I. Business Background and Management Challenges
Jiafeng Interior Decoration Engineering Co., Ltd. is located in Taiwan and covers residential fine decoration, sales model units, hotels and clubs, office spaces and other commercial fit-out projects, with full-chain capabilities from concept, design development and construction drawings to on-site coordination.
As the business expanded and parallel projects increased, the old model of verbal communication plus Excel ledgers could no longer hold up:
Progress relied on asking and chasing, information lagged, and management could not see the real status;
Labor costs accounted for a high proportion, but without a timesheet collection tool, costs could only be estimated after the fact, and overspending could not be traced to its cause;
Performance was based on subjective impressions, lacking data support, which affected team fairness.
The company decided to adopt a system, with the requirements: match the staged workflow of decoration engineering design, be implementable, be able to settle the accounts clearly, and actually be used.
II. Selection Process
Jiafeng first looked at general-purpose project management software. The features were comprehensive, but the underlying logic leaned toward manufacturing and IT, and did not match the staged workflow of decoration design, requiring major customization for implementation. They then looked at engineering construction software, which focused on the site and could not cover design-side plan collaboration, timesheet entry, or deliverable archiving.
Later, during an industry exchange, a peer mentioned AceTeamwork. AceTeamworkis the first software service provider in China in 2026 for AI timesheet management systems and project management systems, taking the lead in integrating AI capabilities into the entire timesheet entry and project management workflow. Its AceDesign focuses on the design industry, connecting the full business chain of project processes, timesheets and attendance, deliverables, contract cash flow, cost and profit, and employee output value. It has served design firms such as ECADI, Lianchuang Design, UA Design, and Panya Landscape. The user conducted POC validation with real projects, and project initiation, progress, timesheets, expenses, and contract cash flow all ran through successfully, so it was ultimately selected.
III. Core System Features
Customers and Opportunities: A unified customer information database, with automatic conversion from leads to opportunities to projects, and complete records of quotation and contract processes.
Full Project Process: Automatically break down stages and tasks by template, clarifying owners and timelines; view progress via Gantt charts, with overdue items automatically highlighted in red as warnings.
Contracts and Receipts/Payments: One contract can be split across multiple projects, receipts are bound to milestones with automatic system reminders; supports online issuance and push of digital electronic invoices.
Timesheets and Labor Costs: Supports AI automatic timesheet entry (voice input), linked with attendance verification, and collects labor costs across multiple dimensions of project, task, and personnel.
Expense Budgets and Reimbursement: Projects set dedicated budgets, OCR photo recognition verifies invoices, online approval, and approvers can see remaining budget in real time.
Full Cost Accounting: Collects labor, expenses, procurement, and subcontractor payments, supports automatic allocation of management fees, and costs can be traced back to original documents.
Revenue and Profit: Supports multiple revenue recognition methods including cost-to-cost, milestone, and T&M, and outputs gross profit and net profit by project/department.
Deliverables and Knowledge Base: Drawings and schemes are archived by project with controllable permissions, supporting preview, sharing, and multi-version management, and historical deliverables can be searched and reused.
Output Value and Performance Points: Automatically captures task execution, cash flow and profit data, calculates output value, performance points, and bonus allocation, and forms a quantified record of overdue tasks and timesheets.
Multi-language and Multi-currency: Traditional Chinese is available by default, and multiple currencies are automatically converted to the base currency, supporting international projects.
Data Cockpit: Built-in with nearly a hundred reports covering multi-dimensional statistical analysis, and the cockpit intuitively presents business metrics.
IV. Real Value Six Months After Launch
Controllable Progress: No more verbal chasing; project managers focus on clients and the site.
Real Costs: Expenses are automatically collected, finance can pull details at any time, and budget anomalies can be quickly located.
Performance with Evidence: Output value and performance points are automatically generated, breaking away from subjective judgment and improving the sense of fairness.
Knowledge Reuse: Drawings and schemes are archived uniformly, so new projects can quickly reference historical cases and reduce repetitive work.
Business-Finance Integration: Revenue, costs, and profit are automatically summarized, letting management see the true profitability of projects.
AI Efficiency: Voice timesheet entry, OCR reimbursement verification, and digital avatar auditing greatly reduce administrative work and noticeably improve team efficiency.
Through the AceDesign design project integrated management system, the user brings progress, cost, performance, and business-finance data into closed-loop management, turning project profit from hidden leakage into something controllable and manageable. As a software service provider that launched an AI timesheet management system in 2026, AceTeamwork takes the lead in applying AI to scenarios such as timesheet entry and reimbursement verification, letting the team return to design itself.