Days from contract to time entry open
Engineers charging to the wrong code distorts budgets. Faster setup means cleaner data from day one.
Engineering firms · Systems integration
One project setup that flows to accounting, files, schedule and CRM
In a typical engineering firm, a won project gets created separately in Vantagepoint, Ajera or Unanet, a SharePoint or server folder tree, a scheduling tool, Civil 3D or Revit project files, and the CRM. Task codes in accounting rarely match the work breakdown in the schedule. PMs then reconcile hours and progress by hand every month.
How it often works today
- Project setup touches accounting, IT and the PM separately, and engineers wait days before they can charge time to the right task codes.
- Task codes in project accounting do not match the schedule's work breakdown, so earned value is reconciled manually each month.
- Pursuit information in the CRM is retyped into accounting when a project is won, and the two drift apart over the project's life.
- Subconsultant contracts, invoices and budgets are tracked in separate spreadsheets that do not connect to project financials.
Systems integration connects the tools you already pay for so project data is entered once. A signed contract creates the project with standard tasks, folders and team, and hours and status flow between systems. Often the first step is agreeing a standard work breakdown, which matters more than any connector.
The improved workflow
Agree a standard work breakdown
Define standard phases and tasks by service line, such as site civil or bridge design, so accounting, schedules and reports share the same structure.
Automate project creation
When a contract is approved, the project is created once in accounting with standard tasks, and automations build matching folders, a Teams channel and the CRM status change.
Connect hours and schedule
Hours by task flow from accounting to the schedule or reporting tool, so PMs see effort against plan without exporting spreadsheets.
Link subconsultant budgets
Subconsultant contracts and invoices are tracked against project budgets in the accounting system rather than separate spreadsheets.
Document and monitor
Each integration has a plain-language description, a named owner and failure alerts, so the firm is not dependent on one person's knowledge.
How we deliver this: AI automation for small business or fractional CTO leadership, scoped in writing and run over 90 days. See pricing or the sample scope.
What we would measure
PM hours reconciling hours and schedule
This monthly reconciliation is the main admin cost integration should remove.
Data mismatches in a monthly audit
A quick check of project numbers, tasks and status across systems shows whether integrations are holding.
Where people stay in control
- People approve contracts, budgets and team assignments. Integrations copy approved data; they do not make project decisions.
- Access follows existing permissions, and projects with security or export-control requirements can be set up in a restricted way.
- Integration accounts use minimum necessary access, and credentials are firm-owned and documented.
Example
Illustrative example: standardizing site civil projects
For example, a 60-person firm agrees a standard work breakdown for site civil projects with eight tasks. When a contract is approved in Vantagepoint, folders, a Teams channel and the CRM status update automatically using the same project number. Hours by task appear in the PM's weekly view the next morning. In this illustrative case, PMs stop spending the first days of each month reconciling spreadsheets.
Tools typically involved
What the first 30 days look like
In the first 30 days we would map every system a project touches, review how task codes and schedules are structured, and time current setup. Then we would propose a standard work breakdown for one service line and the two integrations that save the most time.
Common questions
Our CAD files are on a local server. Is that a problem?
Not necessarily. Many firms keep large Civil 3D and Revit files on local servers or specialized platforms for performance. Integration can still create matching folder structures and link records. We would not recommend moving CAD storage unless there is a clear performance or collaboration reason.
Can you connect Unanet or Vantagepoint to other tools?
Both offer ways to exchange data, though the specifics depend on your version and hosting. We would review what your edition supports before designing anything. Where a direct connection is impractical, scheduled exports and imports can be a reliable middle ground.
What if our offices set up projects differently?
That is usually the first thing to fix. Integration works best on consistent data. We would help agree a standard setup for each service line, with room for genuine differences. That decision is a leadership one, and we would bring options rather than impose a structure.
The business case
Does it pay for itself?
Illustrative defaults for an engineering firm. Replace them with your numbers.
What this workflow costs today
a month in staff time, before any lost sales
Monthly fee + assumed tools +
Break-even: new clients a month (at first-year value)
Or: staff hours recovered and redeployed
Break-even additional revenue
Value of +1 point of win rate
First 90 days, service fee
Worth a closer lookTest the assumptions
Illustration only, not a forecast or guarantee. Recovered staff time becomes a cash saving only if spending actually declines or the time goes into paid work. Tool costs are an assumption; we replace every number here with yours before recommending a scope.
Systems integration in other industries
Architecture firmsConstruction and general contractorsLogistics and freight companiesSmall manufacturers
Systems integration: full guide
Related guides
Is a fractional CTO worth it for a small business?When to hire a CTOHow to scope an automation projectZapier for small business
Terms used here
Next step
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