Architect Invoice Template

Architect invoices are often tied to project phases and reviewed carefully by clients. A clear invoice makes it easy to see what was completed and what phase the billing covers.

Project details

• Project name and project address
• Client name/company and billing contact
• Project phase (schematic design, design development, CDs, CA)
• Service period (optional for monthly billing)

Architectural services

• Phase fees (fixed fee per phase)
• Hourly services (additional services or meetings)
• Site visits and field measurements
• Drawing production and revisions
• Coordination and meetings

Reimbursable expenses

• Printing/plotting
• Courier/shipping
• Permit submissions (if handled)
• Travel (if billable)

Consultants

• Consultant coordination or pass-through costs (if applicable)
• Notes referencing consultant work (optional)

Totals

• Subtotal, tax (if applicable), total due
• Retainer applied as credit (if used)
• Payment terms and instructions

Many architects invoice by phase because it aligns payment with deliverables.

Common phases

• Schematic Design (SD): concept plans, early layouts
• Design Development (DD): refinements, materials, systems coordination
• Construction Documents (CD): detailed drawings/specifications for permitting and bidding
• Construction Administration (CA): site visits, RFIs, submittals, punch list

How to show this on invoices

• Put the phase name in a dedicated field
• Use phase-fee line items for fixed-fee work
• Add hourly line items for additional services outside scope

Phase labeling reduces confusion and helps clients track project progress.

Scope creep is common in design work. Your invoice should separate base scope from additional services.

Examples of additional services

• Extra design options beyond the agreed set
• Additional rounds of revisions
• Extra meetings beyond included amount
• Value engineering and re-drawing due to budget changes
• Consultant coordination outside original scope

Best practice

• Add a line item called “Additional Services (approved)” and describe the work
• Use hourly billing for added tasks unless you issue a separate fee proposal
• Reference approvals in notes when helpful

Reimbursables are easier to approve when listed clearly and kept reasonable.

Common reimbursables

• Plotting/printing sets
• Courier and shipping
• Permit submission costs
• Travel for site visits (if not included)

If your agreement states reimbursables are billed at cost, reflect that in invoice wording. If you charge a markup or handling fee, note it clearly.