How Architecture Firms Can Give Clients Phase-Level Transparency with AI-Powered Time Classification

The Problem: Manual Phase Tracking Creates Blind Spots

In traditional workflows:
 

• Designers log time with vague descriptions like “Revit model updates.”
   

• Project managers manually tag hours to phases SD, DD, CD weeks later.
   

• Clients see costs without phase-level context until after billing cycles.
   

This creates:
 

• Approval Delays: Clients hesitate to approve changes without effort clarity.
  
   
• Budget Surprises: Hours accumulate unnoticed, triggering late-stage cost overruns.
  
   
• Trust Erosion: Clients feel disconnected from how work maps to scope and fees.
   

Manual systems simply can’t deliver real-time phase visibility for clients.

The Gridlex Solution: AI-Powered Phase Transparency
 

Gridlex uses natural language processing and project milestone awareness to auto-classify time logs into phases as they’re created. This enables:
 

1. Automated Phase Detection
    

   • AI reads time entry descriptions, project schedules, and historical patterns to assign phases instantly.
      

2. Client-Facing Dashboards
    

   • Hours appear in real time under SD, DD, CD, permitting, or CA phases for client review.
      

3. Budget Alignment
    

   • Phase-level visibility shows whether effort matches approved budgets and milestones.
      

4. Scope Overrun Alerts
    

   • Clients receive notifications when phase hours exceed pre-agreed limits.
      

5. Audit-Ready Records
    

   • Every time entry links to deliverables, phases, and approvals for future reference.
      

Feature Deep Dive
 

• Phase-Specific Reporting: Clients see time data structured by milestones, not raw timesheets.
   
• Predictive Alerts: AI forecasts potential overages based on current burn rates.
   
• Approval Integration: Additional services link directly to phase-specific effort before billing.
   
• Role-Based Access: Clients view only the data relevant to financial and scope decisions.
   

Benefits for Clients
 

• Clarity on Effort: Clients understand where time is spent by project phase.
   
• Proactive Approvals: Decisions happen before cost overruns accumulate.
   
• Budget Confidence: Real-time data reduces financial uncertainty.
   
• Trust & Accountability: Firms demonstrate transparency without manual reporting overhead.
   

Strategic Impact on Relationships
 

AI-driven phase classification transforms time tracking into a client experience advantage:
 

• Approvals accelerate because effort data arrives in real time.
   
• Budgets stay aligned with scope and expectations.
   
• Clients view the firm as transparent, tech-savvy, and trustworthy.
   

Time logging stops being an internal chore and becomes a strategic communication tool for stronger client relationships.