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The AI assistant for architects, on WhatsApp

The client who changes their mind about the kitchen, the contractor asking for a detail, the flooring supplier sending samples, the planning application that needs more information. The design is yours. Ugo keeps your diary, email and project documents, answers you by voice from site too, and asks you to confirm before every action.

Try UgoWorking with the AI assistant for architects

An AI assistant for architects doesn’t draw or design: it gives you the time to do it. Ugo is a contact on WhatsApp connected to your diary, email, contacts and project folders on Google Drive or OneDrive. Ask it for the latest revision of a drawing, the specification clause on windows or the first free slot for a site visit, and it answers with what it finds in your tools.

An architect’s day is full of different people: private clients who message in the evening, contractors and tradespeople asking questions from site, materials and furniture suppliers, structural and services engineers, the council’s planning and building control officers. Refurbishments, new builds, interiors, planning applications: every project produces revisions, site minutes, cost plans, photos and emails. With Automations on your WhatsApp Business, client enquiries get a reply from your number while you’re on site.

Ugo doesn’t design, doesn’t do structural or energy calculations, doesn’t submit planning or building regulations applications and doesn’t sign anything: decisions, signatures and responsibility stay with you. Ugo organises: it finds the right revision, drafts the email to the client, fills in your site meeting minutes template and books appointments. Everything it sends or creates goes out after your “Confirm”.

What takes time away from design in an architecture practice

Design is the work you chose. Everything else, you chase.

Clients always on the line

The private client messages on Sunday evening with a doubt about the tile colour, and on Monday to ask when the build will finish. Answering everyone, quickly and accurately, eats into your design hours.

Variations and revisions to keep aligned

A wall that moves changes the drawing, the cost plan and the specification. Working out which version the contractor has and which the client has becomes a job of its own.

Site calling while you’re in the studio

The site manager wants a dimension, the floor fitter the laying direction, the supplier confirmation of the order. Without up-to-date documents to hand, the quick answer risks being the wrong one.

Applications and deadlines between council and clients

Requests for further information by email, deadlines to meet, documents to get from the client or the surveyor. One busy week on site is enough to miss a date.

Working with the AI assistant for architects

Short requests, answers taken from your documents.

Client appointments, booked by Automations

An automation on your WhatsApp Business replies to anyone messaging the practice with three buttons: New project, Project on site, Other. For a new project Ugo asks what it’s about and when they’d like to come in, checks your diary, books the first meeting and lets you know.

Skills used

Ugoonline

  1. Who messaged the practice number this morning?

  2. From Automations: 1. Claire Bennett chose “New project”: refurbishing a two-bed flat on Gloucester Road, Bristol. I’ve booked the first meeting for Thursday at 10:00 at the studio and sent her the calendar link. 2. Mark Taylor chose “Project on site”: he’s asking if you’ll be at Mill Street on Friday. I’ve told him you’ll reply yourself.

  3. Tell Taylor I’ll be on site at 9 on Friday

  4. I’ll send this to Mark Taylor from your number: “Morning Mark, I’ll be on site at Mill Street at 9 on Friday. See you then!” Shall I go ahead?

Site meeting minutes, dictated in the car

You leave site and send a voice note with who was there, progress and decisions. Ugo fills in your minutes template in the project folder, ready to check and send to the contractor and the client.

Skills used

Ugoonline

  1. 🎤 Voice message (0:58)

  2. Here’s what I’ll do on Google Drive: Create “Site meeting minutes no. 6 – Benson House” from your template, in the folder “2026-014 Benson House”, with: • Present: you, Luke Fletcher (contractor), the clients • Progress: screeds complete, first-floor services under way • Decisions: 600×1200 light grey porcelain in the living area, stretcher bond • Actions: window samples by the 24th Shall I go ahead?

The variation explained to the client

The client asks what changes with the latest revision. Ugo reads the drawing register in the project folder, tells you which revision is current and what has changed, then drafts the email.

Skills used

Ugoonline

  1. What changes in rev04 for Benson House?

  2. In “Drawing register rev04.xlsx”, updated on 7/10, the changes are: • A-02: open-plan kitchen, wall to the living room removed • A-05: new window in the bathroom • Cost plan: demolition item updated Shall I write to Ellen Benson with the link to the shared folder?

The council’s email, with a reminder

Ugo summarises the week’s emails from the council and, for a request for information with a deadline, creates a reminder in your diary with the text of the request in the description.

Skills used

Ugoonline

  1. Any emails from the council this week?

  2. Yes, one: Bristol City Council’s planning team needs more information to validate the application for 21 Victoria Street, with a list of the missing documents. Shall I create the reminder “Further information – Victoria Street application” for Monday 26 October at 9:00, with the text of the email?

A day in an architecture practice with Ugo

From the first site to the last client, without opening your laptop in the car.

  1. 8:00

    Scheduled task: Ugo sends you the day’s site visits and meetings and the enquiries that came in through Automations.

  2. 9:30

    On site you dictate the decisions made with the contractor: Ugo drafts the minutes in the project folder.

  3. 11:30

    The floor fitter asks about the laying direction: Ugo finds the specification clause and the drawing showing it.

  4. 14:00

    A new client chooses “New project” on your WhatsApp Business and Ugo books their first meeting.

  5. 16:30

    With Company websites you ask Ugo for the stated finishes of a window range from the manufacturer’s website.

  6. 19:00

    Before you finish, you ask for a list of replies still owed to clients and contractors.

What to connect to your architecture practice’s AI assistant

CAD, BIM and renders stay where they are. Ugo works on everything around them.

Your WhatsApp Business, with Automations

Anyone messaging the practice chooses what they need with a button, and Ugo books the first meeting in your calendar or lets you know. If you reply yourself from the app, the automation stops.

Project folders

On Google Drive or OneDrive: drawing registers, specifications, cost plans in Excel, minutes. Ugo only searches and reads in the folder you choose, and fills in your templates with {{client}} and {{project}}.

Email and contacts

Any IMAP mailbox, or Outlook with Microsoft 365. Clients, contractors and suppliers in your contacts: Ugo just needs a name.

Manufacturers’ websites

With Company websites, Ugo reads the websites of materials, window and furniture manufacturers and answers you on stated ranges and finishes, citing the page. Technical data sheets remain the reference.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

FAQ for architects

What’s the best software for running an architecture practice?

You usually need several: CAD or BIM for design, a program for cost plans and contract administration, practice management software for projects and fees. The weak spot is still everything that goes through your phone: clients, contractors, diary, email. Ugo covers that part from WhatsApp, connecting to the tools you already use.

Can Ugo design or do calculations?

No. Ugo doesn’t design, doesn’t do structural or energy calculations and doesn’t interpret regulations or planning policy for you. It can find a drawing, read you a clause from a specification you wrote and draft the communications that go with the project.

Does Ugo submit planning applications?

No. Planning applications, building regulations applications and listed building consent are prepared and submitted by you, through the Planning Portal or the council. Ugo summarises the emails you receive, creates reminders for deadlines and helps you ask the client for missing documents.

How do Automations work for the practice’s clients?

You connect your WhatsApp Business number and build the automation from blocks: for example a question with the buttons “New project, Project on site, Other”, then a branch that books the meeting in your calendar. Replies go out from your number, and on every block that takes an action you can ask Ugo to wait for your “Confirm”.

How much does it cost for an architect working alone?

Ugo costs €50 a month or €550 a year, excl. VAT, with every skill included. In a practice with several people, each has their own subscription and connects their own accounts.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

The design is yours, the organising is Ugo’s

Connect your diary, email, project folders and WhatsApp Business in a few minutes. You dictate minutes from site, and new clients already find an appointment.

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