What should a small firm look for?
- Fee tracking by stage against time spent, so profitability is visible.
- A way to see every project's status and next deadline on one screen.
- Drawing issue and approval records, or an easy way to link to them.
- Reasonable setup time: days, not months.
- Costs that scale sensibly with a team of 2 to 20.
Which kinds of tool exist?
| Type | Examples | Strengths | Watch out for |
|---|---|---|---|
| Dedicated architecture platforms | Monograph, BQE Core, Deltek Ajera, ArchiOffice | Fee-by-phase, time, invoicing, forecasting | Custom quotes or higher cost; opinionated structure |
| General task tools | Asana and similar | Task assignment, timelines, workload | Needs setup for architecture workflows |
| Flexible workspaces | Notion | Custom databases, knowledge, low cost | You design and maintain the structure |
| Document and markup tools | PDF review tools | Drawing review and markup | Not project management |
Independent roundups consistently place Monograph first for small firms that track fees by phase, BQE Core for firms wanting accounting bundled in, and Deltek products for larger firms. Rankings conflict and most reviewers are vendor-adjacent, so verify pricing and features with each vendor.
Where does Notion fit?
Notion suits firms that want to model their own process: projects, drawings, approvals, meetings, fees and knowledge in linked databases, at low cost. It is weaker where you need integrated time-to-invoice billing, resource forecasting across a large portfolio or formal document control.
A simple decision guide
| If your hardest job is | Start with |
|---|---|
| Knowing whether each project is making money | A dedicated platform with time and fee tracking |
| Coordinating who does what by when | A task tool, or a Tasks database in Notion |
| Running the whole practice your way, cheaply | Notion with a template or custom build |
| Reviewing drawings with consultants | A PDF markup tool alongside whichever you choose |
Frequently asked questions
- What is the best project management software for small architecture firms?
- Monograph is widely recommended for fee and time tracking; BQE Core if you want accounting bundled; Notion or a task tool for flexible, low-cost coordination.
- Do small firms need dedicated architecture software?
- Not always. Firms without complex fee tracking often manage with a flexible workspace and accounting software.
- Can Notion replace Monograph?
- For internal tracking, partly. It does not provide integrated time-to-invoice billing or resource forecasting.
- How much does architecture software cost?
- Many vendors quote on request; compare current pricing and check what team size is included.
- How long does setup take?
- A workspace can be running in days; dedicated platforms may need onboarding and data migration.
Sources
Keep reading
- ComparisonsA Monograph alternative for architects: when switching to Notion makes senseIs Notion a Monograph alternative? What each does, what you give up on fees and forecasting, what you gain, and how to move without losing data.3 min read · 17 October 2026
- ComparisonsNotion vs Asana for architectural consultantsNotion vs Asana compared for architectural consultants: tasks, timelines, databases, knowledge, pricing and which suits a small specialist practice.3 min read · 17 October 2026
- Running a practiceHow architects can use Notion to manage their practiceA practical guide to running an architecture practice in Notion: projects, phases, drawing registers, approvals, meetings, fees and a weekly routine.5 min read · 17 October 2026