Invoice for Architects: Phases, Reimbursables & Template (2026)
How architects invoice for schematic design, DD, CD and construction admin — phased billing, reimbursables, and a ready-to-use template.
Invoice for Architects
Architectural fees are almost never a single number. Between phased billing, reimbursables and consultant pass-throughs, invoices need clear structure. This guide shows exactly how to bill each phase of an AIA-style contract.
What to include on the invoice
- Your business name, address and contact
- Client name and email
- Unique invoice number and issue date
- Due date and payment terms
- Itemized services with quantity, rate and amount
- Any applicable taxes
- Subtotal, tax, discounts and grand total
- Accepted payment methods and payment link
Sample invoice
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Schematic Design (15% of fee) | 1 | $9,000 | $9,000 |
| Design Development (20%) | 1 | $12,000 | $12,000 |
| Reimbursable: printing & plotting | 1 | $425 | $425 |
| Structural consultant pass-through | 1 | $3,200 | $3,200 |
Pricing structures that work
| Structure | When to use | Example |
|---|---|---|
| Percentage of construction cost | Traditional AIA model | 8–15% of build cost |
| Fixed fee by phase | Predictable for clients | $60,000 fixed |
| Hourly | Small scopes, additional services | $175–$275/hr |
| Cost + fixed fee | Complex renovations |
Payment terms
- Bill monthly based on percentage of phase completion.
- Reimbursables at 1.10x actual cost.
- Net-30, 1.5%/month past due.
- Stop work clause after 30 days unpaid.
Common mistakes to avoid
- No due date — always include one.
- Vague line items — "services rendered" gets disputed.
- No late fee policy.
- Mixing scope creep into the same invoice without a change order.
- Forgetting reimbursable receipts.
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Frequently asked questions
How do architects usually bill?
Most firms use phased billing tied to AIA phases (SD, DD, CD, Bidding, CA), invoiced monthly against phase progress.
Are reimbursables taxable?
Usually yes if the underlying good/service is taxable in your state. Pass through at cost + a small markup (typically 1.10x).
What happens if a project pauses?
Invoice everything earned to date immediately and add a re-mobilization fee to the next invoice when work resumes.