Data Fortress Architecture Collection - Software Box
Data Fortress Collection

Architecture Collection

Complete project and practice management for architecture firms — from proposals through construction closeout.

25
Total Templates
21
Active
4
Advanced
6
Menus
☰

Menu Structure

1 Favorites
User personalized
2 Clients Work
ClientsActive
ProjectsActive
ProposalsActive
ContractsActive
3 Project Mgmt
Project PhasesActive
Project BudgetActive
Project InvoicesActive
Change OrdersActive
4 Field Docs
Site VisitsActive
RFIsActive
SubmittalsActive
Meeting LogActive
Permits & ApprovalsActive
Punch ListActive
5 Design
Design DocumentsActive
SpecificationsActive
Material LibraryActive
Code ResearchAdvanced
6 Firm Resources
Team MembersActive
ConsultantsActive
Vendors & SuppliersActive
Prof LicensesActive
Equipment & ToolsAdvanced
Subconsultant AgAdvanced

Awards & Recognition is inactive with no menu assignment — activate and assign when building your portfolio database.

☷

Template Details

Template Purpose Features
Clients Active
Master directory of all firm clients with contact personnel, billing history, and relationship notes.
Contacts DirectoryAction LogAttachmentsImage
Projects Active
Central hub for all projects — links to client, captures financials, key personnel, and schedule milestones.
Client LookupAction LogAttachmentsImageCalendar
Proposals Active
Manages the proposal pipeline from submission through award decision with fee and scope tracking.
Client LookupAttachmentsCalendar
Contracts Active
Tracks executed client contracts including AIA and custom forms, amendments, and financial totals.
Client LookupAttachmentsCalendar2 File Attachments
Project Phases Active
Phase-level budget and progress tracking for SD, DD, CD, Bidding, and CA with percent complete.
Project LookupAction LogAttachmentsCalendar
Project Budget Active
Overall project budget by category — labor, consultants, reimbursables — with transaction-level expense tracking.
Project LookupTransactions
Project Invoices Active
Full invoice lifecycle from issuance through payment with running balance and payment transaction history.
Client LookupTransactions1 File AttachmentCalendar
Change Orders Active
Tracks all change orders — client or contractor initiated — with financial impact, schedule impact, and approval status.
Project LookupTransactionsAttachmentsCalendar
Site Visits Active
Construction administration field observations including deficiencies, stop-work conditions, and formal field reports.
Project LookupAction LogAttachmentsCalendar
RFIs Active
Requests for Information log tracking questions, responses, and cost or schedule impacts through the response cycle.
Project LookupAttachmentsCalendar
Submittals Active
Submittal review log for shop drawings, product data, and samples with full Approved/A-N/R&R/Rejected workflow.
Project LookupAttachmentsCalendar
Meeting Log Active
Records all project meetings with agenda, minutes, attendees, and action items tracked in the Action Log.
Project LookupAction LogAttachmentsCalendar
Permits & Approvals Active
Tracks building permits and regulatory approvals with expiration dates on the calendar to prevent permit lapses.
Project LookupAttachmentsCalendar
Punch List Active
Closeout punch list management with individual items in the List tab, item count tracking, and completion due date.
Project LookupList TabAttachmentsCalendar
Design Documents Active
Drawing log tracking issue status, revisions, and discipline for all project drawings with thumbnail previews.
Project LookupAttachmentsImage
Specifications Active
Tracks all specification sections by CSI MasterFormat number from draft through final issue with approval workflow.
Project LookupAttachments1 File Attachment
Material Library Active
Firm-wide curated library of approved materials and finishes with photos, product data sheets, and cost information.
ImageAttachments2 Web Pages1 File Attachment
Code Research Advanced
Documents building code research findings with applicable code body, requirements, and variance notes per project.
Project LookupAttachments1 Web Page
Team Members Active
Master staff directory with credentials, license numbers, renewal dates, hourly rates, and staff photos.
Contacts DirectoryImageAttachmentsCalendar
Consultants Active
Subconsultant and specialty engineer roster with insurance expiry tracking, certificates, and discipline classification.
Contact TabAttachmentsCalendar2 File Attachments
Vendors & Suppliers Active
Office vendors and suppliers with purchase transaction history and year-to-date spend tracking.
Contacts DirectoryTransactions1 File Attachment
Professional Licenses Active
All professional licenses across all jurisdictions for all staff with expiration dates on the calendar.
AttachmentsCalendar1 File Attachment
Equipment & Tools Advanced
Firm asset register for hardware, software, and instruments with warranty and service date tracking.
ImageAttachmentsCalendar2 File Attachments
Awards & Recognition Advanced
Design award portfolio database linking awards to projects with submission tracking and publication flags.
Project LookupImageAttachmentsCalendar
Subconsultant Agreements Advanced
Tracks executed subconsultant contracts with fee amounts and payment transaction history to protect against lien exposure.
Consultant LookupTransactionsAttachmentsCalendar
⧴

Template Relationships

👥 CLIENTS
Master Contact Hub — Client personnel available across the collection
Projects
Proposals
Contracts
Project Invoices
📄 PROJECTS
Operational Hub — Most field and document templates link here
Project Phases
Project Budget
Change Orders
Site Visits
RFIs
Submittals
Meeting Log
Permits & Approvals
Punch List
Design Documents
Specifications
Code Research
Awards & Recognition
👥 TEAM MEMBERS
Staff Contact Hub — Staff contacts available for project assignments
Project staffing lookups
Available firmwide
👥 CONSULTANTS
→ Subconsultant Agreements
👥 VENDORS & SUPPLIERS
→ Vendor purchase tracking
🔗 Related Information — Use the built-in Related Information feature to create ad-hoc links between any records across templates. Example: link an RFI directly to the Change Order it generated, or link a Site Visit to the specific Submittal reviewed that day.
▶

Activation Strategy

● Active Templates (21)

  • Clients — master client directory
  • Projects — core project tracking
  • Proposals — proposal pipeline
  • Contracts — executed agreements
  • Project Phases — phase management
  • Project Budget — budget tracking
  • Project Invoices — client billing
  • Change Orders — CO management
  • Site Visits — field observations
  • RFIs — contractor questions
  • Submittals — review log
  • Meeting Log — minutes and actions
  • Permits & Approvals — regulatory
  • Punch List — closeout items
  • Design Documents — drawing log
  • Specifications — spec sections
  • Material Library — approved materials
  • Team Members — staff directory
  • Consultants — subconsultant roster
  • Vendors & Suppliers — office vendors
  • Professional Licenses — credentials

○ Advanced Templates (4)

  • Code Research — Activate for projects with complex code analysis requirements
  • Equipment & Tools — Activate to build the firm asset register (best as a data entry project)
  • Awards & Recognition — Activate when pursuing design award submissions or building portfolio database
  • Subconsultant Agreements — Activate for formal tracking of subconsultant contracts beyond Consultants records

To activate: check the Active box on the template record, then assign a menu number (1-7).

▶

Getting Started

1
Build Master Directories
Enter Clients, Team Members, Consultants, and Vendors first. These hubs power Contact Lookup across the system.
2
Enter Active Projects
Create a Projects record for each current project. Link to the client, set the project number, key personnel, and calendar dates.
3
Set Up Project Structure
For each project create Project Phases and Project Budget records to establish the financial framework.
4
Begin CA Operations
Start using RFIs, Submittals, Meeting Log, Site Visits, and Change Orders. Enter Permits and set expiration dates.
5
Track Credentials
Enter all professional licenses and consultant insurance expiry dates. Review the calendar monthly for upcoming renewals.
6
Expand as Needed
Activate Code Research, Equipment & Tools, and Awards & Recognition as your needs grow. Use hashtags for custom organization.
★

Pro Tips

  • 🔍
    Deep Search is your fastest navigation tool. Many architects find projects, RFIs, and permits faster by typing a project number or keyword into Deep Search than by browsing menus. It searches every field in every record and all child records including transaction and list items.
  • 📅
    Use the Calendar view proactively. Permit expirations, license renewals, RFI response deadlines, project milestones, and site visit dates all appear on one unified calendar. Review it weekly during active construction administration.
  • #
    Tag records with hashtags for custom organization. Use tags like #CA2024, #LEED, #HISTORIC, #CLOSEOUT, or #PRIORITY on any record regardless of template. Hashtags surface immediately in Deep Search across the entire database.
  • 🔗
    Use Related Information to link records across templates. Link an RFI to the Change Order it generated. Link a Submittal to the Site Visit where it was discussed. Link a Meeting Log record to the Punch List reviewed. These ad-hoc connections create a rich project timeline.
  • 💵
    Post every financial event to the Transaction Log. Use the Transaction Logs on Project Budget, Project Invoices, Change Orders, and Subconsultant Agreements to maintain line-item audit trails. Running balances update automatically and are fully reportable.
⚙

Make It Your Own

This collection is a professionally designed starting point, not a locked system. Every template, field, and menu assignment is yours to customize to match how your architecture firm actually operates.

✚ CREATE

Build your own templates from scratch for anything not covered — design review checklists, client presentation logs, code compliance trackers, material specification libraries, or AIA contract registers.

✎ MODIFY

Fine-tune any template: change field labels, enable or disable features, update purpose text, or reassign menus. Make each template fit your specific workflow.

❌ REMOVE

Delete templates you don't need, or simply toggle them to Inactive to hide them from menus and browse views without losing the design for later use.

🔬 EXPAND

Combine templates from multiple collections or mix collection templates with your own custom creations for a system that's uniquely yours.

🌟

Your Business Journey

This collection grows with you, whether you're launching a new architecture studio or managing an established multi-project firm.

🚀

LAUNCH

You're opening a new practice or going digital for the first time. These templates teach you what records to keep and how professional architecture firms organize their projects. Get productive immediately at minimal cost with no subscription fees.

📈

GROW

As your project portfolio expands and your team grows, customize templates to match your evolving workflow. Activate advanced templates when ready. Data Fortress scales with you without pressure to upgrade or migrate.

🧩

EVOLVE

When you adopt industry software like Revit, ArchiCAD, or Procore, Data Fortress fills the gaps. Keep using templates for client management, project documentation, RFI tracking, and more. Create new templates to bridge systems.

No vendor lock-in. No subscription fees. No per-project pricing. Your data, your way, at every stage.

© 2026 Berthume Software · Data Fortress · Architecture Collection · Version 1.0 · 25 Templates · Fully Customizable