Free Architect Timesheet Template
Architectural fees are often tied to project stages, but hour tracking is essential for understanding profitability and supporting fee claims on time-and-charge commissions. A timesheet allows an architect to allocate time across design, documentation, coordination, and site activities, giving clients and practice managers a clear picture of effort at each stage. It is also required for professional indemnity purposes in many practices.
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What does an architect record on a timesheet?
An architect timesheet tracks hours by project and work stage, from concept through to completion, with the date, the task, and the time spent. Note the project, the stage, and whether the work was design, coordination, or a client meeting. Stage-based records support fee claims tied to each phase of the commission.
Typical line items
- Date of work
- Project name or number
- Work stage (concept, planning, technical design)
- Task description
- Hours worked
- Billable or non-billable flag
- Hourly or staff rate
- Running total per stage
How the work is charged
Architects often bill a percentage fee by stage but log hours underneath to track effort, manage the budget, and charge additional work by the hour. Time spent on variations or extra meetings is usually recorded separately.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Practices commonly bill on completion of a stage or monthly against an agreed fee, so keep stage entries dated and described for the client.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the fee invoice the timesheet supports, not the timesheet itself. Confirm the rules in your jurisdiction.
Frequently asked questions
How do I allocate hours across RIBA stages on my timesheet?
Create a separate entry for each RIBA stage or equivalent project phase in your market. Even within a single day you may work across multiple stages on the same project, for example, progressing detailed design while also responding to a planning query. Record each block against the correct stage so fee draw-downs align with actual progress.
Should I charge for site visits and travel time to site?
Site visits are billable professional services. Travel time is typically billable at the agreed rate or a reduced rate, depending on what the appointment letter states. Log travel separately from the site visit itself so the client can see how the time breaks down.
Can I bill for time spent coordinating with consultants such as engineers and landscape architects?
Yes. Consultant coordination is a core part of the architect's role and is explicitly included in most fee agreements. Record it clearly, noting which consultant the coordination involved and the purpose of the exchange.
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Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
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