How AEW Architects Uses Rapport3 For Success

AEW Architects adopted Rapport3 in 2022 to streamline their finances and projects. We recently caught up with Andrew Rainford, Managing Director of AEW Architects, to discuss how they selected Rapport3, their experience using the software, and how it has helped improve the visibility of their projects. 

The Client

AEW Architects is a UK-based architectural practice with a 100-strong team, including Architects, Technologists, Interior Designers and Masterplanners, supported by specialists in BIM, Heritage, Planning, Retrofit and Sustainability.

They operate across diverse sectors, including Culture & Community, Industrial, Offices, Retail & Leisure and Residential. They aim to create places for the future, focusing on practical, sustainable solutions that hold lasting value for their clients and society.

Since adopting Rapport3, AEW Architects has seen growth of around 20%.

"Rapport3 supported us in our growth, and we believe it will support us even more in the future as we continue to use it."

Why Rapport3?

AEW Architects began looking for a new practice management software in 2021 after finding their old disparate systems were not fit for purpose, with duplicated and siloed data providing limited visibility of key information across the business. They began researching other systems and found that Rapport3 stood out among its competitors. 

"It was obvious that Rapport3 was the most user-friendly, best all-round piece of software."

AEW Architects chose Rapport3, introduced our core job costing, HR, and CRM modules, and integrated with Xero for their finances and Power BI for data visualisation. 

Rapport3's Resource Management

AEW Architects took on Rapport3's job costing module, which covers all your administrative, project costing and project accounting needs. With features such as quality assurance (QA), timesheets, resource planning, expenses, business intelligence, and more, AEW Architects has reaped the benefits of greater visibility and improved decision-making. 

"It is a great single source of truth database to help us understand our business and make better informed, strategic decisions. As the company continues to grow and generates more revenue, Rapport3 helps us feel confident that we are making the right decisions at the right time."

Our timesheets provide accurate time tracking, ensuring precise billing, efficient payroll processing, and effective project costing. 

"Rapport3's timesheets are faster to complete than our previous software. You can duplicate timesheets if you're doing the same job week in week out. That allows you to put your timesheets together quickly, giving you more time to spend on your projects."

Xero Integration

Rapport3 integrates seamlessly with Xero, with the automatic data alignment eliminating the risk of errors. AEW Architects adopted our Xero integration as a part of their Rapport3 package and has already experienced many benefits.

Integrating Xero and Rapport3 improves productivity and reduces errors, establishing an automatic data flow between systems, including sales invoices, purchase invoices, and staff expenses. 

"The way the two software integrate is absolutely seamless. We generate invoices within Rapport3, and it just pushes straight up to Xero. The API link works brilliantly. We now have more clarity regarding the overall net and gross fee positions. It has been excellent in terms of understanding debtors and creditors. The accountancy at the business is much clearer to the Directors since introducing Rapport3 and Xero."   

PowerBI Reporting

AEW Architects sought a system that gave them project visibility to help make strategic business decisions. Since introducing Rapport3 and integrating the software with Microsoft Power BI, they have confidence in the data reports they can access. 

"The Power BI integration allows you to start making better decisions by showing you how profitable your projects are, which sectors are performing well, what stage of the project you are at, status changes, etc. It has enabled us to streamline tasks, freeing valuable time to dedicate to our projects."

AEW Architects has maximised their use of Power BI by using the integration to pull data from many areas of the company. From managing risk to quality assurance to team workload, AEW Architects has greater visibility than ever before. 

"We use Power BI for risk assessments and QA checks. It also enables us to better manage our people and makes it possible for our leadership team to see what is happening in each of their teams. We can now easily see who has been working on what project, and it helps us better manage everyone's workload." 

CRM (Contacts) Module

AEW Architects has also taken on our CRM and HR modules in their Rapport3 package.

Rapport3's CRM module significantly enhances the coherence of client information management, playing a pivotal role in fostering and sustaining relationships through effective business development efforts.

"It's beneficial to link external contacts into project teams. Once we have that information in Rapport3, we can review a company or a contact and see all the jobs they're working with us on. In Power BI, we can use this information from a business development perspective to inform conversations with our clients and consultant partners across the various projects we are working on together.

"In Power BI, we can use this information from a business development perspective to inform conversations with our clients and consultant partners across the various projects we are working on together."

HR Module

Rapport3's skills matrix, part of our HR module and developed following a dedicated HR Focus Group, is valuable in regulating and monitoring your staff base. As well as the 'resourcing' and 'business development' benefits of an easy-to-maintain skills matrix, it is also a valuable tool to provide accurate staff records to help comply with the Building Safety Act 2022 and subsequent updates 2023 – the official legislative reaction to the Grenfell Tower fire 2017.  As well as the 'resourcing' and 'business development' benefits of an easy-to-maintain skills matrix, it is also a valuable tool to provide accurate staff records to help comply with the Building Safety Act 2022 and subsequent updates 2023 – the official legislative reaction to the Grenfell Tower fire 2017.

The legislation aims to alter the processes related to building design, construction, and ongoing maintenance, especially safety systems in higher-risk buildings. AEW Architects plans to use the skills matrix feature to record all staff members' experience and skill levels across the relevant services, sectors, and skills. 

"By the end of this year, we want to start using the skills matrix in Rapport3, which will be quite important with what's coming out from the Building Safety Act, which brings changes to the Building Regulations after Grenfell. Architects will have to demonstrate their competence to our clients in line with the new legislation."

Click here for the latest information on how the Building Safety Act 2022 affects architects.

Final Thoughts

When asked if they would recommend Rapport3 to other companies, Andrew commented, "Yes, I would, and I have."