BaseBuilders vs Ajera
Which Project-Based System Actually Fits a Small A/E Firm?
Simple, Fast Billing vs Full ERP Complexity
Architects and engineers evaluating software typically end up choosing between two very different approaches:
- Purpose-built billing + project system (BaseBuilders)
- Full ERP system (Ajera)
Both can work. But they are designed for very different firm sizes, workflows, and tolerance for complexity.
This comparison breaks that down without the fluff.
Quick Comparison
| Category | BaseBuilders | Ajera |
|---|---|---|
| Core Philosophy | Billing-first project system | Full ERP for A/E firms |
| Ideal Firm Size | 5–25 employees | 20–200+ employees |
| Implementation Time | Days | Weeks to months |
| Ease of Use | Simple, fast, intuitive | Complex, training required |
| Accounting | Integrates with QBO/Xero | Built-in accounting (GL) |
| Billing Speed | Extremely fast (Rocket Billing) | Structured, slower workflows |
| Flexibility | High at project/phase level | High but process-heavy |
| Cost Structure | Lower, per-user SaaS | Higher, enterprise pricing |
| Best For | Firms replacing spreadsheets | Firms needing full ERP |
The Core Difference
BaseBuilders: Built Around Billing
BaseBuilders is designed around one idea:
Billing is the heartbeat of an A/E firm.
Everything flows toward getting invoices out quickly and accurately:
- Time → Phase → Billing
- Real-time profitability
- Minimal friction
It replaces:
- Spreadsheets
- Manual billing processes
- Disconnected systems
Ajera: Built as a Full ERP
Deltek Ajera is designed to run the entire firm:
- General ledger
- Payroll
- Accounting
- Project management
- Billing
That comes with tradeoffs:
- More power
- More structure
- More overhead
Here Are Some Full Feature Tables
| Feature | BaseBuilders | Ajera |
|---|---|---|
| Batch Billing | Yes (Rocket Billing™) | Limited |
| Speed of Invoice Creation | Extremely fast | Moderate |
| Draft Invoice Control | Full control before & after finalizing | Structured workflow |
| Multi-Phase Billing Types | Yes (fixed, hourly, NTE, T&M, etc.) | Yes |
| Retainers | Built-in tracking | Supported but accounting-driven |
| Past Due Statements | Automatic | Manual / configured |
| Invoice Customization | Flexible | Structured templates |
Takeaway:
Ajera is capable, but BaseBuilders is optimized for speed and repetition.
| Feature | BaseBuilders | Ajera |
|---|---|---|
| Project-Centric Design | Yes | Yes |
| Phase-Level Billing Types | Yes | Yes |
| Template-Based Setup | Yes | Yes |
| Consultant Tracking | Yes (with liability accrual) | Advanced |
| Additional Services Tracking | Built-in (scope control) | Yes |
| Ease of Setup | Simple | More configuration required |
Takeaway:
Both are strong. BaseBuilders is faster to deploy and easier to maintain.
| Feature | BaseBuilders | Ajera |
|---|---|---|
| Time Entry by Phase | Yes | Yes |
| Real-Time Cost Impact | Yes | Yes |
| Expense Tracking | Yes | Yes |
| Mobile/Usability | Simple | Functional but heavier |
| Approval Workflows | Lightweight | Structured |
Takeaway:
Ajera enforces the process.
BaseBuilders reduces friction.
| Feature | BaseBuilders | Ajera |
|---|---|---|
| General Ledger | No | Yes |
| Accounts Payable | No | Yes |
| Accounts Receivable | Yes | Yes |
| Cash vs Accrual Toggle | Yes | Yes |
| Profitability Reporting | Real-time by project | Strong but accounting-driven |
| Overhead Application | Real-time | Yes |
Takeaway:
Ajera replaces your accounting system.
BaseBuilders works with it.
| Feature | BaseBuilders | Ajera |
|---|---|---|
| Real-Time Profitability | Yes | Yes |
| Net Multiplier Tracking | Yes | Yes |
| Segment Reporting | Yes (custom fields) | Yes |
| Ease of Use | High | Moderate |
| Data Transparency | Immediate | Report-driven |
Takeaway:
Ajera is powerful but requires more effort to extract insights.
| Category | BaseBuilders | Ajera |
|---|---|---|
| Setup Time | ~ 7 days | Weeks–months |
| Training Required | Minimal | Significant |
| Data Migration | Spreadsheet-based | Structured onboarding |
| User Adoption | Fast | Slower |
| Ongoing Admin. | Low | Higher |
Takeaway:
This is one of the biggest decision drivers
Where BaseBuilders Wins
- Faster billing cycles
- Lower operational overhead
- Easier for small teams
- Designed for how small A/E firms actually operate
- Minimal training required
- Immediate ROI through time savings
Where Ajera Wins
- Full accounting system included
- Better for firms with finance teams
- Handles complex organizational structures
- Strong compliance and audit capabilities
- Scales to larger firms
The Real Tradeoff
This decision comes down to one question:
Do you want software that runs your accounting… or software that fixes your billing?
- If your biggest problem is billing speed, visibility, and profitability → BaseBuilders
- If your biggest problem is enterprise accounting and control → Ajera
Who Should Choose BaseBuilders
- 5–25 person firms
- Firms using QuickBooks or Xero
- Firms struggling with billing delays
- Teams using spreadsheets to manage projects
- Owners who want visibility without complexity
Who Should Choose Ajera
- 20+ person firms with accounting teams
- Firms needing full ERP control
- Organizations with strict financial processes
- Firms willing to invest in setup and training
Final Verdict
BaseBuilders and Ajera are not direct substitutes—they represent two different philosophies.
- BaseBuilders removes friction and accelerates billing
- Ajera centralizes and controls the entire business
For most small A/E firms:
Ajera is like a battleship when what you need is a fast, reliable fishing boat.
Rocket Billing™️ cuts billing time by 60%
Rocket Billing™ automatically generates draft invoices from earned value and WIP.
• Launch the rocket.
• Review the invoices.
• Send them out. Piece of cake.
Firms routinely generate
dozens of invoices in minutes.
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BaseBuilders’ easy-to-use software is specifically designed to help small to mid-sized firms track time, manage projects, stay on top of expenses, and more. We’ll handle the invoicing for you so you can focus on growing your firm and designing wonderful spaces.