OVERview ARCHI

Be in control of your projects task management to budgeting

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OVERview ARCHI

If you are a small or medium-sized architectural firm, you might not need a fully blown CRM. Or a CRM with Project Management capabilities. These platforms are great for complex operations with a dedicated data management team. They are generally hard to implement and keep current for a small practice.

The other option is to have many files, here and there, touching individual parts of your practice: Staff Evidence, Project Management Files, Timesheets for Staff and Freelancers, Bank Statements, and so on. The complex part starts when you want to have a global view of your practice or when you want to analyze any data correlation between different files.

OVERview ARCHI​ is the Google Sheets document that incorporates and interconnects Staff, Projects, Finance and Timesheets data altogether, offering you a complete OVERview of your practice.

a complete OVERview of your practice

How to use the file

Who is thIS FILE for?

Every small and medium architecture firm will find this a helpful file.
If you are looking to better view your financials, project performance, time allocations, and staffing, this file is what you need.
If you are looking for a complete CRM with Project Management capabilities, this might not be a suitable file for you.

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The main modules of the file

✔️ Add your employee’s & freelancers’ details.

✔️ In the Annual Salary column, enter the total cost for the employee (including taxes) to calculate a realistic hourly cost.

✔️ Add your project’s details only in the blue cells. All the white cells are calculated automatically.

✔️ If you are following the project evolution by stage, you can do so from Column U to the right of the table (the purple header section of the table). The Project Stages can be defined in the [Variables] TAB (up to 8 stages in the FREE version of the file).

✔️ When not needed, hide the client details columns by clicking on the MINUS “-” sign above the table. To make that information visible again, you will have to click on the PLUS “+” sign above the table.

NOTE:

🔸If you enter the same ID for more than one project, the cell will turn red. Select another ID for your project to ensure a proper project follow-up and general reporting

✔️ Pick the Employee Name and Project ID from the dropdowns. They are automatically generated from the TABS [Staff] and [Projects].

ATTENTION! Enter the hours in the format hh:mm. This will ensure an accurate way of accounting for the time spent on each project.

✔️ Define and follow up the tasks for each project and employee. If the initial Due Date for completion changes, add the new date in the column Updated Due Date.

✔️ Pick the Employee Name and Project ID from the dropdowns. They are automatically generated from the tabs [Staff] and [Projects].

NOTES:

🔸The overdue tasks will be highlighted in light red if both Due Date and Updated Due Date are in the past.

🔸You can always filter the To DO list by any of its columns on the table header (Line 3). The Remaining Days and Status can also be filtered by the color – check the product page for a short instruction on how to do this.

🔸Above the To DO table, you have the total number of tasks per each Status. This information is automatically populated based on the table information.

✔️ Enter the incomes and expenses only in the blue cells. All the white cells are calculated automatically.

✔️ Pick the Employee Name, Tax Category and Project ID from the dropdowns.

✔️ Enter the Employee Name only if you want to trace a specific expense or income to that person. As a best practice, you can fill in the Employee Name for the wages (or freelancer’s invoices)

✔️ Enter the Project ID if you want to track a specific income or expense per project. As a best practice, always assign the relevant costs per project. Leave the cell empty for your running costs that will get allocated for all the projects. This will accumulate all those costs in the Monthly Running Costs.

✔️ The incomes and expenses will be entered on the Amount column as follows:
– incomes = positive numbers
– expenses = negative numbers

NOTE:

🔸The Tax Categories can be defined on the [Variables] TAB

🔸The Employee Name and Project ID are automatically generated from the TABS [Staff] and [Projects].

🔸 If you enter any income or expense for a CLOSED project, a warning will be displayed at the end of the line.

✔️ Enter the expected monthly brut profit for the current year in the BUDGET column.

✔️ Enter the Start and End Month to visualize your INCOME versus your target BUDGET.

NOTE:

🔸The Actual Income and the Actual Expenses gather the information from the [Cashflow] TAB and generate the INCOME column by subtracting the expenses from the incomes.

✔️ Enter the Start Date and End Date to generate a Cashflow report as per the information gathered in the [Cashflow] TAB.

The information will be automatically filled in the table below and an Overview is generated as well.

✔️ Pick the Project ID number from the dropdown list.

✔️ Enter the Start Date and End Date to generate a timesheet report for the specified project as per the [Timesheet] TAB data.

The information will be automatically filled in the table below and an Overview is generated as well.

NOTES:

🔸The page’s title will automatically reflect the Project ID, Project Name and the selected period. This will make it easy if you need to print the information.

🔸In the PAID version, a special menu is available, enabling you to print the document excluding your internal costs (ready to be shared with the client)

✔️ Pick the Employee Name from the dropdown list.

✔️ Enter the Start Date and End Date to generate a timesheet report for the specified project as per the [Timesheet] TAB data.

The information will be automatically filled in the table below and an Overview is generated as well.

NOTES:

🔸The page’s title will automatically reflect the Employee Name and the selected period. This will make it easy if you need to print the information.

🔸In the PAID version, a special menu is available, enabling you to print the document excluding your internal costs (ready to be shared with the employee)

Here you can customize the dropdown menus across the entire Google Sheet document.

Are You Ready To Start?