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Case Study - Twelve Architects

Twelve Architects is a leading architectural firm specializing in delivering innovative and sustainable architectural solutions. Based in the UK they have a reputation for merging cutting-edge design with practical functionality. Twelve Architects approached 4PointZero, to help optimize their accounting and project management operations.

Situational Analysis

When Twelve Architects first engaged with 4PointZero, they were experiencing challenges related to financial management and project tracking. The company had been using a combination of manual accounting processes and outdated systems, which created inefficiencies and limited visibility into their financial performance. These challenges became more pressing as the business expanded, particularly due to the increasing complexity of managing large-scale architectural projects.

Twelve Architects had been relying on a legacy accounting software that was difficult to integrate with their project management system, CMAP. This disconnection between financial and project tracking systems made it harder for the management team to assess project profitability, track budgets, and manage cash flow effectively.

As the firm continued to grow, the management team identified several key objectives they wanted to achieve:

  • Improved financial transparency and real-time insights.
  • Streamlined integration between accounting and project management.
  • Better control over project budgets and financial forecasting.
  • Scalability to support their ambitious growth plans.

System Recommendations

Twelve architects had approached 4PointZero, after they had already researched accounting solutions themselves and decided on Xero. 4PointZero conducted a thorough analysis of Twelve Architects' operational and financial processes and recommended transitioning to Xero for their accounting needs. Xero would tick all the boxes Twelve Architects need, with its user-friendly interface, scalability, and seamless integration capabilities. The cloud-based nature of Xero also allowed for real-time financial reporting, which aligned with Twelve Architects' goals of enhanced financial visibility.

CMAP and Xero, this integration would enable real-time synchronization of financial data with project timelines, budgets, and costs, providing the management team with a holistic view of their projects.

Implementation

One of the key challenges during this phase was ensuring that historical data remained intact and accessible for future reference, which 4PointZero managed through careful data mapping and validation.

Several custom reporting structures were created within Xero to provide Twelve Architects with detailed financial insights. These reports offered real-time visibility into project profitability, cash flow forecasts, and overall business performance, allowing the leadership team to make data-driven decisions.

Training

To ensure Twelve Architects’ staff were fully equipped to use Xero and the integrated CMAP system, 4PointZero conducted a series of training workshops via Microsoft Teams. The sessions were designed to cover not just the technical aspects of Xero, but also how the system could be used to optimize daily workflows, streamline invoicing, and manage project budgets.

All training sessions were recorded and shared with the client for future reference, providing Twelve Architects with a valuable resource for ongoing training and onboarding new team members. The training helped build confidence among the staff and ensured that they could take full advantage of the system’s capabilities.

Project Outcomes

Since implementing Xero and integrating it with CMAP, Twelve Architects has seen significant improvements in both financial management and project oversight. The new system provides real-time insights into project budgets and cash flow, enabling the management team to track performance more effectively. As a result, the firm has seen a reduction in administrative overheads and greater accuracy in financial reporting.

Key outcomes include:

  • Reduction in time spent on financial administration.
  • Improved project profitability tracking, with real-time visibility into budget variances.
  • Enhanced decision-making capabilities due to the availability of real-time financial data.

These efficiencies have not only improved the firm’s operational processes but also positioned Twelve Architects for continued growth by providing them with the tools to scale their financial operations seamlessly.

Final Note

The partnership between Twelve Architects and 4PointZero has been a great success. The move to Xero, alongside the integration with CMAP, has enabled the architectural firm to enhance its financial and project management processes, supporting both current operations and future growth.

Looking forward, Twelve Architects is well-equipped to take on larger and more complex projects with confidence, thanks to their improved financial systems. 4PointZero is proud to have played a role in their journey and looks forward to supporting them as they continue to grow.