Five clear signs it’s time to move from QuickBooks to an ERP for AEC firms

When you start to outgrow QuickBooks, the warning signs are hard to miss. If any of these challenges sound familiar, it’s time to consider upgrading to an enterprise resource planning (ERP) system designed for project-based businesses like architecture, engineering, and construction (AEC) firms. 

Many AEC firms begin with QuickBooks because of its affordability. It automates basic accounting functions and is easy to use. But as firms take on more projects, grow their teams, and scale operations, QuickBooks quickly reveals its limitations. Without robust project tracking, real-time financial visibility, and seamless collaboration across disciplines, AEC firms find themselves burdened by inefficient workarounds, manual data entry, and a lack of integration. 

An ERP designed for AEC firms brings everything together – projects, people, and finances – so you can focus on delivering quality work. Here are five signs it’s time to move beyond QuickBooks and upgrade to an ERP built for success. 

Sign 1: Answering simple questions takes too long 

Whether you’re a project manager, principal, or CFO, you need quick answers to questions like “Where are we on this project?” or “What’s our cash flow situation?” While QuickBooks stores financial data, extracting and contextualizing it for project performance often requires hours of manual effort – usually ending up in spreadsheets. 

A project-based ERP such as Unanet ERP AE eliminates these roadblocks by providing real-time insights into project financials, resources, and profitability—all in one place. No more digging through spreadsheets or waiting for month-end reports. With ERP, you can instantly answer critical business questions and make informed decisions. 

Sign 2: Performance metrics require a month-end crunch 

AEC firms rely on key performance indicators (KPIs) such as project profitability, utilization rates, and cash flow projections. But if your firm depends on QuickBooks, chances are these insights are only available after month-end, requiring a major data-gathering effort. 

An ERP system integrates financial and project data in real time, making it easy to track performance metrics at any moment. Dashboards provide on-demand visibility into utilization rates, accounts receivable aging, and backlog—helping firm leaders make proactive decisions without waiting for financial close. 

Sign 3: Too many essential processes happen outside QuickBooks 

QuickBooks wasn’t designed for the complexities of AEC firms. If you’re tracking billable hours in one system, managing contracts in another, and reconciling revenue manually in spreadsheets, you’re likely losing valuable time and risking costly errors. 

An ERP unifies these processes under one system, automatically handling revenue recognition, contract compliance, and cost allocations. This not only reduces administrative overhead but ensures accuracy and consistency across all financial operations. 

Sign 4: Reporting is manual and time-consuming 

Generating clear and visually striking reports can be a challenge with QuickBooks. It often requires time-consuming manual calculations and extensive spreadsheet work. 

With built-in reporting tools like the ones in Unanet ERP AE, firms can generate reports instantly – eliminating the risk of errors and ensuring compliance with industry standards. 

Sign 5: Lack of internal controls puts your firm at risk 

QuickBooks lacks the robust internal controls needed for project-based accounting. Without automated approval workflows, audit trails, and restricted user permissions, firms are exposed to financial risks and data inconsistencies. 

Unanet ERP AE offers strong internal controls, including role-based access, automated approval processes, and a full audit trail. These features provide security, ensure accountability, and protect against financial discrepancies that could impact project profitability. 

All signs point to Unanet ERP AE 

Unanet ERP AE is purpose-built for AEC firms, offering fully integrated financials, project management, and resource planning. Unlike QuickBooks, Unanet provides: 

• Real-time financial and project insights. Answer critical business questions instantly 

• Automated performance tracking. No more month-end scrambling for KPIs 

• Seamless integration of essential functions. Everything from billing to payroll to compliance 

• Built-in compliance tools. Streamline reporting and meet regulatory requirements effortlessly 

• Robust internal controls. Enhance security and eliminate financial risks 

Is QuickBooks still working for your AEC firm, or is it holding you back? Upgrade to Unanet ERP AE and gain the visibility, efficiency, and scalability your firm needs to grow. Discover how Unanet can transform your project-based accounting and schedule a demo today.