ACA Time/Cost Calculator Guide FAQs
Running a profitable practice requires a clear understanding of how time and costs impact your projects and business. The ACA Architects’ Time/Cost Calculator Guide (TCCG) helps practice owners and managers set appropriate fees and track costs. This FAQ document explains how the TCCG works and how you can make the most of it to boost your business.
1. What is the ACA Time/Cost Calculator?
The ACA Time/Cost Calculator Guide is a strategic tool developed to help architectural practices determine appropriate fee levels based on time, costs, overheads and profit margins.
2. Who is the Time/Cost Calculator for?
It’s primarily designed for architectural practices of all sizes, particularly small to medium firms looking to better understand the real cost of delivering services.
3. How does the Calculator work?
It allows users to input data such as overheads, non-billable time, and desired profit margins. The tool then calculates hourly charge-out rates and helps project costs based on estimated time inputs.
4. What do I need to use the Calculator effectively?
You’ll need access to your practice’s financial data, including overhead costs, team salaries, non-billable time estimates, and business targets (e.g. profit margins).
5. Is the Calculator a pricing tool or a business planning tool?
Both. While it can help with calculating project fees, its real power lies in supporting better business planning and understanding of your practice’s financial health.
6. How often should I update the data in the Calculator?
Ideally, review and update your inputs at least annually or whenever your staffing, overheads or business model significantly changes.
7. Can I use the Calculator to compare different fee scenarios?
Yes. You can adjust variables to test various pricing structures, staff mixes, or project types to inform strategic decision-making.
8. Can we record projects and allow others within my office to access it?
Yes, the TCCG has two modes:
- Basic – for when you want to do a quick calculation for any project.
- Projects – where you can save each project, record overheads, profit, fees and estimated hours. Once a project is completed, you can come back and add “Actual Hours” it took for you to complete the project. Over time, you will be able to analyse which types of projects you are estimating correctly.
Yes, you can invite other users to access the TCCG so you can collaborate on fee calculations with your team.
9. How does this tool support fee transparency and advocacy?
By helping practices understand the true cost of service delivery, the Calculator supports fairer, more sustainable fee structures and improves industry-wide conversations about value and remuneration.
10. What is the difference between administrative hours and billable hours?
Billable hours are the hours spent directly on client work – tasks that can be charged to a client as part of a project or service agreement. This includes design development, documentation, meetings, site visits, and other project-specific activities.
Administrative hours, on the other hand, are non-billable. These cover internal tasks required to run the business but not chargeable to clients, such as team meetings, invoicing, HR, IT, marketing, and business development.
11. Where can I find support or training on using the Calculator?
The ACA offers a concise user guide, webinars, and member support.
Get in touch if you have further questions.