Architect OS - Practice, Projects & RFI Tracker

A practice management system for solo and small-studio architects

Architectural practice is one of the most document-heavy disciplines in professional services. Drawings, specifications, contracts, consultant coordination, site visits, submittals, punchlists. Enterprise architectural practice management software exists, priced for firms with partners and admin staff. Solo architects and small studios are stuck running practice on CAD folders and a calendar.

Architecture Firm OS is a Notion workspace built for architects running a practice lean. Project management, consultant coordination, construction administration, client communication, financials, and the operational infrastructure that keeps a practice running while you are on site or at the drafting table.

What the system covers

Project tracker

Every project with phase, client, budget, fee schedule, key dates, design milestones. Phase-gated views from schematic design through construction administration.

Client and project documentation

Contracts, fee proposals, scope documents, change orders. One page per project holding every document reference.

Consultant and contractor directory

Structural, mechanical, electrical, plumbing, civil, landscape. Past collaborations, reliability notes, fee structures. The referral list that is your institutional memory.

Submittal and RFI log

Submittals received, reviewed, returned. RFIs issued, answered, closed. The paper trail construction administration requires and audits prove.

Site visit and punchlist

Site visit notes, photo references, observations, contractor follow-ups. Punchlist tracking through to substantial completion.

Time and fee tracking

Hours per project, per phase, versus budgeted fee. Profit margin per project. The honest view of which project types actually pay and which ones only look like they do.

Code and resource library

Local building codes, zoning notes, typical detail library, past specification excerpts. Reusable knowledge that speeds up the next project.

Marketing and business development

Leads, proposals out, interviews, awards, publications. The long cycle of how architectural work actually comes in.

Who this is for

Solo architects and small firms of two to eight people. Residential, commercial, or mixed practice. Architects who handle everything from business development through construction administration and need infrastructure that does not require an office manager.

What ships

• Notion workspace, one-click duplicate
• Connected databases for projects, consultants, submittals, RFIs, fees
• Site visit and punchlist templates
• Setup guide
• Lifetime updates