All companies are more or less equipped with accounting software and there are many. However, for architects what is interesting is to invoice automatically according to the progress of the project and the updated phases. Today, it is possible to automate this billing and accounting process.

Step 1: Get accounting software to dematerialize your invoices.

All standard accounting software Henry, Wise Where Quickbooks allow more or less the same actions:

  • Create and save customers

  • Create document templates

  • Create quotes and invoices (and ideally purchase orders)

  • Manage VAT (and different VAT rates)

  • Create your own units

  • Automatically number invoices (from a legal point of view, invoice numbers must follow each other, chronologically and without interruption: link to public service website).

Step 2: Subscribe to agency management software specifically designed for architects

In most cases, the entire step before the creation of invoices on your accounting software or by your accountant is done manually and often using Excel-type spreadsheets. It works very well but requires a lot of administrative work to keep these tables up to date. It can also happen to find errors because, the error is human. For any project, the common thread is generally the following: new project, fee proposal, creation of phases, creation of a schedule, choice of teams, progress of the project, invoicing according to progress, update of the budget … It is important to invoice clients according to the progress of projects and above all to invoice them on time, without falling behind. This is now possible. Creating OOTI, we have thought of everything. It is now possible to automatically generate your invoices according to the progress of your projects, but also to have your deposit and production invoices directly updated from a single platform.

Step 3: Set up a specific process

It is important to generate and manage your invoices in the same way each time and to create rules of regularity, quality and punctuality, this will ensure the confidence of the customer:

  • Choose the numbering of your invoices in chronological order (eg: YYMMxxxx) to comply with tax rules.

  • Choose labels that everyone should use (advance invoice, production invoice, etc.)

  • Invoicing must apply to all customers and suppliers

  • Set up a structured model

  • Respect the same formatting on all your invoices (logo, font, paragraphs, colors etc.)

  • Invoice according to your progress and send proof to the customer

  • The originals of the invoices must be sent very quickly to the customer

  • Copies should be retained, saved and filed (eg as PDF files)

Step 4: Get paid on time

Invoices must be systematically sent to the customer as soon as possible and payments must be recorded directly in your accounts, this will allow you to keep a real vision. Unpaid invoices must be subject to reminders and everyone must be responsible for recovering their services. This can be done manually but you can also use OOTI for your invoicing according to your progress and to be alerted in case of delay.

Step 5: Visualize the impact on your live margin

For this, each invoice must be well associated with certain phases of your project. This will allow you to see in real time the impact of costs and revenues on your margin. You will be able to analyze the stocks that have potentially made you lose money and the others that have made you gain. You will have the keys to adjust your processes for the next project.