How to Invoice as an Architect
How to bill an architecture project phase by phase, with reimbursable expenses, added services and the fee balance on every invoice.
When the fee is agreed on for the whole project but paid in parts, have each invoice tell the client which phase it bills, how much of the fee is billed so far and what is left. This guide covers it in order: the contract, the phase invoices, expenses and added services, then sending and follow-up.
The Occupational Outlook Handbook from the US Bureau of Labor Statistics (last modified August 27, 2026) describes the work: "Architects plan and design houses, factories, office buildings, and other structures." It adds: "They also visit construction sites to prepare initial drawings and review the progress of projects to ensure that clients' objectives are met." Site visits are work to cover in the fee or as an added service, as your contract sets out.
Worked example (sample figures; sales tax isn't included): a 48,000.00 design fee that the contract splits by phase as schematic design 15%, design development 20%, construction documents 40%, bidding 5% and construction administration 20%. That is 7,200.00 + 9,600.00 + 19,200.00 + 2,400.00 + 9,600.00 = 48,000.00. The second invoice bills design development at 9,600.00 plus 180.00 of reimbursable printing, so it totals 9,780.00. After it, 16,800.00 of the fee is billed and 31,200.00 remains.
Step-by-step invoicing guide
- 1
Set the fee and phase split in the contract
Agree on the total fee, its split across phases, what counts as a reimbursable expense and the rate for added services before design starts. Each invoice follows that split.
- 2
Bill each phase on its own line
Name the phase and the percentage of the fee it carries on each invoice. When you add the line, Billed's help center tells you to "fill this section to charge against new items and services."
- 3
Show the fee billed to date and the balance
Show the total fee, the amount billed so far and the amount left on each invoice, so the client can check progress against the contract.
- 4
Add reimbursable expenses at cost
Printing, permit fees you paid for the client and travel go on separate lines, as your contract allows. Billed's help center says: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice." and "The expense will appear as a line item in the invoice."
- 5
Bill added services after the client approves them
Work outside the original scope, such as a redesign requested after approval, goes on its own line with the date the client approved it in writing.
- 6
Attach the backup and send
Send progress or expense backup with the invoice. Billed's invoice software page says: "Add files to your invoices and estimates."
Tips for architect invoicing
- During construction administration, invoice on a fixed day each month and name the months covered.
- Put the contract date or project number in each invoice's notes, so the client's accounts payable team can match it. Billed's help center says you "can add additional details related to the transaction in" the "Additional Notes" section while creating an invoice.
- If a client pays a phase in installments, Billed's help center says: "Clients can pay several installments against a single invoice."
- Check your state's licensing board for any rules on what your documents must show.
- For a payment by check, Billed's invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Common invoicing mistakes to avoid
- Invoices that don't name the phase, so the client can't match them to the contract.
- Leaving the fee balance off, so the client can lose track of what's left.
- Billing reimbursable expenses with no backup.
- Starting added services before the client approves the fee in writing.
- Letting construction administration months go unbilled until the project closes.
How this works in Billed
Payment Schedules
Billed's help center says: "A payment schedule lets you add a payment plan to the invoices." and "Choose a suitable option among percentage or flat amount."
Estimates to Invoices
Billed's invoice software page says you can "convert an approved estimate into an invoice".
Invoice History
Billed's invoice software page says: "Billed keeps the complete history of an invoice and its payments from the moment it is created."
Invoice Reports
Billed's invoice software page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Phase | Share of fee | Sample amount |
|---|---|---|
| Schematic design | 15% | 7,200.00 |
| Design development | 20% | 9,600.00 |
| Construction documents | 40% | 19,200.00 |
| Bidding | 5% | 2,400.00 |
| Construction administration | 20% | 9,600.00 |
| Total | 100% | 48,000.00 |
When this isn't for you
If a firm employs you, the firm invoices its clients. This guide is for architects who bill their clients directly.