Best Project Management Software for Architects in 2022

Learn what are the best project management software for architecture firms. Plus, see comparisons of the top 10 architectural project management tools.
August 4, 2022
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15
min read

Architectural projects have many moving parts. The end-to-end process can involve hundreds of components—people, plans, tasks, time estimates, budget line items, and documents—all perfectly orchestrated to deliver an exceptional outcome. It’s a lot to manage. And it simply can’t be done at scale without the help of architectural project management software

Project management software allows architecture firms to manage the entire project process, including planning, budgeting, scheduling, staffing, and more. These tools unlock a world of possibility for AE firms, including:

  • Increases in productivity and profitability
  • More collaborative planning and communication across teams
  • Better workload management and forecasting
  • Tighter adherence to project timelines

When choosing a project management software for your architecture firm, aside from finding all the capabilities you need, we suggest also looking for a solution that’s scalable, affordable, easy to implement, and easy to use.    

Top 10 Project Management Tools for Architects

With nearly 200 project management tools available, researching all the available options yourself would take weeks. Fortunately, we’ve put together a shortlist of 10 project management tools that are well suited for architecture firms.   

  1. Mosaic
  2. BQE CORE
  3. Newforma
  4. Deltek Ajera
  5. Trello
  6. Asana
  7. monday.com
  8. Microsoft Project
  9. Basecamp
  10. Notion

Below, you’ll find a summary of each, including a list of capabilities and pricing details where available. We’ll start with our personal favorite: Mosaic.  

1. Mosaic Project and Resource Management

Mosaic provides AI-powered project management, resource planning, and workforce intelligence that empower architects, engineers, and designers to build more efficient and profitable organizations. The software grew out of one A&E firm’s need to increase productivity and profitability, so its features are specifically tailored to the needs of fast-growing, mid-sized, and enterprise architecture firms

Mosaic is best for organizations with 10 or more team members. 

Mosaic Features 

  • Project management
  • Resource planning
  • Workload forecasting 
  • Demand and capacity analysis
  • Profit and loss analysis
  • Budget and time tracking
  • Performance dashboards
  • Integrations with financial and ERP systems (including Deltek’s products and Quickbooks) to provide complete visibility into who is working on what

Why Architects Choose Mosaic

Architecture firms turn to Mosaic so they can: 

  • Increase utilization and profitability—guaranteed
  • Visualize and forecast workload
  • Strategically plan projects 
  • Efficiently allocate resources
  • Reduce burnout by eliminating overscheduling and minimizing overtime
  • Intelligently hire the right people with the right skills at the right time 

Mosaic Pricing

Mosaic’s pricing is simple, transparent, and affordable with a risk-free trial. It offers three different annual subscription plans.

  • Team Plan: $9.99 per user per month, billed annually
  • Business Plan: $14.99 per user per month, billed annually
  • Enterprise: Customized pricing for 100+ team members 

Schedule a free product demonstration

2. BQE CORE 

BQE CORE is an all-in-one business management solution that simplifies time tracking, billing, project management, and accounting. The platform is built to help architects and engineers manage projects and maximize productivity.

Features

  • Project management
  • Project accounting
  • Time and expense management
  • Billing and invoicing
  • Project-based ERP
  • Professional services automation

Pricing

BQE CORE doesn’t publish pricing on its website. PC Mag says that the basic plan for just time and expense capabilities starts at $19.95 per user per month. Additional modules are priced separately. 

Learn more

3. Newforma

Newforma provides project information management software for the construction industry. Architects and engineers use it to organize project data, collaborate with team members, and manage construction projects from planning to delivery.

Newforma Features

  • Document management
  • File sharing
  • Project collaboration
  • Task management
  • Field reporting

Newforma Pricing

Newforma doesn’t publish pricing on its website. AEC magazine reports that pricing is based on an annual subscription fee for 50-seat bundles plus an implementation fee ranging from $5,000-$10,000.   

Learn more about Newforma

4. Deltek Ajera 

Deltek Ajera is an integrated accounting and project management solution designed specifically for architecture and engineering firms. It’s a popular choice among smaller organizations. Mosaic integrates with Ajera.

Deltek Ajera Features

  • Accounting and billing
  • Payroll
  • Project management 
  • Scheduling
  • Time tracking
  • Performance reporting

Deltek Ajera Pricing

Deltek Ajera doesn’t publish pricing on its website. Even baseline pricing isn’t publicly available. Subscription fees are customized based on several factors, likely to include users, integrations, customizations, and more. 

Learn more about Deltek Ajera.  

5. Trello

Trello is a collaboration tool that organizes projects into cards and boards. It’s highly versatile and customizable with more than 100 available integrations. Trello is designed for anyone, including design, engineering, and operations teams.

Trello Features

  • Project planning
  • Task management
  • To-do lists
  • Recurring tasks
  • Project templates
  • No-code automation

Trello Pricing

Trello offers a free plan, plus three paid subscription tiers that can be billed monthly or annually. Below are the annual subscription rates.

  • Standard: $5 per user per month, billed annually
  • Premium: $10 per user per month, billed annually
  • Enterprise: $17.50 per user per month, billed annually

Learn more about Trello.

6. Asana 

Asana is a work management platform that lets teams organize projects, tasks, and timelines. It can be adapted for a wide-range of use-cases, including service-based projects and plans.

Asana Features

  • Project dashboards
  • Project and task management
  • Project collaboration
  • Reporting
  • Workflows

Asana Pricing

Asana offers a free plan, plus three paid plans that can be billed monthly or annually. 

  • Premium: $10.99 per user per month, billed annually
  • Business: $24.99 per user per month, billed annually
  • Enterprise: Customized

Learn more about Asana.

7. monday.com

monday.com enables organizations of any size to plan, manage, and collaborate on basic projects and complex portfolios. The platform can be customized to suit any industry or team. 

monday.com Features

  • Project dashboards
  • Project templates
  • Workload view
  • Advanced integrations
  • Workflow automation

monday.com Pricing

monday.com offers a free plan, plus three annual subscription plans. 

  • Basic projects: $9 per seat per month, billed annually
  • Standard projects: $12 per seat per month, billed annually
  • Pro projects: $20 per seat per month, billed annually
  • Enterprise: Customized

Learn more about monday.com.

8. Microsoft Project 

Microsoft Project provides tailored work management solutions for individuals, teams, and enterprises. It’s designed to help project managers develop schedules, assign resources to tasks, track progress, manage budgets, and analyze workloads.

Microsoft Project Features

  • Project planning
  • Task management
  • Scheduling
  • Resource management
  • Power BI dashboards

Microsoft Project Pricing

  • Project Online Essentials: $10 per user per month
  • Project Online Professional: $30 per user per month
  • Project Online Premium: $55 per user per month

Learn more about Microsoft Projects.

9. Basecamp

Basecamp is a web-based project management and collaboration tool built for remote teams. The company prides itself on the product's infrastructure and design combined with great customer service.

Basecamp Features

  • Message boards
  • To-do lists
  • Scheduling
  • File sharing
  • Group chats

Basecamp Pricing

Basecamp offers a free plan and a paid plan with both monthly and annual pricing available. Pricing includes unlimited projects and unlimited users. Non-profits receive a discounted monthly rate. 

  • Basecamp Business: $99 per month or $999 per year
  • Basecamp for Non-Profits: $89 per month

Learn more about Basecamp

10. Notion

Notion is an all-in-one workspace that combines notes, docs, project management, and wikis so teams can better collaborate and get more done. It’s highly customizable and can be adapted for almost any use case. 

Notion Features

  • Project planning
  • To-do lists
  • Project templates
  • Document management
  • Knowledge sharing

Notion Pricing

Notion offers a free plan, plus two paid plans that can be billed monthly or annually as well as an enterprise subscription.

  • Personal Pro (for 1 user): $4 per month, billed annually
  • Team: $8 per user per month, billed annually
  • Enterprise: Customized

Learn more about Notion

Why Top Architect Firms Choose Mosaic

When it comes to project management software for architects, you can see there are a lot of choices. Some tools are suited for all industries and teams, while others are specifically designed for architects and engineers. 

Mosaic was purpose-built with architecture firms in mind. It combines the very best in project and resource management capabilities with advanced AI. It's the fastest and easiest way to assemble project teams, instantly accounting for skills, availability, location, and more to maximize efficiency. Plus, teams increase utilization by at least 3% when using Mosaic.

Some of the most successful architecture firms in the country—like Wallace Design Collective, Interwork Architects, and BCV Architecture & Interiors—are reaping the rewards of Mosaic’s project and resource planning software for architects.   

Wallace Design Collective

With 10 offices across the country and a team of more than 170 architects, engineers, and surveyors, Wallace Design Collective is ranked one of the top 50 EA firms in the nation. Leadership, project managers, and highly compensated project teams were losing hours each week trying to make sure everyone was allocated to projects and their calendars were full with billable client work. 

Gene Pillips implemented Mosaic in 2020 and was quickly impressed with the outcomes.

“A large part of what we do is getting the right person on the right job at the right time—and that can be difficult. Mosaic is the tool we use to solve that problem." —Gene Phillips, Principal

Outcomes

  • Enhanced communication to facilitate optimal project staffing and timing
  • Optimized team coordination to facilitate growth and scaling
  • Improved meeting efficiency

Read Wallace Design’s Full Story

Interwork Architects

Susan Reid—project manager-turned-partner at Interwork Architects—was using spreadsheets to manage projects and schedules across a semi-remote team of 20 people. No matter how meticulously she assigned work, Susan couldn’t avoid an unbalanced workload. Some people were overworked while others didn’t have enough. This simply didn’t align with the firm’s commitment for their team members to live balanced professional and personal lives. Plus, Susan was wasting 20–30 hours each week manipulating spreadsheets. So she turned to Mosaic. 

"Get Mosaic. It will change how you do things...It’s freedom from spreadsheets—and from time-consuming manual processes."—Susan Reid, Principal

Outcomes

  • Reduced time spent on resource planning by 15-25 hours per week
  • Improved collaboration and communication within the team across locations
  • Enhanced forecasting capabilities to determine staffing needs and enable strategic hiring

Read Interwork’s Full Story

BCV Architecture & Interiors

BCV Architecture & Interiors is an award-winning, boutique design firm that specializes in creating social spaces. As Associate Principal and Director of Operations, Colin Alley was responsible for managing project demands and staff availability to optimize project schedules. But he was trying to do all of this using the planning module in BCV’s accounting software. When that didn’t work, he switched to Excel, which left him trying to cobble things together. 

In 2021, Colin came across Mosaic. 

"Mosaic enables strategy, business operations, and conversations across all levels of the office. [It] helps us visualize how things are evolving and changing…[and lets us] weave the expectations of our clients with our ability to deliver."—Colin Alley, Associate Principal and Director of Operations

Outcomes

  • Optimized project start dates based on ideal staffing to improve client satisfaction 
  • Removed communication barriers within the team
  • Leveraged forecasting capabilities to identify market trends and strategically hire based on workload

Read BCV’s Full Story

Get a demo to see for yourself why Mosaic is the best project management tool for architecture firms, and use this ROI calculator to see how much more profitable your business will be with Mosaic. 

Charlotte Bohnett

Head of Marketing
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