Free Architect Invoice Template & Generator
Generate architecture invoices for design services, construction documents, and project management. Bill by phase, percentage, or hourly.
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Amount already received from client
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How does an architect invoice a client?
Architecture invoices follow the project phases: schematic design, design development, construction documents, and construction observation. Bill each phase as it completes, often as a percentage of the fee or a fixed amount. List site visits separately, usually per visit, and reference the project so the client can track progress against the agreement.
Your invoices need to tie back to your contract phases. Include the project name and address, the specific phase you are billing for (schematic design, design development, construction documents, etc.), and the percentage of that phase completed. Accountants will ask which scope item from your original agreement this covers, so reference that. If you are billing hourly, break down time by who did the work and their rate. For reimbursables, attach receipts for anything over fifty dollars.
Most architects bill monthly based on percentage completion of each phase. You should get a retainer up front, usually 10-20% of the total fee. Bill at the end of each month for work completed during that period. Net 30 is standard, though smaller clients might need Net 15 to keep them paying attention. Do not wait until a phase is done to bill the whole thing. Cash flow dies that way.
Send invoices on the same day every month, ideally the first or second. Clients get used to seeing it and their accounting departments build you into their payment cycles. The biggest mistake is letting reimbursables pile up for months and then hitting the client with a surprise four-figure expense report. Bill them monthly with your fees.
Typical line items
- Schematic design phase
- Design development phase
- Construction document preparation
- Permit and approval support
- Site visit and construction observation per visit
- Hourly rate for additional services
- Reimbursable expenses
- Percentage of construction cost fee
How the work is charged
Architects commonly charge a percentage of construction cost or a fixed fee split across project phases, billed as each phase completes. Additional services and extra site visits are often billed hourly or per visit.
Payment terms and deposits
Phase-based billing is standard, with an initial payment to begin and the balance invoiced as each stage finishes. Business clients usually pay on net terms, and reimbursable expenses are billed as incurred.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Projects in another country can change how tax applies, so confirm what applies to you.
Frequently asked questions
How do architects typically bill for services?
Architects commonly charge a percentage of construction cost (8–15%), hourly ($100–$300+), or fixed fee by project phase. Residential projects typically use fixed fees; commercial uses percentage-based.
What are the standard billing phases for architecture?
The five standard phases are: schematic design (15%), design development (20%), construction documents (40%), bidding (5%), and construction administration (20%) of the total fee.
Should architects bill for reimbursable expenses?
Yes. Printing, travel, permit fees, consultant fees, and 3D renderings are typically billed as reimbursable expenses at cost plus 10–15%. List these separately on your invoice.
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