5 ways to optimize Unanet ERP AE for better AE project accounting

Architecture and engineering (AE) firms run on tight timelines, precise billing, and thin margins. And project accounting is at the center of it all. When your system is built for AE—like Unanet ERP AE—you gain clarity and control that translates into real business results. 

At Pdriven, we’re a Certified Unanet Administrator and Outsourced Accounting Partner. We've helped dozens of AE firms streamline their processes using Unanet ERP AE. Here are five strategies, drawn from hands-on experience, that help firms make the most of Unanet ERP AE to manage costs, improve billing, and maintain financial control. 

1. Automate billing to improve accuracy and cash flow

One of our clients invoices twice monthly and needed a system that could keep up. By configuring Unanet ERP AE to support auto-generated invoices, project manager approvals, and reminders for unpaid invoices, we reduced their time spent chasing payments and improved cash flow. The key? Align billing rules with contract terms and use auto-delivery to keep the process moving. 

2. Tighten timesheet processes for more reliable data

For one firm, inconsistent project rate settings led to frequent billing corrections. We resolved this by updating project defaults and limiting access to outdated codes. That small change saved hours of rework and improved billing accuracy. Start by auditing your project setups and training teams on proper time entry. When timesheets are clean, reports and invoices follow suit.

3. Track expenses and accruals to protect profit margins

Margins shrink fast when expenses go untracked. Unanet ERP AE lets you manage cost rates, track expenses in real time, and post accruals before vendor bills arrive—giving you a full picture of your financials at every stage.

One Pdriven client began using Unanet ERP AE’s expense tools to log consultant fees in advance. That proactive view helped the project manager adjust plans before costs got out of hand. To replicate this, ensure your cost structures are configured correctly, implement approval workflows, and make accruals part of your monthly routine. 

4. Use Pay When Paid to sync contractor payments with client receipts

In one example, a firm was using spreadsheets to reconcile contractor hours and payments. After switching to Unanet ERP AE’s PWP feature, they were able to automate that process and eliminate manual tracking. Set up your system to associate contractor bills with project revenue, and use Unanet ERP AE’s reports to identify what’s ready for payment. 

5. Monitor budget variances to stay on track

It’s one thing to build a budget. It’s another to manage against it. Unanet ERP AE’s budget variance tracking shows you how actuals compare to plans—so you can catch issues before they spiral.

In our work with AE firms, we've seen budget insights spark valuable conversations. Whether it’s identifying miscoded expenses or catching labor underestimates, variance tracking leads to smarter project oversight. Set clear baselines, customize your dashboards, and encourage project teams to review metrics regularly. 

Final thoughts 

Unanet ERP AE gives architecture & engineering firms the tools to simplify workflows, manage costs, and deliver better outcomes. Whether you’re optimizing billing, refining timesheets, or protecting margins, small improvements can lead to big wins. 

As a partner in the Unanet ecosystem, Pdriven specializes in helping firms get the most from their systems. Visit pdriven.com to learn more about how we support firms like yours.