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Architecture Invoice Template

An architecture fee invoice for billing a client by design phase, with each phase's share of a fixed fee and its percentage complete, hourly additional services, reimbursable expenses at cost and previous invoices taken off, in PDF, Word and Excel

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Quick answer:An architecture fee invoice bills a client for design work in stages. The template on this page lists each design phase (schematic design, design development, construction documents, bidding and permitting, construction administration) with its share of a fixed fee and the percentage complete to date, so each amount is the phase fee × % complete and the phases add up to the fee earned to date. It adds hourly additional services, reimbursable expenses passed through at cost, takes off previous invoices and shows the amount due. How the fee is split, how progress is measured and what's reimbursable are terms for the agreement; the license number is a placeholder. It comes as a blank two-page A4 PDF form plus Word and Excel files with a sample project.

ARCHITECTURAL SERVICES INVOICE

Architect

Firm name:
Example Studio Architects
Address:
9 Example Market Street, Suite 300, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
ARC-2611
Invoice date:
Nov 30, 2026
Payment terms:
Net 30
Due date:
Dec 30, 2026
Billing period:
Nov 1-30, 2026
Project no.:
P-2611

Bill to (client)

Client:
Jordan and Sam Example
Address:
4 Sample Hill Road, Sampletown
Email:
[Email]

Project

Project:
New single-family home, about 2,800 sq ft
Site:
18 Sample Ridge Road, Sampletown
Agreement:
[Owner-architect agreement ref. and date]
Basic services fee:
64,000.00, fixed

Basic services, fixed fee

  • Phase: Schematic design (15% of the fee)Amount: 9,600.00
    Phase fee:
    9,600.00
    % complete:
    100%
  • Phase: Design development (20%)Amount: 12,800.00
    Phase fee:
    12,800.00
    % complete:
    100%
  • Phase: Construction documents (40%)Amount: 15,360.00
    Phase fee:
    25,600.00
    % complete:
    60%
  • Phase: Bidding and permitting (5%)Amount: 0.00
    Phase fee:
    3,200.00
    % complete:
    0%
  • Phase: Construction administration (20%)Amount: 0.00
    Phase fee:
    12,800.00
    % complete:
    0%
Earned to date37,760.00

Additional services, hourly

Additional services, hourly: line items
ServiceHoursRateAmount
Redesign of the garage wing, requested by the client6150.00900.00
Site visit with the structural engineer3150.00450.00
Additional services subtotal1,350.00

Reimbursable expenses, at cost

Reimbursable expenses, at cost: line items
ExpenseQtyUnit costAmount
Printing and plotting, drawing sets285.00170.00
Building permit application fee, advanced for the client1640.00640.00
Subtotal
39,110.00
Reimbursable expenses, at cost
810.00
Total
39,920.00
Less: previous invoices
22,400.00
Amount due
17,520.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice ARC-2611 and project P-2611

Fee notes

  • Basic services are billed as the percentage of each phase fee complete to date, as set out in the agreement.
  • Previous invoices: ARC-2609 (schematic design, 9,600.00) and ARC-2610 (design development, 12,800.00).
  • Additional services are billed at 150.00 an hour, as agreed; reimbursable expenses are billed at cost.

Please quote the invoice and project numbers with your payment.

Architecture fee invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Architect block with a license number placeholder, and a project block for the site, agreement and fee
Invoice details with a billing period and project number
Basic services table: each phase's fee × % complete, totaled as earned to date
Additional services table for hourly work beyond the basic services
Reimbursable expenses at cost, added after the subtotal
"Less: previous invoices" and the amount due for this billing
Blank two-page A4 PDF, plus Word and Excel files with a sample project; the Excel file calculates the amounts and totals

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Phase fee" × "% complete", "Hours" × "Rate" or "Qty" × "Unit cost", depending on the table. The section subtotals, subtotal, pass-through costs, total and amount due are formulas too. The amount due is the total minus the previous invoices.

ARCHITECTURAL SERVICES INVOICE

Architect

Firm name:
Example Studio Architects
Address:
9 Example Market Street, Suite 300, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
ARC-2611
Invoice date:
Nov 30, 2026
Payment terms:
Net 30
Due date:
Dec 30, 2026
Billing period:
Nov 1-30, 2026
Project no.:
P-2611

Bill to (client)

Client:
Jordan and Sam Example
Address:
4 Sample Hill Road, Sampletown
Email:
[Email]

Project

Project:
New single-family home, about 2,800 sq ft
Site:
18 Sample Ridge Road, Sampletown
Agreement:
[Owner-architect agreement ref. and date]
Basic services fee:
64,000.00, fixed

Basic services, fixed fee

  • Phase: Schematic design (15% of the fee)Amount: 9,600.00
    Phase fee:
    9,600.00
    % complete:
    100%
  • Phase: Design development (20%)Amount: 12,800.00
    Phase fee:
    12,800.00
    % complete:
    100%
  • Phase: Construction documents (40%)Amount: 15,360.00
    Phase fee:
    25,600.00
    % complete:
    60%
  • Phase: Bidding and permitting (5%)Amount: 0.00
    Phase fee:
    3,200.00
    % complete:
    0%
  • Phase: Construction administration (20%)Amount: 0.00
    Phase fee:
    12,800.00
    % complete:
    0%
Earned to date37,760.00

Additional services, hourly

Additional services, hourly: line items
ServiceHoursRateAmount
Redesign of the garage wing, requested by the client6150.00900.00
Site visit with the structural engineer3150.00450.00
Additional services subtotal1,350.00

Reimbursable expenses, at cost

Reimbursable expenses, at cost: line items
ExpenseQtyUnit costAmount
Printing and plotting, drawing sets285.00170.00
Building permit application fee, advanced for the client1640.00640.00
Subtotal
39,110.00
Reimbursable expenses, at cost
810.00
Total
39,920.00
Less: previous invoices
22,400.00
Amount due
17,520.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice ARC-2611 and project P-2611

Fee notes

  • Basic services are billed as the percentage of each phase fee complete to date, as set out in the agreement.
  • Previous invoices: ARC-2609 (schematic design, 9,600.00) and ARC-2610 (design development, 12,800.00).
  • Additional services are billed at 150.00 an hour, as agreed; reimbursable expenses are billed at cost.

Please quote the invoice and project numbers with your payment.

Architecture fee invoice

An invoice for architectural services on a fixed fee: each design phase with its share of the fee and the percentage complete to date, hourly additional services, reimbursable expenses passed through at cost, previous invoices taken off and the amount due.

A request for payment — shows the amount due

Download

What an architecture fee invoice covers

An architecture fee invoice bills a client for design work on a project, in stages. On a fixed fee, the fee is split across the design phases, and each invoice bills the share of each phase completed so far. Work outside the agreed basic services is billed by the hour, expenses you paid for the client are passed on at cost, and the amounts you've already invoiced come off, so the amount due covers only the progress since the last invoice.

What's on the architecture invoice

  • Architect: firm name, address, phone or email, and "License no.", with the placeholder "[License no., if required where you work]"
  • Invoice details: invoice number, invoice date, payment terms, due date, billing period and project number
  • Bill to (client): client, address and email
  • Project: the project, the site, the agreement reference and date, and the basic services fee
  • Basic services, fixed fee: each phase with its "Phase fee", "% complete" and amount, totaled as "Earned to date"
  • Additional services, hourly: each service with its hours, rate and amount, and an "Additional services subtotal"
  • Reimbursable expenses, at cost: each expense with its quantity, unit cost and amount
  • Totals: "Subtotal", "Reimbursable expenses, at cost", "Total", "Less: previous invoices" and "Amount due"
  • How to pay: accepted methods, account name, bank details and a payment reference, with placeholders for your own details
  • Fee notes: how basic services are billed, which earlier invoices are taken off, and the hourly rate and reimbursables terms

The sample bills a couple for a new single-family home of about 2,800 sq ft, on a fixed fee of 64,000.00, for November 2026:

  • schematic design (15% of the fee, 9,600.00) and design development (20%, 12,800.00) are 100% complete;
  • construction documents (40%, 25,600.00) are 60% complete, so 15,360.00 is earned;
  • bidding and permitting (5%) and construction administration (20%) haven't started;
  • additional services: 6 hours redesigning the garage wing at the client's request and 3 hours on a site visit with the structural engineer, at 150.00 an hour, 1,350.00;
  • reimbursable expenses: 2 printed drawing sets at 85.00 and a building permit application fee of 640.00 advanced for the client, 810.00.

That's 37,760.00 earned to date, a subtotal of 39,110.00, and a total of 39,920.00 with the reimbursables. Less the 22,400.00 already invoiced for schematic design and design development, 17,520.00 is due on Net 30 terms, by Dec 30, 2026. The fee, rates and phase shares are sample figures, not market rates.

Billing phases by percentage complete

Each phase row has its share of the fixed fee and how much of that phase is done. The amount is the phase fee × % complete: construction documents are 25,600.00 × 60% = 15,360.00. "Earned to date" adds up every phase, so it's the part of the whole fee you've earned since the project began.

How the fee is split across phases, and how you measure progress in each, are terms to set in your agreement with the client. The sample's first note reads: "Basic services are billed as the percentage of each phase fee complete to date, as set out in the agreement." Update the % complete on each invoice from your own records, and keep the phase fees adding up to the fixed fee: the sample's five phases add up to 64,000.00.

Additional services by the hour

Work the client asks for beyond the basic services goes in the hourly table, with what it was for: the sample bills "Redesign of the garage wing, requested by the client". Its note sets the rate: "Additional services are billed at 150.00 an hour, as agreed; reimbursable expenses are billed at cost." Agree with the client on what counts as additional services, and the rate, before you start.

If you bill a whole project by the hour instead of a fixed fee, put the work in the hourly table and leave the phase fee and % complete cells empty. In the Excel file, an empty cell leaves that phase's amount blank, so "Earned to date" stays at 0.00.

Reimbursable expenses at cost

Expenses you paid on the client's behalf, such as printing drawing sets or a permit application fee you advanced, go in their own table at what they cost you. They're added after the subtotal, as "Reimbursable expenses, at cost", so the client can see your fees and the pass-through costs separately. Keep the receipts in case the client asks for them. Which expenses are reimbursable is a term for your agreement.

Previous invoices and the amount due

"Less: previous invoices" is what you've already invoiced on this project. The sample's note lists them: "Previous invoices: ARC-2609 (schematic design, 9,600.00) and ARC-2610 (design development, 12,800.00)." Because basic services are billed to date, taking off those 22,400.00 leaves this period's progress: 15,360.00 for construction documents, plus 1,350.00 of additional services and 810.00 of reimbursables, which is the 17,520.00 due.

Keep the other two tables consistent with that. Either list only this period's hourly work and expenses, and take off only the basic-services part of earlier invoices, or list them all to date and take off every earlier invoice in full. In the sample, the earlier invoices covered basic services only, so both ways give 17,520.00.

"Previous invoices" means amounts invoiced, not amounts paid. If an earlier invoice is still unpaid, that balance is due on that invoice, so follow it up separately rather than adding it here.

License number

"License no." is a placeholder for your license number, if the rules where you work require you to show one. Whether an invoice must carry a license number, and what else the rules where you work require, aren't covered by the template, so check them.

Sales tax

The template has no sales tax line. Whether architectural services or reimbursed expenses are taxable depends on where you work, so check with the tax agency there, and add a line if you need one.

How to fill in the template

  1. Add your firm's details and license number if required, then the invoice number, invoice date, payment terms, due date, billing period and project number.
  2. Enter the client under "Bill to (client)", then the project, site, agreement reference and fee.
  3. Enter each phase's fee and its % complete to date.
  4. Add any additional services with their hours and rate, and any reimbursable expenses at cost.
  5. Enter what you've already invoiced under "Less: previous invoices", or 0.00 on the first invoice.
  6. Edit the fee notes, replace the placeholders in "How to pay" with your own details, and send the invoice.

The PDF is a blank form for filling in by hand. It runs to two pages and is sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog so each page fits. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

  • each phase amount is "Phase fee" × "% complete", and each hourly or expense amount is hours × rate or quantity × unit cost, rounded to the cent;
  • "Earned to date", the additional services subtotal, "Subtotal" (earned to date plus additional services), the reimbursables total, "Total" and "Amount due" are formulas; the amount due is the total minus the previous invoices;
  • "% complete" is a percentage cell, so type 60% (or 0.6). The phase fees are typed, not calculated from the fee in the Project block;
  • to leave out previous invoices, set them to 0.00. Don't delete that row, because the amount due refers to it;
  • the basic services table has five rows and no blank row; the hourly and expenses tables have one blank row each. For more lines, insert a row inside the table and copy the amount formula into it, then check that the totals include it.

In Word or on the PDF, work out the amounts yourself.

For a general layout rather than an architecture one, see invoice templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all invoice templates.

Invoicing projects in Billed

In Billed, you can set up a flat rate project and invoice the client from the project dashboard whenever you want, or an hourly rate project where Billed tracks task charges as you log time. You can save your services and pull them into invoices, and convert an approved estimate into an invoice. Clients can pay online by card or PayPal, and you can send payment reminders from Billed.

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What's included in this invoice template

Line Billed as Sample
Phases Fee × % done 37,760.00
Extra work Hours × rate 9 × 150.00
Expenses At cost 810.00
Invoiced before Taken off 22,400.00
Amount due This billing 17,520.00

When this isn't for you

If you're a contractor billing the owner from a schedule of values with retainage, use the construction progress invoice. For interior design with furnishings bought for the client, use the interior design invoice.

How To Send Invoices With Billed

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Frequently Asked Questions

Common questions about this invoice template.

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