I’m an architect – and my estimates hurt me more than my clients ever did
I’m an architect – and my estimates hurt me more than my clients ever did
By Sam Hayes
Advertorial last updated:
10 December 2025
Advertorial last updated: 13 December 2025
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I thought I had a solid handle on my projects.
Turns out, my biggest problem wasn’t the long hours or clients with no boundaries. It was something I wasn’t measuring at all.
A short history of me vs. time tracking (I lost)
I never particularly enjoyed estimating my work or tracking time but I made peace with it. A necessary evil of the job – is what architects say. At first, I was eager to track every minute to nail my future estimates.
My law firm software came with a timer, perfect. Except I always forgot to turn it off.
I figured I’d rather lose a couple bucks than my sanity over the stupid stopwatch. So I decided to zone in on the work and let the future-me worry about what to put on the invoice. (Spoiler – the future-me was NOT happy)
My timesheet: a work of fiction
Without the timer, I needed to come up with what to put in my timesheet. Come Friday, and I’d get crippling anxiety knowing how much time I’d waste on guessing what I did all week.
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I tried going through my calendar, emails, and calls to reconstruct my billable hours.
It took forever but at least there was a record.
The problem was, I spend a lot of time working in documents and files. To estimate those, I only had my memory and gut feeling.
The app that changed everything
I was desperate and ranting about time tracking at the office (we all do).
“I wish there was a browser history but for all I did on my computer,” I said to my colleague.
If this isn’t proof that your phone is listening…
Because the next day I get an ad for this app that tracks time in all programs. Definitely everything an architect uses:
• Emails,
• Documents,
• Browsertabs,
• Desktop software,
• Phone calls even!
• Documents,
• Browsertabs,
• Desktop software,
• Phone calls even!
Best part – there’s no timer. I log on and it’s already recording in the background.
Memtime shows exactly what I did and for how long
The truth hits harder than opposing counsel
I didn’t open my activity list until it was time to fill out my weekly timesheet. Here’s what the app revealed:
• Half my Zoom meetings ran 5-10 minutes longer than scheduled
• Even “fast” contract reviews took 20+ minutes, not the 15 I swore they did
• Ambush phone calls stole 10+ minutes a day – and I never tracked them
• Even “fast” contract reviews took 20+ minutes, not the 15 I swore they did
• Ambush phone calls stole 10+ minutes a day – and I never tracked them
All these sneaky extra minutes added up into one brutal equation:
Just 15 minutes a day = 60 hours a year = more than a week of billable time!
Calculate how much you’re underbilling
Here’s a simple calculator you can use to estimate how much time you’re underbilling per year.
All from not tracking the small stuff like extra time in calls or email.
Check how much billable time you’re missing out on
Memory is the least credible witness I know
If you charge by the hour, here’s the truth:
• Do NOT estimate your time
• Do NOT trust your memory
• Do NOT ignore the “small stuff”
• Do NOT trust your memory
• Do NOT ignore the “small stuff”
Every minute counts. Get a system that backs you up. Your future self (and your bank account) will thank you.
P.S. The app I used is called Memtime, here’s how it tracks your time automatically.
