Invoice template for architects

Architectural fees are usually agreed as a total, either fixed or a percentage of the construction cost, and then paid in stages: concept, planning or permit application, technical design, and construction. Each invoice should name the stage it belongs to and how much of the total fee has been invoiced so far. Clients who are also paying a builder lose track quickly, and a running total stops the "what is this one for" email.

Pass-through costs need their own lines. Planning and permit fees, surveys, structural engineers, printing and travel to site are not your fee, and putting them into it makes your fee look bigger than it is. If the fee is a percentage of build cost, note the construction estimate the percentage was calculated on, because that number will change.

From

Your name or businessYour email

AddressTax / VAT ID (optional)

Bank details (printed in the footer)

Stays on your device.

Bill to

Client name or companyClient email

AddressTax / VAT ID (optional)

Details

Invoice No.DateDue

CurrencyTax nameTax rate %

Paper

Items

Discount % (optional)

Notes and payment details

Your business · Street 1 · City

Client name

Invoice No.INV-001

Date-

Due-

Invoice INV-001

Pos.	Description	Qty	Unit	Price	Amount
1	Stage 2: concept design, fee instalment	1	item	6,500.00	6,500.00
2	Additional site visit during construction	2	visits	350.00	700.00
3	Planning application fee, paid on client's behalf	1	item	588.00	588.00
4	Redesign of rear extension after approval	12	hours	110.00	1,320.00

Subtotal9,108.00 USD

VAT (0%)0.00 USD

Total9,108.00 USD

Payment Instructions

Please remit payment of 9,108.00 USD, referencing INV-001.

Notes

Payment due within 21 days. Invoiced to date: stages 1 and 2 of the agreed fee. Authority fees billed at cost.

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The example lines and prices are illustrations. Replace them with your own.

What architects forget to bill

The fee for each completed stage, with the running total invoiced to date.
Site visits during construction beyond the number included in the appointment.
Authority, planning or permit application fees paid on the client's behalf.
Survey, structural or other consultant fees you contracted, at cost or with an agreed margin.
Redesign work after planning approval when the client changes the brief.
Large-format printing, models or renderings requested for planning or sales.

Questions architects ask

How do architects invoice a percentage fee?

Agree what share of the total fee is due at each stage, calculate the fee on the current construction estimate, and adjust it when the final contract sum is known. Each invoice should show the estimate used and the amount invoiced so far.

Should architects bill for site visits separately?

If the appointment includes a set number of visits, bill only the extras. If it does not, bill each visit at an agreed rate. Either way, log the date and purpose of each visit on the invoice.

Do I put planning fees on my architectural invoice?

Only if you paid them. Many architects ask the client to pay authority fees directly to avoid carrying the cost. If you do pay, bill it at cost on its own line with the receipt.

Keep the next one in OIO

Numbered automatically, tied to the client and the project, outstanding until you mark it paid. Overdue invoices get their own list and a reminder written for you. Free plan, no card.

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Also for architects: quote template and contract template. Invoice templates for related trades: interior designers, 3D artists, business consultants. Or browse all invoice templates.