ERP for Managing Architectural Projects: YOD Group Experience

An ERP system helps architectural agencies effectively plan and control all project stages — from concept to implementation. It combines task, finance, team, and document management in a single tool, saving time and reducing the risk of errors.

In this case, we talk about YOD Group — an architectural agency that uses ERP to manage complex projects in hospitality and commercial design. With the system, the team coordinates tasks, controls deadlines, and plans resources to deliver successful, profitable projects.

About the client

YOD Group is a Ukrainian architectural agency specializing in complex projects in the hospitality industry: restaurants, hotels, bars, SPA complexes, and event spaces. The team combines expertise in design, business management, and consulting, creating not just interiors but complete, successful business models for their clients.

The agency works with venue owners and investors, helping launch projects with high profitability and quick ROI. YOD Group applies a systematic approach: analyzing the market, shaping concepts, developing architectural and design solutions, and supporting project launches.

The company reached out to us to streamline project and task management with an ERP system adapted for architectural agencies. It was important for them to see task dependencies within projects and quickly generate reports and schedules for internal control and client presentations.

How YOD Group uses ERP for architectural project management

To effectively manage multiple projects and maintain high-quality delivery, YOD Group started working with the ERP system if.team. This allowed them to optimize internal processes, reduce coordination time, and ensure transparency at every project stage.

Here’s a closer look at how YOD Group uses if.team to manage architectural projects.

Project planning and control

YOD Group uses Gantt charts to plan and track progress for both individual tasks and entire projects. In the system, each task is tied to a project, has clear deadlines, and assigned responsible people. The chart shows dependencies between tasks, highlighting which ones block other stages and which are critical for project completion.

Users can work in different formats: a single overall timeline across all projects, a detailed task-level chart, or a Gantt chart for a specific project. Any of these views can be exported to PDF, making it easy to prepare reports for clients and management. This approach helps coordinate team actions, reduce misunderstandings, and keep processes transparent at every level.

Task and resource tracking

The system lets the team monitor task statuses in real time: open, in progress, or completed. Each task displays responsible team members, deadlines, priorities, and workload. This helps spot delays, respond quickly to changes, and avoid duplicate work.

Analytics tools show team workload across projects, tasks, and roles. YOD Group uses this data to evaluate capacity, plan resources, and adjust timelines. All metrics are presented as charts and tables, helping balance workloads across the team.

Team and role management

ERP enables flexible access rights for employees, limiting visibility only to the projects and tasks they’re responsible for. This reduces confusion, improves data security, and ensures accountability.

Teams can be formed for specific projects, with designated managers, roles, and access levels. This makes it easy to scale operations, onboard new employees, and integrate them into ongoing processes without losing task control.

Organizing recurring processes

if.team helps YOD Group set up templates for recurring tasks, reminders, and status updates. Each recurring task can be linked to specific projects or teams, ensuring consistency and avoiding missed steps.

For example, the system shows which stages are completed, which need attention, and reminds the team of key dates. This allows the team to focus on important decisions and creative aspects of the project instead of spending time monitoring routine operations.

Reports and analytics

if.team generates reports for each project and team, providing a complete picture of task completion, employee workload, and project progress. Data is available as tables, charts, and graphs, enabling quick performance assessment and identification of bottlenecks.

YOD Group uses this information to adjust plans, optimize resources, and control deadlines. Reports are also used for client presentations, showcasing process transparency and achieved results.

How ERP for architectural projects transformed YOD Group’s work

ERP for architectural projects helped YOD Group centralize control over all tasks and projects. The team gained a transparent management system where task dependencies, deadlines, and responsibilities are clearly visible.

Automation of routine processes and the use of webhooks and templates reduced administrative workload, minimized errors, and ensured process stability.

Thanks to flexible roles, custom fields, and filters, the team quickly onboards new employees and keeps projects organized. Analytics and reports enable informed decision-making and effective resource planning.

As a result, YOD Group scaled both the team and projects, reduced routine workload, and focused on creating innovative, profitable architectural solutions. if.team has become a platform that grows with the company, allowing the team to automate processes and integrate external systems.