Bookkeeping for Architecture Firms

Running an architecture firm means managing project profitability, tracking billable hours across multiple systems, and juggling fixed fees, retainers, and variations. Your team focuses on design—but bookkeeping chaos holds you back. Smart Mate Bookkeeping solves this specifically for architecture firms. We see what you're doing. We know your challenges. We build solutions that actually work.

Pick your path. Get clarity on profit per project. Move forward without the spreadsheet stress.

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Three Pain Points That Are Costing You

The average bookkeeper doesn't understand architecture firm accounting. Here are the three challenges we solve:

Project Costing & Profitability

You bid on a project thinking 30% margin. But when it's done, you can't tell if you actually hit it. Hours overran. Change orders appeared. What did this project cost?

Billable Hours & Time Tracking

Your team tracks hours in different systems. Project management software. Timesheets. Spreadsheets. When it's time to invoice, hours don't match what you billed.

Project Management & Multiple Revenue Streams

Fixed-fee projects, hourly, retainers, variations. Managing all this in spreadsheets is chaos. You're probably not capturing all your billable time.

Three Ways to Fix Your Bookkeeping

Every firm is different. Pick the path that works for you.

We'll Manage It

$1,200–$2,750/month

3-month minimum

Full monthly bookkeeping management
Project costing tracking
Billable hours management & invoicing
Retainer & change order processing
Monthly reports
Quarterly check-in calls

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I'll Learn It

$497 one-time

Self-paced course using Xero

6 modules, 20+ videos
Project costing & profitability
Xero setup for architecture
Billable hours workflows
Downloadable templates
Lifetime access

Enroll Now

We'll Set It Up ⭐

$4,500 one-time

3–4 weeks, complete AI & Xero setup

Complete AI & Xero implementation
Xero configured for architecture
Project costing system
Automated billable hours workflows
30-day post-setup support
Team training & documentation

Request Setup

What Happens During Your Setup

Week 1: Discovery & Assessment

We learn about your project types, billing model, team size, and pain points. You leave with a Setup Roadmap.

Weeks 2–3: Implementation

Xero Setup: Chart of accounts optimized for architecture. AI Automation: Claude analyzes billable hours, matches to project revenue, calculates profit per project. Weekly Reports: Project profitability dashboard. Automated Workflows: Time tracking → invoices. Retainer management with automated status reports.

Week 4: Training & Handover

Live video training. Recorded videos. Step-by-step documentation. 30-day support window (email/Slack, 24-hour response).

Real Outcome

Before: No project profitability data. Hours in 3 systems. 2 days/week invoicing. 6+ unclear projects.

After: Weekly profit reports. Single source of truth. 2 hours/week invoicing. Dashboard clarity on every project.

Module 1: Architecture Firm Accounting Fundamentals

Why architecture bookkeeping is different. Project-based costing. Billable hours. Revenue recognition.

Module 2: Xero Setup for Architecture

Chart of accounts. Project tracking. Bank feeds. Dashboards configured for billable hours and project profitability.

Module 3: Project Costing & Profitability

Calculate costs per project. Understand margins. Price future projects correctly. Run profit reports by project.

Module 4: Billable Hours & Time Tracking

Manage hours across systems. Reconcile hours to invoices. Understand over/under hours. Set up automated workflows.

Module 5: Retainers, Change Orders & Variations

Manage retainer credits. Track change order approvals. Handle scope variations. Automate status reporting.

Module 6: AI Tools for Architecture Bookkeeping

ChatGPT for project analysis. Automation scripts. Excel templates. Practical examples from real firms.

Why Smart Mate Bookkeeping?

We specialize in architecture firms. We understand project-based costing, billable hours, fixed-fee/retainer interactions. We use AI strategically. Claude + automation: hour reconciliation, profit calculations, invoice generation. We build for growth. Systems that scale as your practice grows. We build for actual workflow. Not generic templates — customized for how architecture practices actually work. We stay available. 30-day support window + documentation.

"We used Smart Mate Bookkeeping in the setup of our firm's systems. Neha and her team set up our Xero account, financial structure, payroll, GST. Customized training so I could hit the ground running. Submitting my first BAS was a piece of cake. I highly recommend them." — Practice Owner, Melbourne

What Our Clients Say

"Neha provided me with valuable knowledge and the resources I needed to start managing my firm using Xero. Her friendly approach and clear communication filled me with confidence that I am in very capable hands."

Architecture Firm Manager

Sydney

"We used Smart Mate Bookkeeping to set up our firm's systems. Neha set up Xero, our financial structure, payroll, and GST. She customized training so I could hit the ground running. Submitting my first BAS was easy. Highly recommend."

Practice Owner

Melbourne

Frequently Asked Questions

I have no bookkeeping experience. Is the course for me?

How long does the course take?

With Path C, what happens after the 30-day support period?

Can I upgrade from Path B (course) to Path C (setup) later?

I'm not ready for outsourcing and don't want to learn. Is there an option?

We use a project management system for hours. Will it integrate with Xero?

Do you help with data migration from our old system?

We only need help with one thing (e.g., just project costing). Can we do that?

You don't have to figure this out alone.