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Invoice Template for Architects

Architecture billing is unique — phased work, reimbursable expenses, and consultant coordination all need clear documentation. TimeTrack Pro creates structured invoices that align with AIA billing standards and client expectations.

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Sample invoice for a architect

INVOICE

INV-2026-001

Date: April 6, 2026

Due: April 20, 2026

DescriptionHoursRateAmount
Schematic Design — residential addition (concept and client presentations)30$175.00$5,250.00
Design Development — structural coordination and material selection40$175.00$7,000.00
Construction Documents — permit set preparation60$150.00$9,000.00
Construction Administration — 4 site visits and RFI responses12$175.00$2,100.00
Subtotal$23,350.00
Total$23,350.00

Invoicing tips for architects

  • 1Invoice by AIA project phase so clients can track spending against the fee allocation agreed upon in your contract
  • 2List reimbursable expenses (printing, travel, permit fees) as separate line items with receipts
  • 3Include a project completion percentage on each invoice so clients see progress alongside cost
  • 4For hourly contracts, provide a fee remaining estimate so clients are never surprised by the total

Payment terms tip

Net 30 is standard for architecture, but late payment is endemic in the industry. Include a 1.5% monthly late fee in your contract and reference it on every invoice to encourage timely payment.

Frequently asked questions

How do architects typically bill for their services?
Three models are common: percentage of construction cost (10–20%), hourly rates ($80–$250/hr), and fixed fee by phase. Regardless of billing model, tracking hours in TimeTrack Pro ensures you know whether each project is actually profitable.
How should architects track time for construction administration?
Log every site visit, RFI response, submittal review, and phone call with the contractor. TimeTrack Pro's mobile app makes it easy to start a timer when you arrive on-site. CA phases are often under-billed because architects underestimate the hours involved.
Should architects bill for initial consultations?
Many architects offer a free initial meeting but charge for anything beyond that. If you offer a free consultation, track the time anyway in TimeTrack Pro — it helps you set accurate fees and demonstrates the value of your time if the client questions charges later.
How do I handle project scope changes in architecture?
Document additional services requests and track the time separately in TimeTrack Pro under an 'additional services' tag. Reference AIA B101 Section 7 (Additional Services) in your contract so there's a clear framework for billing scope changes.

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