Beyond the Software Stack: How Smart Integrations are Transforming A/E Practice
Architects and engineers are rethinking how their digital tools work together, and it’s changing how firms operate.
For years, most studios have relied on separate software for project management, accounting, CRM, and collaboration, each acting as a disconnected system. The result? Repeated data entry, manual errors, mismatched reports, burnt-out staff, and time lost to tasks that add no design value. But with new generations of open APIs and no-code automation platforms, connecting those systems is finally within reach, even for small and midsize firms.
Start Small, Then Scale
Integration doesn’t have to be an enterprise-level project. Firms of all sizes are exploring ways to automate processes and integrate tasks and data across software apps. The firms leading this shift begin with one workflow: project onboarding, client setup, or time tracking. By automating a few repetitive steps, like syncing client data from a CRM to a billing system or creating project folders automatically, they reclaim hours from each project and gain more accurate information in real time. This allows their teams to focus on higher-value work, like building client relationships and exploring design solutions.
Once a process works, it’s easy to build outward, connecting tools like Teams, Asana, or Google Drive to keep the entire firm in sync.
Make Data Work Harder
For design firms, data only matters when it leads to better decisions. Integrations allow project and financial data to flow together, revealing insights that were once buried in spreadsheets that required manual updating. Metrics like utilization trends, backlog visibility, or upcoming cash-flow gaps were often derived from data that was days or weeks old, but new firm management platforms which have integrations through Zapier or open APIs have changed this. Live dashboards within software like CORE and data that can then be synced across your other software stack can replace hours of manual reporting and give leaders the clarity to make smarter decisions and act sooner.
The Right Foundation
The key is governance before technology. Standardize project naming, establish clear ownership of each data point, and protect sensitive information by limiting what moves between systems. Good integration starts with good process—and grows at the pace your team can sustain. This is why all firms should constantly be documenting their repeatable processes and developing systems and standards that are standardized and adopted across teams.
How to Get Started
Integrations can feel daunting, but the best results come from treating them like a design problem—start with intent, clarify the constraints, and iterate. Begin by mapping your firm’s most repetitive or error-prone workflows. Where are you re-entering data? Where does information get lost between teams or tools?
Next, define clear standards for project names, client records, and reporting fields so your automations have a consistent framework to build on. Test one small integration first—something that removes a daily annoyance, like syncing a CRM contact to your billing system or automatically generating a project folder when a new job is approved.
Once your team experiences those time savings, build outward. Connect your project management, accounting, and collaboration tools so data flows where it’s needed, when it’s needed. The goal isn’t to add more software; it’s to make your existing tools work together seamlessly.
To see how architecture and engineering firms are putting these concepts into practice, watch this recent panel discussion with firm leaders who’ve built their own integrations to streamline work. The conversation highlights how even small studios are automating project setup, syncing data between everyday tools, and using connected systems to gain real-time insights. It’s a glimpse into the future of practice management—where technology supports creativity by making operations seamless.
Learn more about modern integration strategies on BQE’s blog and discover how BQE CORE Integrations are shaping the future of connected practice.
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Lucas Gray
Director of Content and Community at BQE Software
Lucas Gray was trained as an architect but pivoted to A/E business consulting, where he helps design firms streamline operations and scale sustainably. At BQE Software, he works with A&E leaders to connect strategy, systems, and data—translating complex workflows into smarter, simpler business practices. You can connect with Lucas on LinkedIn here.