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.
September 16, 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. Newforma
  3. Deltek Ajera and Vantagepoint
  4. Trello
  5. Asana
  6. Microsoft Project
  7. CMAP
  8. Replicon Polaris PSA
  9. Factor A/E
  10. BQE CORE

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

Website screenshot of Mosaic, top project management software for architecture firms

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. Newforma

Screenshot of Newforma website

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

3. Deltek Ajera and Vantagepoint

Screenshot of Deltek Vantagepoint website

Deltek offers two project management solutions: Deltek Ajera and Deltek Vantagepoint. Vantagepoint is the newer of the two products. Both offer integrated project management and accounting solutions, while Vantagepoint also offers CRM and pipeline management, plus improved business intelligence capabilities. Mosaic integrates with the Deltek product suite, including Ajera and Vantagepoint.

Deltek Vantagepoint Features

  • Project management 
  • Resource management
  • Contract management
  • Time and budget tracking
  • Team collaboration
  • Performance reporting
  • Invoicing
  • Financial dashboards

Deltek Ajera Features

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

Deltek Pricing

Deltek doesn’t publish pricing for either product on its website. Subscription fees are customized based on several factors, likely to include users, integrations, customizations, and more. 

Learn more about Ajera and Vantagepoint on the Deltek website.

4. Trello

Screenshot of Trello website

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.

5. Asana 

Screenshot of Asana's website

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.

6. Microsoft Project 

Website screenshot of Microsoft Projects

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.

7. CMap 

Website screenshot of CMap

CMap is a business management software built for professional services companies. The platform includes project management, financial management, CRM, HR tools, and more. It’s great for teams that need an all-in-one solution to win more work, execute projects faster, and make smarter business decisions.

CMap Features

  • Project templates
  • Project task management
  • Project timelines
  • Budget vs. actuals tracking
  • Microsoft Teams integration

CMap Pricing

CMap offers four different subscription plans: Starter, Growth, Pro, and Enterprise. Pricing is not available on its website. 

8. Replicon Polaris Professional Services Automation (PSA)

Website screenshot of Replicon Polaris

Replicon’s Polaris PSA helps firms optimize projects, resources, and finances. Organizations of all sizes use it to manage processes related to projects, costs, resources, billing, and profits.

Polaris PSA Features

  • Project management
  • Resource management
  • Client management
  • Time and expense tracking
  • Billing and financial management
  • Financial modeling

Polaris PSA Pricing

Polaris PSA appears to offer three subscription tiers, all for the same rate. But you can’t sign up through the website; you must speak to someone on the Polaris team to get started. 

  • Basic, Standard, or Complete: $29 per user per month  

9. Factor A/E

Website screenshot of Factor A/E

Factor A/E is an all-in-one business management platform built for architecture and engineering firms. Clients use it to manage projects, track time, generate invoices, and monitor organizational performance.

Factor A/E Features

  • Project management
  • Project templates
  • Task management
  • Resource scheduling
  • Time tracking
  • Invoicing
  • Capacity analysis
  • Reporting

Factor A/E Pricing

Subscriptions to Factor A/E start at $25 per user per month. There is a minimum one-time $500 implementation fee. 

10. BQE CORE 

Screenshot of BQE Core website

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.

BQE Core Features

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

BQE Core 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 about BQE Core

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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