AvoArchitecture Invoice Template (Free Fillable PDF)
Architects bill against phases (schematic design, design development, construction documents, bidding, construction administration), each a percentage of the total fee, invoiced monthly by percent complete. The client's project manager reconciles every invoice against the fee schedule, so the invoice has to show, per phase, the fee, the percent complete, the amount earned to date, previously billed and this invoice. This template does that on one page, with additional services, consultants and reimbursables below.
Free, fillable, US Letter. No email, no sign-up. Fill in your firm and the project once. Each month change the percent complete, the additional services and the reimbursables.
What the PDF looks like. The hints in the line table show the lines a architect typically bills; type over them.
Why architecture invoices get paid late
Phases without percent complete
“Design development, $8,400” with no context cannot be checked. Fee, % complete, earned to date, previously billed, this invoice.
Additional services unapproved
Extra services billed hourly need the authorization date; otherwise the client sees scope creep.
Reimbursables unsupported
Printing, travel, permit fees: at cost plus the stated handling, with receipts available.
What to include on a architecture invoice
- Firm name, address, contact and license or registration numberRequired on contracts and invoices in most states.
- Client name, project name and address, agreement reference“Whitfield residence addition, agreement dated Jan 10, 2026”.
- Invoice number, date, due date and billing periodMonthly billing is standard.
- Basic services by phase: fee, % complete, earned to date, previously billed, this invoiceThe five columns per phase.
- Additional services with authorization dateHourly with task descriptions, or lump sum.
- Consultant fees passed throughStructural, MEP, civil, with markup if the agreement allows.
- Reimbursable expensesPrinting, travel, permit and application fees, models, at cost plus the stated percentage.
- Retainer applied, previous payments, balance, termsNet 30 typical; interest on late payment per the agreement.
Example architecture invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Schematic design: fee $9,000, 100% complete, previously billed $9,000 | this invoice | $0.00 |
| Design development: fee $12,000, 65% complete, earned $7,800, previously billed $3,600 | this invoice | $4,200.00 |
| Additional service: revised site plan for variance application, authorized Mar 6 | 6 h × $165.00 | $990.00 |
| Consultant: structural engineer, DD phase, invoice attached (+10%) | 1 | $2,090.00 |
| Reimbursables: printing and variance application fee, receipts attached (+10%) | 1 | $214.50 |
| Total due | $7,494.50 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each architect job. Export and send by email or text.
Fill it on your iPhone in a minute instead
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Questions
How are architecture fees billed?
Most agreements split the fee into phases with a percentage each (for example SD 15%, DD 20%, CD 40%, bidding 5%, CA 20%) and bill monthly by the percent of each phase completed. The invoice shows, per phase, the fee, the percent complete, the amount earned to date, what was previously billed and the amount due now.
What are reimbursables on an architect's invoice?
Project expenses outside the fee: printing and plotting, travel, permit and application fees, renderings, models, overnight delivery. They are billed at cost, often plus a handling percentage stated in the agreement, with receipts available.
Can an architect bill for additional services?
Yes, when the work is outside the basic services and was authorized in writing: design changes after approval, extra meetings, variance applications, revised documents. Each line should carry the authorization date so the client sees it was agreed, not added.
How do consultant fees appear?
As pass-through lines by discipline (structural, MEP, civil, landscape) with the consultant's invoice attached, plus the markup the agreement allows (commonly 5–15%). If the client contracts consultants directly, they do not appear.
Does the license number go on the invoice?
State boards generally require the architect's name and license or registration number on contracts and documents, and many firms include it on invoices. It costs nothing and clients and lenders look for it.