Architecture invoice template with a phase and percent complete table

Billing by phase and percent complete

Architects often agree a fixed fee or a percentage of construction cost, then divide it across the phases of the project. Each invoice reports how far every phase has progressed and bills only the movement since the last invoice. The client sees the whole fee, what has been billed, and what is left.

• Schematic design: options, massing and a first budget check.
• Design development: the chosen scheme worked out in detail.
• Construction documents: drawings and specifications for permit and pricing.
• Permit and tender: applications, bidder questions and contract award.
• Construction administration: site reviews, shop drawings and payment certificates.

An example split is 15, 20, 40, 5 and 20 percent of the fee, though your agreement sets the real one.

Architecture invoice template example with phase progress

The table shows invoice 3 on an example fixed fee of $42,000 for a community daycare renovation in Edmonton. Schematic design was already complete, design development has now reached 100%, and construction documents are a quarter done. Figures are examples in Canadian dollars before GST.

Keep the full table on every invoice so a client’s board can follow the fee from start to finish. The progress billing invoice explains the method in more depth.

Additional services, reimbursables and consultants

Anything outside the base scope should appear as an additional service, billed at the hourly rates in your agreement and tied to a written change, such as a request to add a second washroom after design development was approved. Reimbursable expenses and consultant fees follow whatever terms your contract sets for them.

• Additional services: staff level, hours, rate and the change reference.
• Reimbursables: printed permit sets, couriers, and travel at the agreed rate per kilometer.
• Fees paid for the client: a development permit application fee, for example, shown at cost.
• Consultants: structural, mechanical and electrical fees, with or without the markup your agreement allows.

GST/HST on architectural services in Canada

Charge GST/HST only once you are registered, at the rate the CRA lists for the province. On the invoice, either print the tax on its own line beside the rate, or write that the price includes GST/HST at that rate. HST appears as one combined percentage, never split into federal and provincial shares.

Business clients claiming input tax credits on a bill of $500 or more need extra detail from you: beyond your name, the date, the total and the tax figure or tax included note, the invoice must carry your registration number, the client’s own name, what the services were, and when payment is due. Your number is the nine digit business number, then RT and a four digit reference. The Canadian GST/HST invoice template covers the lower thresholds too.

Drafting invoices for smaller jobs

Drafting services for permit drawings, such as a deck, a basement suite or a garage, are usually billed more simply: a flat fee per drawing package or hourly time, plus site measuring and printing. A drafting invoice can use this same template with the phase table taken out.

• Site measure and existing conditions, as one flat line.
• Drawing package by sheet count, for example “permit set, 6 sheets”.
• Revisions after a plans examiner’s comments, hourly.
• Plots and digital files.

Start from the architecture sample

Open the architect invoice sample in our free generator. It loads invoice 3 for the Edmonton daycare: two phase lines, one additional service and reimbursable printing, with Alberta GST at 5%. Replace the project, percentages and amounts, add your business number, then download a PDF.

Engineers on the same project can bill from the engineering invoice, and the fit out designer from the interior design invoice. Browse all templates, and read about choosing an invoice due date before you set your terms.