ArchitectOS: Operating system for an architecture studio
ArchitectOS: A central operations hub for an architecture studio to manage projects, documentation, time tracking, inventory, finance, and performance reporting in one place.
The problem
The studio was juggling project details, handover deliverables, and leadership reporting across disconnected tools, and a dozen of spreadsheet. Every department had their own idea of what a good system for them is and ended up using different softwares for themselves. This resulted in a lack of insight into real project progress for the managers, issued with project updates requested by clients, miscommunication, time lost on searching for information, and money lost on the projects that vanished somewhere in some tool in the middle of the process due to a lack of clean handover.
- Project info lived in too many places (drives, spreadsheets, docs, local files, inboxes, slack, whatsapp, teams, trello, asana, todoist, zoho, monday and clickup)
- Handover packages were inconsistent from project to project
- Leadership reporting took manual work and was out of date and incomplete
- Team members couldn’t self-serve answers without asking around
The Solution
1 Single source of truth
for studio operations across every department, while still tailored to each team, so everyone can work in the way that best fits their workflow.
ArchitectOS was designed as a studio operating system: navigation first leading to connected databases and then departmental dashboards that make reporting and documentation automatic.
Navigation that matches how the studio works
A lightweight home page with an embedded Navigation database so the team can jump straight to projects, docs, and dashboards.
Reporting Dashboards for studio leadership
A dedicated dashboard with a Business Analytics view so leadership can review workload, pipeline signals, and project activity without rebuilding reports each week.
Documentation + handover, standardized
A structured documents area with reusable checklists (e.g. “As-Built Package & Handover Checklist”) to keep deliverables consistent and easy to audit.
The coolest features we’re proud of
Projects and tasks created, delegated and scheduled in one click.
Every closed opportunity can be turned into a project with tasks that are automatically delegated to the right team members and scheduled based on the project due date.
Native time-tracking feature
If you know Notion a bit, you know it doesn’t have a native time-tracking feature. Well… it turns out we built one. Just use the start and stop buttons on any task to track how long it took to complete. Formulas and charts handle monthly totals by project, client, and person.
Secure client portals using Notion’s most recent page-level permissions
Most client portals are built by people who aren’t aware of Notion’s permissions architecture, which can expose client data and even lead to lawsuits. Couldn’t be us. Our portals are fully secure, and each client only sees content related to them: projects, tasks, meeting notes, and documents.
Conditional coloring used for warnings
Every overdue tasks or project displayed in yellow. Any low-stock inventory item that needs to be reordered is highlighted in gray. Every missing field value crucial for a well-functioning system highlighted in gray.
Conclusion
ArchitectOS gives the studio a home base for project execution and leadership visibility.
Faster Reporting
Weekly reporting for every department with no manual compiling.
Real-time Client Updates
Secure client portals update in real time and require no extra effort from the team.
Self-selve
Anyone can find what they need to complete the project in one central system, without having to ask around.
Automated Processes
Project tasks created, delegated and scheduled automatically for every project.
Conclusion
The Notion financial dashboard provides complete visibility into business finances with zero manual calculation.
Automated Calculations
Custom formulas handle all mathematical operations, from simple totals to complex date-filtered aggregations for monthly and yearly summaries.
Centralized Data
Invoices, vendor information, payment status, and categorization all live in one workspace, eliminating scattered spreadsheets.
Real-Time Financial Tracking
All revenue and expenses are connected to a central Financial Statement that auto-calculates totals, balances, and time-based summaries.