Architecture Firm Management connects design billing milestones to client accounting documents. Each milestone records the project, drawing revision, accepted date and fee, with a parent document that carries the client and responsible team member.
Approval conditions
| Project | Drawing revision | Fee USD | Accepted at | Status | Revision | |
|---|---|---|---|---|---|---|
| Cedar Square atrium renovation | Drawing revision A | 510 | 23 Oct | Submitted | 940 | |
| South library addition | Drawing revision B | 170 | 30 Oct | Submitted | 380 | |
| North Quay clinic fit-out | Drawing revision C | 230 | 01 Nov | Submitted | 180 | |
| Harbor apartments phase two | Drawing revision D | 20 | 02 Nov | Submitted | 740 | |
| Willow school science wing | Drawing revision E | 930 | 23 Oct | Submitted | 650 |
Practice Principal decides whether the submitted design milestone supports the fee.
Every feature works on the same records. Pick one to see the screen your team works in.
Connect the accepted drawing revision and project fee to the client document.
Accounting documents
| Record number | Counterparty | Document type | Gross amount USD | Posting date | Posted at | |
|---|---|---|---|---|---|---|
| AD-21606 | Cedar Square Developments | Invoice | 580 | 10 Oct | 12 Oct | |
| AD-23195 | Eastbank Civic Partners | Credit | 520 | 13 Oct | 14 Oct | |
| AD-31708 | Harbor Point Property Group | Expense | 770 | 12 Oct | 16 Oct | |
| AD-13177 | Harbor Point Property Group | Adjustment | 570 | 11 Oct | 15 Oct | |
| AD-64790 | Cedar Square Developments | Invoice | 320 | 10 Oct | 14 Oct |
Prepare fee documents and line amounts with a named owner and a recorded review.
Close waits for the finance manager
| Record number | Subject | Counterparty | Gross amount USD | Revision | Owner | |
|---|---|---|---|---|---|---|
| AD-89218 | Atrium concept design invoice | Eastbank Civic Partners | 800 | 490 | Maya Haddad | |
| AD-36290 | South library milestone invoice | Eastbank Civic Partners | 660 | 280 | Rosa Dominguez | |
| AD-36825 | Cedar clinic credit memo | Harbor Point Property Group | 950 | 720 | Nia Okafor | |
| AD-86685 | Harbor apartments design fee | Ridgewater Hospitality | 900 | 850 | Owen Brooks | |
| AD-27022 | Willow school site review invoice | Cedar Square Developments | 670 | 300 | Rosa Dominguez |
Keep client identity, practice organization and document ownership consistent.
Business partners
| Name | Code | Contact name | Address | Eligibility note | Organization | |
|---|---|---|---|---|---|---|
| Cedar Square Developments | CLIENT-001 | Isabel Navarro | 18 Willow Quay, Suite 4 | Active client agreement on file | Northline Urban Design | |
| Harbor Point Property Group | CLIENT-002 | Omar Rahman | 204 Cedar Street | Billing contact confirmed | Northline West Office | |
| Willow School Trust | VENDOR-014 | Sofia Chen | 77 North Harbor Road | Tax details verified | Northline Interiors | |
| Ridgewater Hospitality | CLIENT-003 | Daniel Okeke | 11 Ridgewater Plaza | Master services agreement current | Northline West Office | |
| Eastbank Civic Partners | VENDOR-021 | Leila Costa | 315 Eastbank Avenue | Design scope approved | Northline West Office |
Keep the reviewed document revision, decision reason and supporting file together.
Review decisions
| Parent | Source revision | Decision | Reviewer | Decided at | Reason | |
|---|---|---|---|---|---|---|
| Stonebridge studio retainer | 950 | Approve | Rosa Dominguez | 18 Oct | Client approved schematic drawings | |
| Eastbank permit set invoice | 480 | Return | Owen Brooks | 18 Oct | Fee matches signed milestone schedule | |
| Ridgewater lobby refit invoice | 480 | Approve | Ethan Park | 17 Oct | Drawing revision requires review | |
| Ridgewater lobby refit invoice | 360 | Return | Arjun Mehta | 11 Oct | Credit agreed for reduced scope | |
| South library milestone invoice | 500 | Approve | Owen Brooks | 13 Oct | Receipt verified against bank feed |
Review journal balance and accounting period before recording a posted fee.
Approval waits for the finance manager
| Document | Period | Posting date | Status | Operation key | |
|---|---|---|---|---|---|
| Eastbank permit set invoice | March 2026 | 15 Oct | Draft | invoice-post-2026-041 | |
| South library milestone invoice | April 2026 | 11 Oct | Draft | cash-apply-2026-042 | |
| Atrium concept design invoice | May 2026 | 11 Oct | Draft | journal-post-2026-043 | |
| Ridgewater lobby refit invoice | March 2026 | 09 Oct | Draft | credit-issue-2026-044 | |
| Willow school site review invoice | March 2026 | 15 Oct | Draft | receipt-match-2026-045 |
Match verified client receipts to fee documents and explain unapplied money.
Cash receipts
| Provider event ID | Partner | Amount USD | Received at | Verified | |
|---|---|---|---|---|---|
| BANK-2026-0412 | Harbor Point Property Group | 750 | 09 Oct | ||
| BANK-2026-0413 | Stonebridge Retail Co. | 740 | 11 Oct | ||
| BANK-2026-0414 | Willow School Trust | 780 | 10 Oct | ||
| BANK-2026-0415 | Harbor Point Property Group | 350 | 22 Oct | ||
| BANK-2026-0416 | Cedar Square Developments | 190 | 18 Oct |
Accepted design to reconciled fee ships ready to use. 2 steps need a named approval before the work moves on: Approve milestone (Practice Principal) and Approve document (Finance Manager).
Record the accepted drawing issue, project and fee.
Review the design evidence and decide whether it supports billing.
Prepare the client document and its fee lines.
Review the current charge and record the financial decision.
Confirm the approved journal and its posting result.
Match verified client money and reconcile the remaining amount.
Open any design billing milestone to see the roles that work on it, its process stages and its approvals on one page.
Drawing revision, Fee USD, Accepted at and Revision.
Records linked to this design billing milestone.
Project Architect, Practice Principal and Billing Coordinator, each with their own permissions.
Prepare milestone and Prepare fee document, with the role that acts.
Approve milestone and Approve document, with who decides.
Drawing revision A · Submitted
Signed in as Practice Principal
| Decision | Approver | |
|---|---|---|
| Approve milestoneReview the design evidence and decide whether it supports billing. | Practice Principal | |
| Approve documentReview the current charge and record the financial decision. | Finance Manager | |
| Approve design billing milestones | Practice Principal | |
| Approve accounting documents, journal entries, accounting periods | Finance Manager |
Everyone opens Architecture Firm Management to the work that is theirs. Pick a role to see what it starts with.
Configures practice access and maintains organization and staff identities without substituting for business approval.
Prepares project milestone and drawing revision evidence for the practice's billing review.
This is the first screen this role sees.
Design billing milestones · Project Architect
| Project | Drawing revision | Fee USD | Accepted at | Status | Revision | |
|---|---|---|---|---|---|---|
| Cedar Square atrium renovation | Drawing revision A | 510 | 23 Oct | Submitted | 940 | |
| South library addition | Drawing revision B | 170 | 30 Oct | Submitted | 380 | |
| North Quay clinic fit-out | Drawing revision C | 230 | 01 Nov | Submitted | 180 | |
| Harbor apartments phase two | Drawing revision D | 20 | 02 Nov | Submitted | 740 | |
| Willow school science wing | Drawing revision E | 930 | 23 Oct | Submitted | 650 |
Decides whether submitted design milestone evidence supports the agreed fee.
This is the first screen this role sees.
Design billing milestones · Practice Principal
| Project | Drawing revision | Fee USD | Accepted at | Status | Revision | |
|---|---|---|---|---|---|---|
| Cedar Square atrium renovation | Drawing revision A | 510 | 23 Oct | Submitted | 940 | |
| South library addition | Drawing revision B | 170 | 30 Oct | Submitted | 380 | |
| North Quay clinic fit-out | Drawing revision C | 230 | 01 Nov | Submitted | 180 | |
| Harbor apartments phase two | Drawing revision D | 20 | 02 Nov | Submitted | 740 | |
| Willow school science wing | Drawing revision E | 930 | 23 Oct | Submitted | 650 |
Prepares client fee documents and line items and resolves returned billing evidence.
This is the first screen this role sees.
Design billing milestones · Billing Coordinator
| Project | Drawing revision | Fee USD | Accepted at | Status | Revision | |
|---|---|---|---|---|---|---|
| Cedar Square atrium renovation | Drawing revision A | 510 | 23 Oct | Submitted | 940 | |
| South library addition | Drawing revision B | 170 | 30 Oct | Submitted | 380 | |
| North Quay clinic fit-out | Drawing revision C | 230 | 01 Nov | Submitted | 180 | |
| Harbor apartments phase two | Drawing revision D | 20 | 02 Nov | Submitted | 740 | |
| Willow school science wing | Drawing revision E | 930 | 23 Oct | Submitted | 650 |
Reviews financial documents and journals and owns accounting period reconciliation.
This is the first screen this role sees.
Journal entries · Finance Manager
| Document | Period | Posting date | Status | Operation key | |
|---|---|---|---|---|---|
| Eastbank permit set invoice | March 2026 | 15 Oct | Draft | invoice-post-2026-041 | |
| South library milestone invoice | April 2026 | 11 Oct | Draft | cash-apply-2026-042 | |
| Atrium concept design invoice | May 2026 | 11 Oct | Draft | journal-post-2026-043 | |
| Ridgewater lobby refit invoice | March 2026 | 09 Oct | Draft | credit-issue-2026-044 | |
| Willow school site review invoice | March 2026 | 15 Oct | Draft | receipt-match-2026-045 |
Verifies receipt evidence and applies confirmed client cash to the intended documents.
This is the first screen this role sees.
Accounting documents · Cash Specialist
| Record number | Counterparty | Document type | Gross amount USD | Posting date | Posted at | |
|---|---|---|---|---|---|---|
| AD-21606 | Cedar Square Developments | Invoice | 580 | 10 Oct | 12 Oct | |
| AD-23195 | Eastbank Civic Partners | Credit | 520 | 13 Oct | 14 Oct | |
| AD-31708 | Harbor Point Property Group | Expense | 770 | 12 Oct | 16 Oct | |
| AD-13177 | Harbor Point Property Group | Adjustment | 570 | 11 Oct | 15 Oct | |
| AD-64790 | Cedar Square Developments | Invoice | 320 | 10 Oct | 14 Oct |
Explain milestone fees, posted documents, applied cash and unresolved operations.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 39 | ||
| Submitted | 7 | 18% | |
| Approved | 3 | 43% | |
| Rejected | 1 | 33% |
Sample totals per stage
Which design fees remain Submitted, and which have reached Approved or Completed?
What invoice, credit, expense and adjustment value sits with each client and document state?
How much of each posted invoice has been covered by active cash applications?
Which confirmed receipts still have money available for matching?
Do the debit and credit totals explain the selected period's posted position?
Which document revision was reviewed, by whom and for what reason?
Which actions remain pending or need investigation after failure?
Which accepted drawing issue and supporting files explain a milestone's fee?
See how Architecture Firm Management fits your kind of team.
Keep homeowner design acceptance and staged fee billing connected.
Review design-stage fees for developer and corporate clients with clear counterparty evidence.
Keep practice organizations, client fees and period reconciliation in their intended scope.
Each stage of accepted design to reconciled fee names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare design billing questions and configuration changes with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 16 tablesStart with one team and one process, then add the rest once the basics are running.
Practice Principal selects the design stage and acceptance evidence used in the pilot. Finance Manager agrees the fee basis, USD amounts and accounting source of truth. Identify the CAD workspace and any bank or accounting connections to set up.
Admin maps staff users and practice organizations. Billing Coordinator checks partner codes, contact details and document ownership. Finance Manager supplies the chart of accounts and period calendar.
Agree milestone approval, document review and the journal reviewer arrangement. Define how a revised drawing issue or fee returns to review and how attachment visibility is applied.
Submit an accepted drawing milestone, prepare its invoice and review the current revision. Post a balanced journal in an Open period, then apply a partial verified receipt and explain the remaining amount.
Repeat with changed acceptance evidence, a returned invoice, an unbalanced journal and a duplicate receipt event. Compare source balances and confirm access using ordinary staff accounts before the pilot team starts live work.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Architecture Firm Management for your business. Pilot an accepted drawing milestone, its client invoice and a verified partial payment. Agree the review owners and reconcile the journal before expanding the client set.
Project Architect records the drawing revision, project, accepted date and fee on the milestone. Attach the supporting acceptance evidence to its parent document so Practice Principal and Billing Coordinator can follow the same fee basis.
Practice Principal reviews the submitted milestone and decides whether the accepted design evidence supports the fee. Record the decision date and retain the evidence before Billing Coordinator prepares the charge.
Check whether the new issue changes the accepted fee basis. Retain the earlier evidence, update the milestone revision as appropriate and obtain the applicable fresh decision before preparing the revised charge.
Yes. Finance Manager can record a Return decision with a reason against the current document revision. Billing Coordinator corrects the Draft document and submits it for another review.
Set up a connection or agreed export handoff with the practice's CAD workspace. Keep the accepted drawing issue and billing evidence with the client document, using a clear title and the appropriate file visibility.
Cash Specialist applies a verified receipt to the intended invoice and retains the remaining invoice amount. Money beyond that amount remains unapplied until the next matching decision is clear.
Use the provider event reference to find the original receipt and reconcile its applications before proceeding. Rehearse repeated delivery during connection setup so the team can distinguish an existing confirmation from new money.
Operations Overview brings posted value, ledger balance, pending decisions and failed operations into the user's authorized fee-document scope. Open the underlying records when explaining a balance or making an approval decision.
Agree the USD basis with Finance Manager before importing monetary records. Set up any conversion in the connected accounting process and retain the source amount and conversion evidence with the relevant billing material.
Start free, then use Proto to change fields, steps and approvals before your team goes live.