing time sheet data
  • Retain tight control over projects, phases and tasks available for time entry
  • Allow employees to record time sheets without accessing other sensitive areas
  • Record hours, services & descriptions for each project and day of week
  • Summarize personnel hours and wages by project, employee name or title and more
  • Determine office overhead hours, track vacations, sick time & personal leave
  • View/Print pre-designed reports, tables/charts that analyze time sheet data
  • Track personnel expenses by actual wage, hourly cost, billing rates and more
  • Obtain crosstab tables/charts summarizing services by project, phase, etc.
  • Establish employee vacation, sick, holiday hours expended for specified periods
  • Create firm-wide and employee-specific utilization ratio reports for any period
  • Quickly export Time sheets data into QuickBooks, Excel CSV, tab delimited, etc.

Transmittals Module

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 “Reimbursables Worksheet” 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:

  • Simplify the task of recording, tracking & summarizing reimbursable expenses
  • Create printing, photocopying and postal/delivery logs and summaries
  • Simplify transmittal creation using checkboxes, drop-down lists, etc.
  • Quickly find, list & print transmittals matching user defined search criteria
  • View and print reports, summaries, tables & charts that help to analyze data
  • Generate a summary of itemized project reproduction/reimbursable costs
  • Attach an unlimited number of files/documents/folders to any transmittal record
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Travel Logs Module

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:

  • Simplify the task of recording, tracking & summarizing mileage and expenses
  • Automate the creation of field reports and detailed expense reports
  • Document reimbursables & site representation (site visits, field reports, etc.)
  • Record/Track/Summarize employee out-of-pocket reimbursement requests & payments
  • Establish lists and reports based user defined search and/or sorting criteria
  • Attach an unlimited number of files/documents/folders to expense & field report
  • Export data into dBase, CSV, tab delimited, MS Access, Excel and more

Reviews of ArchAdministrator

Margaret says...

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!

The good: I can have up to the minute (last recorded timecard) information on the status of my project in relationship to fee.

The bad: 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.