Architecture Firm Studio
Small and mid-sized architecture practices
Clients, design phases, drawing sets, RFIs and submittals for an architecture firm.
Use this templateArchitecture Firm Studio
Run every commission from one page: clients, projects by design phase, the drawing sets due, RFIs and submittals waiting on the office, and hours against budget. Open the Dashboard on Monday, check Days to permit submission on every project, and clear the RFIs older than a week first.
Dashboard
Phases and exit checks
Handling RFIs and submittals
Time and fee tracking
Site visit checklist
Clients
The owners and developers the firm designs for.
| Client | Status | Client type | Contact email | First project | Principal in charge | Added |
|---|---|---|---|---|---|---|
| Rosalind and Edmund Carrow | Current | carrow.house@mailpost.net | Apr 1, 2026 | Leopold Vanterpool | — | |
| Greenmount Development Co. | Current | projects@greenmountdev.net | Feb 25, 2025 | Leopold Vanterpool | — | |
| Elmwood Bakery Collective | Current | hello@elmwoodbakery.net | Jul 20, 2026 | Anjali Rosenthal-Voss | — | |
| Lakeview Montessori School | Current | board@lakeviewmontessori.net | Sep 13, 2025 | Leopold Vanterpool | — | |
| Hollis Wakeham | Past | hollis.w@mailpost.net | Oct 14, 2023 | Anjali Rosenthal-Voss | — | |
| Tamarack Credit Union | Prospect | facilities@tamarackcu.net | — | Leopold Vanterpool | — |
Projects
Each commission, tracked through the design phases to completion.
| Project | Phase | Type | Site | Design fee (USD) | Hours budgeted | Started |
|---|---|---|---|---|---|---|
| Carrow lakehouse addition | Construction documents | 41 Shoreline Drive | $68,000 | 820 | Mar 22, 2026 | |
| Greenmount Lofts, Building B | Design development | 200 Mill Street | $215,000 | 2,600 | Dec 22, 2025 | |
| Elmwood Bakery fit-out | Construction administration | 18 Main Street | $34,000 | 420 | May 21, 2026 | |
| Lakeview classroom wing | Permitting | 55 Pine Hill Road | $142,000 | 1,800 | Oct 3, 2025 | |
| Wakeham cottage renovation | Handed over | 9 Orchard Lane | $22,000 | 300 | May 1, 2024 | |
| Tamarack branch feasibility | Pre-design | 310 Route 7 | $9,000 | 110 | Oct 8, 2026 |
Drawing sets
The sets issued at each phase, with their review status.
| Drawing set | Status | Issued for | Due | Issued on | Project | Drafter |
|---|---|---|---|---|---|---|
| Carrow addition: permit set | Drafting | Nov 7, 2026 | — | Carrow lakehouse addition | Tobias Ekwueme | |
| Carrow addition: pricing set | Issued | Sep 18, 2026 | Sep 20, 2026 | Carrow lakehouse addition | Tobias Ekwueme | |
| Greenmount B: design development set | Internal review | Oct 23, 2026 | — | Greenmount Lofts, Building B | Caspian Mbeki | |
| Elmwood fit-out: revised plans | Issued | Sep 13, 2026 | Sep 14, 2026 | Elmwood Bakery fit-out | Tobias Ekwueme | |
| Lakeview wing: permit set resubmission | Drafting | Oct 15, 2026 | — | Lakeview classroom wing | Tobias Ekwueme | |
| Lakeview wing: bid set | Not started | Dec 17, 2026 | — | Lakeview classroom wing | Tobias Ekwueme | |
| Tamarack: concept diagrams | Drafting | Oct 30, 2026 | — | Tamarack branch feasibility | Caspian Mbeki | |
| Wakeham cottage: as-built set | Issued | Aug 19, 2024 | Aug 24, 2024 | Wakeham cottage renovation | Tobias Ekwueme |
RFIs
Requests for information from the contractor, with who owes the answer.
| RFI | Status | Raised | Answer due | Project | Answering | Assigned to |
|---|---|---|---|---|---|---|
| Confirm slab thickness at the bakery oven pad | Open | Oct 13, 2026 | Oct 20, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Conflict between duct run and beam at gridline C | Open | Oct 9, 2026 | Oct 16, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Window rough opening size on the east wall | Answered | Sep 28, 2026 | Oct 1, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Alternate flooring in the quiet room | Closed | Sep 3, 2026 | Sep 8, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Fire rating of the stair enclosure | Open | Oct 15, 2026 | Oct 22, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | @installer |
| Roof drain location versus clerestory | Open | Oct 17, 2026 | Oct 24, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | — |
| Verify setback at the north property line | Answered | Oct 4, 2026 | Oct 8, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss | @installer |
| Elevator pit depth for Building B | Open | Oct 12, 2026 | Oct 19, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss | — |
Submittals
Product data and shop drawings submitted for review.
| Submittal | Status | Spec section | Arrived on | Review due | Project | Reviewer |
|---|---|---|---|---|---|---|
| Commercial oven and exhaust hood data | In review | 11400 | Oct 14, 2026 | Oct 21, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Storefront glazing shop drawings | Logged | 08410 | Oct 17, 2026 | Oct 24, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Floor finish samples | Approved | 09650 | Sep 23, 2026 | Sep 30, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Light fixture schedule | Revise and resubmit | 26510 | Oct 6, 2026 | Oct 13, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Roof membrane product data | Logged | 07540 | Oct 16, 2026 | Oct 23, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss |
| Structural steel shop drawings | In review | 05120 | Oct 10, 2026 | Oct 13, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss |
| Window units data sheets | Approved | 08520 | Sep 8, 2026 | Sep 15, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss |
Time entries
Hours logged against projects, the source of every hours-used figure.
| Task | Date | Hours | Project | Person | Added |
|---|---|---|---|---|---|
| Permit set coordination | Oct 17, 2026 | 6 | Carrow lakehouse addition | Anjali Rosenthal-Voss | — |
| Wall sections and details | Oct 16, 2026 | 7 | Carrow lakehouse addition | Tobias Ekwueme | — |
| Design development models | Oct 17, 2026 | 6.5 | Greenmount Lofts, Building B | Caspian Mbeki | — |
| RFI responses and site visit | Oct 16, 2026 | 5 | Elmwood Bakery fit-out | Wren Halloran | — |
| Permit comments response | Oct 15, 2026 | 4.5 | Lakeview classroom wing | Anjali Rosenthal-Voss | — |
| Resubmission drawings | Oct 15, 2026 | 7 | Lakeview classroom wing | Tobias Ekwueme | — |
| Feasibility massing study | Oct 14, 2026 | 5 | Tamarack branch feasibility | Caspian Mbeki | — |
| Client meeting and notes | Oct 13, 2026 | 2 | Greenmount Lofts, Building B | Leopold Vanterpool | — |
Where every commission stands.
| Project | Phase | Type | Site | Design fee (USD) | Hours budgeted | Started |
|---|---|---|---|---|---|---|
| Carrow lakehouse addition | Construction documents | 41 Shoreline Drive | $68,000 | 820 | Mar 22, 2026 | |
| Greenmount Lofts, Building B | Design development | 200 Mill Street | $215,000 | 2,600 | Dec 22, 2025 | |
| Elmwood Bakery fit-out | Construction administration | 18 Main Street | $34,000 | 420 | May 21, 2026 | |
| Lakeview classroom wing | Permitting | 55 Pine Hill Road | $142,000 | 1,800 | Oct 3, 2025 | |
| Wakeham cottage renovation | Handed over | 9 Orchard Lane | $22,000 | 300 | May 1, 2024 | |
| Tamarack branch feasibility | Pre-design | 310 Route 7 | $9,000 | 110 | Oct 8, 2026 |
| RFI | Status | Raised | Answer due | Project | Answering | Assigned to |
|---|---|---|---|---|---|---|
| Confirm slab thickness at the bakery oven pad | Open | Oct 13, 2026 | Oct 20, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Conflict between duct run and beam at gridline C | Open | Oct 9, 2026 | Oct 16, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Window rough opening size on the east wall | Answered | Sep 28, 2026 | Oct 1, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Alternate flooring in the quiet room | Closed | Sep 3, 2026 | Sep 8, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Fire rating of the stair enclosure | Open | Oct 15, 2026 | Oct 22, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | @installer |
| Roof drain location versus clerestory | Open | Oct 17, 2026 | Oct 24, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | — |
| Verify setback at the north property line | Answered | Oct 4, 2026 | Oct 8, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss | @installer |
| Elevator pit depth for Building B | Open | Oct 12, 2026 | Oct 19, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss | — |
| Submittal | Status | Spec section | Arrived on | Review due | Project | Reviewer |
|---|---|---|---|---|---|---|
| Commercial oven and exhaust hood data | In review | 11400 | Oct 14, 2026 | Oct 21, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Storefront glazing shop drawings | Logged | 08410 | Oct 17, 2026 | Oct 24, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Floor finish samples | Approved | 09650 | Sep 23, 2026 | Sep 30, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Light fixture schedule | Revise and resubmit | 26510 | Oct 6, 2026 | Oct 13, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Roof membrane product data | Logged | 07540 | Oct 16, 2026 | Oct 23, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss |
| Structural steel shop drawings | In review | 05120 | Oct 10, 2026 | Oct 13, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss |
| Window units data sheets | Approved | 08520 | Sep 8, 2026 | Sep 15, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss |
| Task | Date | Hours | Project | Person | Added |
|---|---|---|---|---|---|
| Permit set coordination | Oct 17, 2026 | 6 | Carrow lakehouse addition | Anjali Rosenthal-Voss | — |
| Wall sections and details | Oct 16, 2026 | 7 | Carrow lakehouse addition | Tobias Ekwueme | — |
| Design development models | Oct 17, 2026 | 6.5 | Greenmount Lofts, Building B | Caspian Mbeki | — |
| RFI responses and site visit | Oct 16, 2026 | 5 | Elmwood Bakery fit-out | Wren Halloran | — |
| Permit comments response | Oct 15, 2026 | 4.5 | Lakeview classroom wing | Anjali Rosenthal-Voss | — |
| Resubmission drawings | Oct 15, 2026 | 7 | Lakeview classroom wing | Tobias Ekwueme | — |
| Feasibility massing study | Oct 14, 2026 | 5 | Tamarack branch feasibility | Caspian Mbeki | — |
| Client meeting and notes | Oct 13, 2026 | 2 | Greenmount Lofts, Building B | Leopold Vanterpool | — |
RFIs overdue
| RFI | Status | Raised | Answer due | Project | Answering | Assigned to |
|---|---|---|---|---|---|---|
| Confirm slab thickness at the bakery oven pad | Open | Oct 13, 2026 | Oct 20, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Conflict between duct run and beam at gridline C | Open | Oct 9, 2026 | Oct 16, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Window rough opening size on the east wall | Answered | Sep 28, 2026 | Oct 1, 2026 | Elmwood Bakery fit-out | Wren Halloran | @installer |
| Alternate flooring in the quiet room | Closed | Sep 3, 2026 | Sep 8, 2026 | Elmwood Bakery fit-out | Wren Halloran | — |
| Fire rating of the stair enclosure | Open | Oct 15, 2026 | Oct 22, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | @installer |
| Roof drain location versus clerestory | Open | Oct 17, 2026 | Oct 24, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss | — |
| Verify setback at the north property line | Answered | Oct 4, 2026 | Oct 8, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss | @installer |
| Elevator pit depth for Building B | Open | Oct 12, 2026 | Oct 19, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss | — |
Submittals due this week
| Submittal | Status | Spec section | Arrived on | Review due | Project | Reviewer |
|---|---|---|---|---|---|---|
| Commercial oven and exhaust hood data | In review | 11400 | Oct 14, 2026 | Oct 21, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Storefront glazing shop drawings | Logged | 08410 | Oct 17, 2026 | Oct 24, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Floor finish samples | Approved | 09650 | Sep 23, 2026 | Sep 30, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Light fixture schedule | Revise and resubmit | 26510 | Oct 6, 2026 | Oct 13, 2026 | Elmwood Bakery fit-out | Wren Halloran |
| Roof membrane product data | Logged | 07540 | Oct 16, 2026 | Oct 23, 2026 | Lakeview classroom wing | Anjali Rosenthal-Voss |
| Structural steel shop drawings | In review | 05120 | Oct 10, 2026 | Oct 13, 2026 | Greenmount Lofts, Building B | Anjali Rosenthal-Voss |
| Window units data sheets | Approved | 08520 | Sep 8, 2026 | Sep 15, 2026 | Carrow lakehouse addition | Anjali Rosenthal-Voss |
Drawing sets due in 14 days
| Drawing set | Status | Issued for | Due | Issued on | Project | Drafter |
|---|---|---|---|---|---|---|
| Carrow addition: permit set | Drafting | Nov 7, 2026 | — | Carrow lakehouse addition | Tobias Ekwueme | |
| Carrow addition: pricing set | Issued | Sep 18, 2026 | Sep 20, 2026 | Carrow lakehouse addition | Tobias Ekwueme | |
| Greenmount B: design development set | Internal review | Oct 23, 2026 | — | Greenmount Lofts, Building B | Caspian Mbeki | |
| Elmwood fit-out: revised plans | Issued | Sep 13, 2026 | Sep 14, 2026 | Elmwood Bakery fit-out | Tobias Ekwueme | |
| Lakeview wing: permit set resubmission | Drafting | Oct 15, 2026 | — | Lakeview classroom wing | Tobias Ekwueme | |
| Lakeview wing: bid set | Not started | Dec 17, 2026 | — | Lakeview classroom wing | Tobias Ekwueme | |
| Tamarack: concept diagrams | Drafting | Oct 30, 2026 | — | Tamarack branch feasibility | Caspian Mbeki | |
| Wakeham cottage: as-built set | Issued | Aug 19, 2024 | Aug 24, 2024 | Wakeham cottage renovation | Tobias Ekwueme |
How to read the numbers
Every phase ends with a decision the client has signed. Writing the exit check down stops scope creeping backward.
Moving a project forward
Confirm the exit check in the project page.
Change the phase on the project row.
Create the drawing sets for the next phase with due dates.
RFIs
Log it the day it arrives with the raised date and who must answer.
Answer within five working days; if it needs a consultant, tell the contractor the date you expect.
If the answer changes drawings, issue a sketch or revised sheet and note it in the RFI.
Close the RFI when the contractor confirms.
Submittals
Check against the specification section, not just the drawings.
Mark Approved only when nothing needs changing; otherwise Revise and resubmit with marked-up notes.
Keep a clear line between approval of product data and responsibility for means and methods.
A late answer costs the contractor money. They will remember it at final payment.
Logging time
Log hours the same day against a project, never against a client alone.
Use plain task names that the principal can read in a fee review.
Reading the numbers
At each phase end
Compare hours logged with the hours budgeted for that phase.
Note why you were over or under in the project page.
Use the lesson when pricing the next project.
Before you go
Latest drawing set, RFI list and open submittals
Camera, tape, level, boots and safety gear
Contractor told the time and who is coming
On site
Walk the work against the drawings, area by area.
Photograph each area and name the file with the date and grid reference.
Write each issue as a sentence with a location and a number.
Afterwards
Send a field report within two working days.
Log new questions as RFIs.
Update the project's phase and hours.
What's inside
7 tables · 33 views · 1 form · 4 row actions · 1 agent6 pages
- Architecture Firm Studio
- Dashboard
- Phases and exit checks
- Handling RFIs and submittals
- Time and fee tracking
- Site visit checklist
6 tables
- Clients2 views · 6 sample rows
- Projects7 views · 6 sample rows
- Drawing sets7 views · 8 sample rows
- RFIs7 views · 8 sample rows
- Submittals7 views · 7 sample rows
- Time entries3 views · 10 sample rows
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