Context
An architecture studio from Split with 3 employees — two architects and one designer. Specialized in residential and commercial projects across Dalmatia, 7 years in the market, a serious reputation in their segment.
The problem wasn't lack of work — quite the opposite, they had more inquiries than they could deliver on. The real problem was the structure of their own time.
A typical week: the two architects spent about 30% of their time on administration — writing quotes, updating client documentation, coordinating with contractors, emailing municipalities about permits. The designer spent 50% of her time on "technical work" that didn't deliver creative value — filling in standardized forms, preparing presentations, sorting photos from construction sites.
They had considered hiring an assistant, but the math was difficult. An assistant would cost around €2,000 a month gross. They'd need to be productive from day one. Plus the added structure — a new role, legal obligation, coordination. The studio was growing qualitatively, but not fast enough financially to justify it.
What didn't work first
A 3-person micro-business — everyone did everything. The first attempt was "hire someone for admin", which would have meant a 25–30% lift in monthly cost. The studio didn't have the headroom for that.
Approach
We led with AI & Automation as the primary approach, and Web & Digital Products for building the client portal — a combination far more efficient for a micro-team than hiring.
AI layer — administration. We identified 4 recurring tasks that consume the most time: writing quotes (template + AI generation based on a brief), email coordination with municipalities about permits (AI proposes drafts based on history), searching their own project archive ("show me all projects where we worked with this material"), and generating project descriptions for the site and client portfolio (AI turns technical data into a readable description).
We set up the AI tools to run through the same chat system they were already using. No additional interfaces to master — they did the same work, just with help.
Client portal — we built a web application where clients see the status of their project: phase, documents, upcoming meetings. Before, clients were calling several times a week for status updates. Now they have self-serve access. That freed up communication time — clients are happier because they have a clear picture, the architects don't have to repeat the same information.
Mini-process — the third piece, smaller but pivotal: we set up a clear "weekly review" rhythm (45 minutes, Mondays) where all three go through projects and decide the week's priorities, via Business Process Improvement. Before, priorities shifted ad hoc — someone would call, a project would get "slotted in", another would slip. The structured review eliminated that unpredictability.
Delivered
- AI tools for writing quotes, coordinating with municipalities, searching the archive, and generating project descriptions.
- Client portal showing project phase, documents, and upcoming meetings.
- Structured "weekly review" rhythm for deciding the week's priorities.
- Team training on using the AI tools through the existing chat system.
- 30 days of practical support after launch.
Result
- Project throughput grew 85% — without a single new hire. The studio now completes 24–28 projects a year instead of the previous 13–15, with the same three people.
- Time spent on pure administration dropped 60% — which means the architects spend more time on what they're actually good at (design, on-site coordination, client conversations about vision), and less on what's essentially "paperwork to process."
- Studio revenue grew 70% in the first year after implementation. That's more than a new hire could ever bring — without the additional risk, without the obligation to an employee, without the coordination overhead.
At a glance
+85%
Project throughput
−60%
Time on administration
0
New hires