CRM for Architecture Firms

Architecture firms need a CRM that tracks client relationships across multi-year projects, manages consultant and contractor networks, follows pursuits through long proposal cycles, and maintains the context of past projects for future work. DenchClaw is a local-first, open-source AI CRM that stores all your data on your machine — no subscription fees, no cloud vendor lock-in. Here's how to configure it for an architecture practice.

The Architecture Firm's CRM Problem#

Architecture is a relationship business with unusually long cycles. A prospect you meet at a conference might not become a client for three years. A client from a completed building might refer a new project in five years. The relationships that drive your business span decades, but most CRMs are built for sales cycles measured in weeks.

Architecture firms also manage a dense web of consultants — structural engineers, MEP engineers, landscape architects, specialty consultants — and a client base that spans developers, institutions, municipalities, and private owners, each with different decision-making structures.

Generic CRMs lack the flexibility to model this complexity. DenchClaw's customizable object schema lets you build exactly the data model your practice needs.

Setting Up DenchClaw for an Architecture Firm#

1. Install DenchClaw

npx denchclaw

Opens at http://localhost:3000. Data stays local in DuckDB.

2. Create a Clients object

• Name (text)
• Client Type (select: Developer, Institution, Government, Private Owner, Non-Profit, Corporate)
• Primary Contact (text)
• Relationship Owner (text — the principal who manages this relationship)
• Status (select: Active, Former, Prospect)
• First Project (date)
• Total Projects (number)
• Total Fees (number)
• Referral Source (text)
• Notes (text)

3. Create a Pursuits object

Track new business opportunities from first conversation to contract:

• Name (text)
• Client (linked)
• Project Type (select: Residential, Commercial, Institutional, Mixed-Use, Interior, Master Plan, etc.)
• Estimated Fee (number)
• Stage (select: Identified → Qualified → RFQ/RFP → Shortlisted → Interview → Awarded → Lost → No-Go)
• Pursuit Lead (text)
• Probability (number, percentage)
• Decision Date (date)
• Notes (text)

4. Create a Projects object

For active and completed work:

• Name (text)
• Client (linked)
• Project Number (text)
• Project Type (select: same as above)
• Phase (select: SD, DD, CD, CA, Construction, Complete)
• Principal in Charge (text)
• Project Manager (text)
• Construction Cost (number)
• Architecture Fee (number)
• Start Date (date)
• Substantial Completion (date)
• Status (select: Active, On Hold, Complete)

5. Create a Consultants object

Your design team extends beyond your firm:

• Name (text)
• Firm (text)
• Discipline (select: Structural, MEP, Civil, Landscape, Lighting, Acoustics, FF&E, etc.)
• Projects Together (number)
• Status (select: Active, Inactive, Not Recommended)
• Last Used Date (date)
• Notes (text)

Managing the Pursuit Pipeline#

New business development is often undermanaged in architecture firms because principals are focused on design. DenchClaw makes it easy to maintain visibility on the pursuit pipeline without a lot of overhead.

Use the kanban view with your pursuit stages as columns. At a weekly BD meeting, principals can review the board and update stages:

Identified → Qualified → RFQ/RFP → Shortlisted → Interview → Awarded

Query the pipeline by value: "Show all pursuits in shortlisted or interview stage sorted by estimated fee descending"

Track your win rate by type: "How many pursuits in each project type did we win vs. lose in the last 12 months?"

For large firms with multiple offices or studios, you can filter pursuits by pursuit lead to see each principal's book of business. See how to use DenchClaw views for pipeline management.

Building and Maintaining Your Consultant Network#

Most projects require 5-15 consultants. Finding the right structural engineer for a specific building type, or a lighting designer with museum experience, often comes down to who you know.

DenchClaw makes your consultant network queryable:

"Show all structural engineers we've used on residential projects in the last 3 years" "Which consultants have we used on more than 5 projects?" "List all consultants marked as 'Not Recommended' so I can avoid them"

Add project-specific notes to each consultant record after each engagement: what worked, what didn't, would you use them again. Over time, this becomes an invaluable institutional memory.

Client Relationship Intelligence Over Time#

Architecture firms have long relationships with repeat clients — developers who build multiple buildings, institutions that expand their campuses over decades. DenchClaw helps you maintain the full context of these relationships.

For each client, track:

• Every project they've done with you
• Who the key contacts are (and how they've changed over time)
• What they've said in past meetings
• What they value in a design partner

Use AI queries to surface insights:

"Show all clients who completed a project more than 3 years ago with no active pursuits" "Which clients have referred the most new work to us?" "List all institutional clients by total project fees over the firm's history"

This kind of query is impossible in a spreadsheet and typically requires expensive enterprise software. DenchClaw makes it available with a one-line install. For more on using natural language to query your CRM, see DenchClaw's AI query interface.

Tracking Awards, Publications, and Project Credentials#

Architecture firms need to track project credentials for proposals and award submissions. Create a Project Credentials object:

• Project (linked)
• Credential Type (select: Award, Publication, Photography, Press, Case Study)
• Source (text)
• Date (date)
• URL (text)
• Notes (text)

When writing a new RFP response, query: "Show all award-winning projects in healthcare completed in the last 5 years" — and pull the relevant credentials directly.

Frequently Asked Questions#

Can DenchClaw replace Deltek Vision or Ajera for project management? No. DenchClaw is a CRM, not a project management or accounting system. It handles relationship intelligence and business development. Deltek handles resource planning, billing, and project financials. They serve different functions.

How do we handle firm history when principals leave or join? All data is stored in a local DuckDB file owned by the firm, not tied to any individual's account. When someone leaves, their records and relationships stay in the system. When someone joins, they get access to the full history.

Can multiple people in the firm use DenchClaw simultaneously? Yes. Run DenchClaw on a shared server or workstation. All firm members can access it via browser from their desks.

Can I import our existing project history? Yes. Export from your current system in CSV format and import it. For large imports with custom field mapping, DenchClaw's DuckDB layer accepts direct SQL if needed.

Is DenchClaw suitable for a small 5-person firm? Absolutely. It's especially valuable for small firms that can't justify enterprise software subscriptions but still need to manage relationships, pursuits, and consultant networks systematically.

Ready to try DenchClaw? Install in one command: npx denchclaw. Full setup guide →