Office Organisation and Management for Architects and Engineers
A Controllable Office Emerges From Many Individual Processes
Poolar.Office is the solution for managing design practices. It combines time tracking, staff and project data, absences, travel expenses and knowledge management with offers, invoicing, capacity planning and many other functions. All in one central system. HOAI-compliant. With a mobile app.
Designed for Everyday Use in Architectural and Engineering Practices
In Poolar.Office, a wide range of information and processes are integrated, rather than being managed in strictly separate, standalone solutions. This saves time on administration, reduces the need for double data entry and provides valuable key performance indicators relating to cost-effectiveness.
Team, Time and Availability
In planning offices, a great deal depends on times being recorded accurately, absences being properly coordinated and staff resources being assessed realistically. This is precisely where Poolar.Office offers the right functions:
Key Features
- Record hours on a project-by-project basis and log working hours on the go
- Set working time models for each staff member
- Approve holiday and flexitime requests
- Making absences visible centrally
Collaboration, Knowledge and Office Organisation
Architectural firms work with a wide range of information that needs to be reliably accessible on a day-to-day basis: project data, staff information, internal policies, templates, notes and files. Poolar.Office provides a common platform for this:
Key Features
- Manage staff profiles and access rights
- Maintain project data centrally
- Display schedules of competitions
- Setting up an office handbook/knowledge base
- Display news or announcements via a personalised home page
Commercial Processes and Controlling
Anyone who wants not only to organise an architectural practice but also to manage it effectively from a business perspective needs more than just isolated, stand-alone solutions. Poolar.Office Plus – the comprehensive controlling system – integrates business processes with day-to-day project work. This allows services, resources and key financial indicators to be more closely aligned and managed with less manual effort:
Key Features
- Presenting offers, orders and invoices in context
- Target-actual comparisons for better management
- Planning capacity utilisation and capacity more transparently
- Processing liabilities in a workflow
- Aligning capacity utilisation and time budgets
The More Dispersed Office Structures, Projects and Teams Are, the More Important It Is to Have Standardised Processes and a Shared Understanding of the Situation
Poolar.Office –
A comprehensive Office Solution
A modular platform in which numerous individual functions can be used independently, whilst at the same time working in conjunction with one another via shared data structures and defined interface points. Developed by architects for architects.
Poolar.Office
Time Tracking
Staff
Projects
Leave Requests
Travel Expenses
Notes
File Transfer
Controlling
Offers
Calculate services based on fee schedules, hourly rates or flat rates, and set these out in professional offers and contracts. Linking to external services, subcontractors and time tracking as the basis for fee calculation (HOAI, AHO), coordination of external services and ongoing target-actual comparison for each service.
Invoices
Create invoices based on saved orders or as flat-rate invoices, and issue them in your own corporate identity. Includes a dispatch function, email history, XRechnung format and a filterable invoice ledger for professional billing and traceable invoicing processes.
Staff Planning
Plan staff and capacity on a project-by-project basis and compare these with imputed costs and recorded actual hours. Ensure that capacity utilisation is transparent and that variances can be identified at an early stage.
A More Organised Approach to Day‑to‑Day Office Life. Less Administrative Hassle.
Developed to Meet High Standards in Data Protection and Data Security
All project members work with sensitive data, plans, and documents on a daily basis. Our SaaS solutions are designed to store your data in ISO-certified data centers in Germany and ensure full GDPR compliance.
German Data Centers
GDPR-compliant (AV)
Information Security ISO 27001
Transparent Processes (TOMs)
Flexible Security Features
Quality Management ISO 9001
FAQs
Brief Answers to Key Questions About Poolar.Office
Poolar.Office has been developed for architectural and engineering firms that wish to work on projects in parallel, coordinate staff resources and organise administrative and commercial processes reliably. The solution is particularly relevant for firms with several staff members working on a wide range of projects – including those spanning multiple locations.
Yes. Poolar.Office is specifically designed for the cross-site organisation and management of architectural and engineering firms. The application is based on a central database that can be accessed at any time and from any location. This ensures that information remains up to date and is available in a transparent manner to all those involved.
Depending on the package, Poolar.Office includes, amongst other things, time tracking, an employee and project database, leave requests, knowledge management, travel expenses, poolarMAIL and customisable home pages. The Plus version adds controlling functions such as offers/orders, invoicing, HR and capacity planning, and subcontractor management.
Time tracking is organised on a project-by-project basis and draws on staff and project data. Working hours, holidays and absences can be recorded, displayed centrally and analysed. In addition, control overviews, timesheets, filterable reports and mobile access via the app are available. This makes it easier to track hours worked and provides a robust basis for analysis and invoicing.
Yes, in the relevant version. Services can be calculated according to fee schedules, hourly rates or flat rates, and transferred into offers or orders. Invoices can also be generated on the basis of stored orders or as flat-rate invoices, issued in your own corporate identity and documented including email history. In addition, Poolar.Office supports e-invoices in the XRechnung format.
Yes. Poolar.Office supports project-specific high-level planning and links planned capacity utilisation with imputed costs and recorded actual hours. A workload dashboard, together with a comparison of planned workload against staff time budgets, helps to identify bottlenecks and deviations at an early stage.
Yes. As well as the browser version, some features are also available via the Poolar.Office app. These include, amongst other things, mobile views for the staff list, project database and time tracking. This means that certain information and data entries can also be accessed whilst on the move.
Poolar.Office is web-based and can be used via standard web browsers without the need for additional plug-ins. Apps for iOS and Android are available for mobile access. Further information can be found on our information security page.
Poolar.Office is available in the Starter, Basic and Plus versions.
Starter is aimed at offices that wish to get started with a more streamlined set of features. The ‘Staff’ and ‘Projects’ sections are included here in a simpler form rather than as a comprehensive database. Starter is supplemented by basic functions such as time tracking.
The Basis version provides the full range of functions for the ‘Projects’ and ‘Staff’ sections. In addition, this version includes further functions for organising and managing day-to-day office operations, such as leave requests, poolarNOTES, travel expenses, poolarMAIL and a customisable home page.
Plus extends Poolar.Office with additional functions for controlling, including offers, invoicing, personnel and capacity planning, and the management of subcontractors.