The CRM for architecture firms that answers the owner, writes the fee proposal and reads the contract

The firm and the owner below are made up; the steps are the product’s. Each step reaches you as a card on your phone: an email, a meeting or a document, with Send, Change and Skip. The plan that does each step is named beside it.

1. 1

   The inquiryBook

   Tuesday, 10:15 AM. You are in a design review with your project architect. Marisol Ortiz, development director at Carrow Street Partners, writes through the form on your site: “We closed on a 1960s two-story office building in Sacramento and want to turn it into medical offices. The construction budget is about $2.8 million. Can we meet next week?” The form offers her times on the spot.

2. 2

   The replyBook

   She does not pick a time, so Tommo SDR drafts the reply in your voice: two questions (are there drawings of the existing building, and is a tenant signed?) and two or three open times from your calendar. The card: “Tommo SDR: Send Marisol the reply?” You press Send at the break.

3. 3

   The first meeting and the site walkYou

   Thursday, 45 minutes on Google Meet, then a walk through the building on Monday. You talk; Tommo Closer reads the transcript of the call.

4. 4

   The recapClose

   An hour after the call, the card with the recap: about 18,000 square feet, the 1964 drawings in a box at the county, a new elevator, a lender who wants permit drawings by June, Marisol and her partner decide. You promised the fee proposal by Friday. You fix one line and send.

5. 5

   The fee proposalClose

   Your estimate sheet says basic services at 8% of the $2.8 million construction budget, $224,000, split by phase: 15% schematic design, 20% design development, 40% construction documents, 5% bidding, 20% construction administration. Reimbursable expenses at cost, additional services hourly at your rates. Tommo Closer writes the fee proposal email with those numbers and no others. The card: “Tommo Closer: Send Marisol the fee proposal?” When she goes quiet for a week, Tommo Closer drafts the follow-up.

6. 6

   The owner's contractSign

   Marisol says yes and sends Carrow Street’s own owner-architect agreement as a Word file. Tommo Legal reads it against your positions and finds four departures: a duty to defend the owner before anyone proves you negligent, the owner’s right to reuse your drawings on other buildings, no limit of liability, and payment only when the lender funds the draw. The card: the memo, and their agreement with your changes tracked. You strike all four and offer net 30. Tommo Closer sends the redline on your Send, with the scope of services exhibit Tommo Legal drafted from your template.

7. 7

   The signatureSign

   Carrow Street agrees. Tommo Legal proposes your signature with each departure from your templates listed on the card. You press Sign, and the copy signed by both sides lands in Carrow Street's folder in your Drive.

8. 8

   The invoicesSign

   You mark the deal won. Tommo Closer reads the signed agreement and proposes the schedule: $33,600 at the end of schematic design, $44,800 at design development, $89,600 at construction documents, $11,200 at bidding, and $44,800 across construction administration in monthly amounts. You accept it. Each time an amount comes due, a card proposes the invoice, and on your press it goes out through Mercury. When an invoice runs late, Tommo Closer drafts the reminder.

Sending on its own is off. After twelve approvals in a row of one kind of email with nothing to fix, a tommo asks for it. You switch it on per form, on a paid plan, and switch it off the same way. Invoices always wait for a person’s press. Tommo Legal writes only to Tommo Closer and to you, never to the owner.

What Tommo SDR does · What Tommo Closer does · What Tommo Legal does

Monograph, which sells software to architecture firms, reports that an average of 80% of A&E work comes from existing clients¹. The developer who comes back for a second building, the owner a contractor sent you, the tenant rep who liked your last fit-out: each writes once and waits. Tommo SDR reads the form on your site and your inbox, drafts the reply in your voice with the questions you would ask, and offers times that are open on your calendar. If the owner goes quiet, it follows up inside their working hours.

A public RFQ asks for your qualifications, not a fee¹. When one arrives by email, Tommo SDR answers the person who sent it and books the call you want before the deadline. The statement of qualifications stays yours to write.

Your estimate is the part of the sale only you can do: the phases, the hours behind each, the risk of an old building you price in. Share the sheet or the doc by link, and Tommo Closer writes the fee proposal email from it, whatever method you use. When a number is missing, a card asks you for it.

Three firms, three methods (the figures are examples):

• A percentage of construction cost. “Basic services at 7.5% of a $4.6 million construction budget, billed by phase, construction administration included.”
• A stipulated sum. “A tenant improvement of 9,500 square feet for a lump sum of $62,000 through permit, then construction administration hourly.”
• Hourly with a not-to-exceed. “A feasibility study for a 40-unit site at your hourly rates, not to exceed $18,000, in four weeks.”

The standard owner-architect agreement allows a percentage of the budget for the cost of the work, a stipulated sum or another method the parties agree²³. Tommo Closer writes the method your estimate names.

On Sign, Tommo Legal drafts your agreement, the scope of services exhibit and a mutual NDA from your own templates in your Drive, with the scope, the fee and the schedule your estimate holds.

Owners send their own paper: a form their attorney wrote, or standard terms with their edits. The AIA warns that client-drafted indemnity provisions “almost always extend your financial obligation beyond what the law would otherwise require”⁴. On Tommo Legal’s page you write where your firm stands, in your own words. Tommo Legal reads each new contract against those positions and returns a memo, clause by clause, with the wording to send back. A Word file also comes back with your changes tracked in the owner’s own document.

The clauses architects push back on most:

• Indemnity and the duty to defend. You indemnify for your own negligence and take on no duty to defend the owner. A professional liability policy does not cover defending the owner against claims of your fault⁴.
• Standard of care. The care of architects practicing in the same place and time, and no “highest” standard or fitness for purpose.
• Your drawings. The owner uses your instruments of service for this project; reuse on another building needs your consent and your fee.
• Limit of liability. A cap tied to your fee or your insurance, and no consequential damages.
• Payment. Net 30, interest on late invoices, your right to suspend services, and no payment tied to the lender’s draw.

Termination, additional services, insurance limits and dispute resolution work the same way: write your position down, and Tommo Legal reads each contract against it.

Tommo Legal flags and drafts; it writes only to Tommo Closer and to you, never to the owner. You decide each clause, and a person signs. The memo is research, not legal advice; for a large project, send it to your attorney with the markup already done.

PFLB, the load testing firm where Tommos began, has run its inbound sale on three tommos since August 20, 2026. In seven weeks the tommos wrote 65 emails to 21 people, each sent on a person’s yes, and booked 10 meetings: see each count on PFLB’s page.

• Book, $299 a month. Tommo SDR answers each inquiry, offers times and books the first meeting. Pick it when owners wait days for your reply.
• Close, $599 a month. Adds Tommo Closer: the recap, the fee proposal from your estimate, and follow-ups until the owner decides. Pick it when the fee proposal waits for your weekend.
• Sign, $899 a month. Adds Tommo Legal: the owner’s contract read against your positions, your agreement, scope exhibit and NDA from your templates, and your signature. On a won deal, Tommo Closer invoices each phase through Mercury. Pick it when owners send their own paper.

No seats: your principals, project architects and office manager work in the same CRM at one price. Every plan counts 50 new leads a month (a new person a tommo starts to work) and includes the AI model, so you need no API key and get no second bill. A year is 20% off. After your first payment you have 30 days to get all of it back.

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