One Foot in Ajera and One in QuickBooks

Co-authored By: Shawna Pace-Powers

QuickBooks might feel like a reliable tool for many AE firms—until your projects grow in complexity and you find yourself juggling multiple systems to stay afloat. If you’re caught between managing project data and financials in two separate places, it may be time to rethink your approach.

Does this sound familiar?

• You’re entering information into two systems.
• You’re so busy managing data entry that you have little time for analysis.
• Real-time financial data isn’t available when you need it.
• You’re struggling to calculate direct salaries based on actual staff efforts, not just time spent.
• Your project data doesn’t tie back to your accounting balances.
• Everything lives in Excel—spreadsheets as far as the eye can see.

If any of these pain points hit close to home, you’re not alone. We encounter many firms like yours—stuck halfway between QuickBooks and Ajera, overwhelmed by double data entry, and frustrated with a lack of real-time financial insights. QuickBooks is excellent for basic accounting functions, but it often falls short when it comes to managing complex project-based work, especially in the Architecture and Engineering industry. That’s where Ajera comes in.

Why QuickBooks is Holding You Back

Managing complex projects with QuickBooks is like trying to fit a square peg into a round hole. You know it doesn’t quite work, but maybe you’ve been sticking with it because it’s familiar. QuickBooks’ limitations become more challenging to ignore as your firm grows and projects become more intricate. Here are a few common struggles:

Multiple Systems, Multiple Headaches:

Many firms find themselves entering data into multiple systems, such as QuickBooks for accounting and Excel for project management. This eats up valuable time and can lead to costly errors.

Limited Project Insight:

QuickBooks wasn’t designed for project-based firms. It’s a good choice for basic accounting, but it lacks real-time data on project costs and profitability.

Manual Processes Abound:

You constantly download reports, manually update Excel, and reconcile numbers between your accounting and project systems. Over time, this adds up, leading to inefficiencies and errors.

Why Moving Fully to Ajera is the Smart Move

Ajera was built specifically for project-driven firms, offering an all-in-one solution that seamlessly ties your financial and project data together. This integration is crucial when your business lives and dies by the profitability of your projects. Here’s how Ajera stands out:

Real-Time Project and Financial Data

Imagine seeing up-to-the-minute project costs, revenues, and profitability without waiting for outdated reports. With Ajera, this is possible. There is no more lag between financials and projects—just real-time insights.

Eliminate Duplicate Entries and Errors

When juggling multiple systems like QuickBooks and Excel, duplicate entries and manual errors are inevitable. Ajera consolidates everything into one platform, reducing the risk of mistakes and giving you more confidence in your data.

Accurate Overhead Calculations

Ajera simplifies overhead rate calculation, automating what would otherwise be a complex, time-consuming process—no more reliance on complicated spreadsheets—just accurate, real-time overhead rates.

Enhanced Efficiency

Switching to Ajera means freeing your team from manual data entry and giving them time to focus on analysis and strategy. You can streamline workflows, increase productivity, and improve your bottom line.

Common Concerns About Switching to Ajera (And Why They’re Not a Problem)

Switching from QuickBooks to Ajera can feel overwhelming, especially if you’ve been using QuickBooks for years. But trust us, the long-term benefits far outweigh the short-term challenges. Let’s tackle some of the most common concerns we hear:

Our CPA only knows QuickBooks. Will this cause problems?

Not at all! Ajera can generate standard financial reports that your CPA can easily review and use for tax preparation. In fact, we have tax professionals on our team who are experienced in supporting Ajera clients and ensuring a seamless transition.

Will this be expensive?

While there is an upfront investment, the long-term savings are significant. Instead of paying for multiple software platforms and spending hours on manual data entry, you’ll have one system that handles everything—saving time and money. Plus, the improved accuracy and real-time data will lead to better-informed decisions and higher profitability.

Is QuickBooks easier to use?

QuickBooks may seem easier if that’s what you’re used to, but Ajera was built with firms like yours in mind. It’s designed to handle the complexity of project-based accounting, which makes it far more efficient in the long run. Our team will provide training to ensure your staff is fully equipped to get the most out of Ajera.

Next Steps

Moving from QuickBooks to Ajera doesn’t have to be overwhelming—especially with the right partner. Our Ajera experts are here to guide you every step of the way. We’ve helped numerous AE firms make the switch seamlessly. Here’s how we can support you:

• Top Ajera Experts: We don’t just consult—we’ve lived it. Our team includes former AE professionals who understand your pain points. Plus, being the largest Ajera team in the world means we have seen it all and know exactly how to help you get the most out of your Ajera software.
• Proven Success: We’ve successfully worked with AE firms of all sizes, helping them move from fragmented systems to Ajera’s unified platform. Our expertise means we know the common pitfalls and how to avoid them.
• Customized Training and Support: We’ll train your team to ensure a smooth transition and ongoing success. Whether it’s learning the nuances of Ajera or creating custom financial reports, we’ve got you covered.

If you’re tired of juggling multiple systems and dealing with constant data entry, it’s time to consider going all in with Ajera. The accuracy, efficiency, and integration it offers can transform the way you manage both your projects and finances.

Ready to stop letting QuickBooks hold you back? Contact our team today to learn how a seamless transition to Ajera can make your firm more efficient, accurate, and profitable.