Key Results
Invoicing reduced from a full week to just 2 days.
What used to consume an entire week is now completed in a fraction of the time, with a much simpler process.
Custom invoice built in 15 minutes after a year of failed attempts.
A custom invoice format that took over a year, cost $300 to attempt, and never worked correctly in BQE Core was recreated in about 15 minutes during onboarding.
Clear reporting without extra work.
No more pulling three or four reports to find one answer. The team can quickly understand project and financial performance in one place.
Fast, reliable support when it's needed.
Instead of waiting 2 weeks just to reach someone by phone, the team gets quick, practical help that solves problems in real time.
Overview
Architechnics is a full-service architecture and engineering firm based in Quincy, Illinois. With over 100 years in business and operating out of the same building their firm designed, Architechnics has built a reputation as a trusted, long-term partner delivering projects across school, government, and residential sectors.
The team values consistency. Staff turnover is low, repeat clients are common, and the firm's president has been with the organization for over 35 years. That stability is a big part of why clients keep coming back.
Over time, the firm moved away from manual Excel-based processes, first adopting Deltek Ajera and later BQE Core in an effort to improve project management and invoicing. While these tools represented a step forward from spreadsheets, both introduced new frustrations that made everyday work harder than it needed to be.
Challenges
Systems Were Too Complex and Hard to Navigate
Ajera felt far larger and more complicated than what a 9-person firm actually needed, with limited flexibility and a clunky experience for routine tasks.
"It was a lot bigger than we needed and not customizable at all. It was very clunky to get around." — Amy Johannessen, Business Manager, Architechnics
Customization Was Costly and Still Didn't Work
With BQE Core, the team hoped for more flexibility. Instead, getting a custom invoice built took over a year, cost $300, and ultimately never worked correctly.
"It took over a year. It took $300. And the invoice never worked." — Amy Johannessen, Business Manager, Architechnics
Invoicing Ate Up the Entire Week
Across both systems, invoicing was a multi-step, time-consuming process that consumed most of the team's bandwidth each billing cycle.
"Invoicing was kind of an all-week thing with both other programs." — Amy Johannessen, Business Manager, Architechnics
Reporting Required Too Much Manual Assembly
Getting the right information meant pulling 3 or 4 reports and piecing the data together, and the results still weren't always easy to read or act on.
Support Was Slow and Hard to Reach
Getting help from Deltek required navigating lengthy documentation just to find a phone number, then waiting weeks to actually speak with someone. BQE Core's support was, by Amy's account, even worse.
"To get somebody on the phone took about two weeks." — Amy Johannessen, Business Manager, Architechnics
Solution
A System That's Easy to Navigate and Use
Factor replaced layers of complexity with straightforward workflows. Everyday actions like time entry, project lookup, and copying previous entries became noticeably simpler.
"Factor does think of all the small things. That's key." — Amy Johannessen, Business Manager, Architechnics
Flexible Customization That Actually Works
During Factor’s onboarding, Amy shared an Excel sheet showing how she wanted an invoice to look. It was recreated in about 15 minutes, exactly as requested. What BQE Core couldn't deliver in over a year was done in 15 minutes before the first day of implementation was over.
"The most exciting part was how customizable it was… it really fit a small firm." — Amy Johannessen, Business Manager, Architechnics
A Faster, More Efficient Invoicing Process
Invoicing is now a 2-day process at most, and the time it takes is no longer about the software. Invoices can be created, edited, and emailed to clients directly within Factor, and payments can be collected the same way, without jumping between screens or tools.
Clear, Actionable Reporting and Project Visibility
Reports that used to require pulling and combining multiple sources are now available in one place, in a format that's easy to read for a team that isn't made up of accountants. Project managers can quickly check the health of their projects, track budgets, and spot issues early. Leadership uses the main dashboard daily to monitor firm-wide progress and profitability.
Real-Time Sync with QuickBooks Online
Factor's integration with QuickBooks keeps financial data in sync without extra manual effort. If something needs to be synced, the system prompts the user, preventing errors before they happen.
"The integration with QuickBooks is seamless. It's very easy." — Amy Johannessen, Business Manager, Architechnics
Responsive, Hands-On Support
The difference in support has been significant. Rather than waiting weeks or navigating documentation, the team can reach a real person quickly, whether it's a routine question they've asked before or a request to customize a report, and get a straightforward answer without any hassle.
Conclusion
With Factor, Architechnics has a system that finally fits the way they work. Invoicing that once consumed a full week now takes 2 days. Reports are easier to read and act on. Project visibility is clearer across the team. And when something comes up, help is a quick message or call away.
The firm isn't looking back.
"Another Factor competitor called and wanted to set up a time. I was like, there's no point. That would be a complete waste of your time. We're very happy. You could give me the best pitch in the world and I'm not changing." —Amy Johannessen, Business Manager, Architechnics
.png)
.png)