Why architects should send professional invoices
You have the artistic talent to create great building designs, and the technical knowledge to turn those designs into building plans. You need a truly flexible invoice that clearly outlines both the artistic and technical expertise you put into each individual architecture project, while still being simple enough for your clients to understand.
On top of that, your invoice should be as beautiful as the architecture you create. Every touch point with the client is a chance to reinforce your design aesthetic, and add to your stellar reputation as a master architect.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Browse through our selection of beautifully crafted architecture invoice templates and select the one that matches your amazing eye for design
- Download the invoice template in the format you prefer, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s absolutely FREE!
- Add your architecture company name, address, phone number, and email address. Also include your licensing information, and professional qualifications
- Insert your elegant and professional architecture company logo and your website address. You can also add in other architectural graphics if you like
- Insert your client’s name and their up-to-date contact information
- Generate a unique invoice number, and job code, if applicable
- Add on the date of the invoice, and the payment due date
- Include a detailed list of your architectural services, as well as descriptions of each, and the rate or fixed-fee price you charge
- Include a list of costs to be charged directly to the client, with descriptions and costs for each. This template can be tailored to make sure you cover all the costs involved
- Add up the total price, including all applicable taxes, and enter the total
- Include your payment terms, including methods of payment
- As a professional, it’s a good business practice to add a personal note thanking your clients for the opportunity to work with them
- Save a copy for your records – and give a copy to your client
When is the right time to send an invoice to your architecture clients?
Since designing a home or building can take many weeks or months (or even years) many architects ask for a percentage of the cost up front, with the remainder when the project is finished, or they set up a regular billing schedule.
Whatever payment method you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
To make sure there is no misunderstanding about the scope of your architectural services, send your customer an estimate or a pro forma invoice before you start work.
Invoicing tips for architects
As a qualified architect, your clients value your professional advice. Take the time to add a few lines to share any other architectural design ideas you think might interest your client. You can also include links to interesting articles and architecture blogs.
Accept a variety of payment methods
The world has changed and the way we pay for goods and services has changed along with it, so if you haven’t already, it’s a good idea to start accepting some of the fast and convenient payment methods available, such as e-Transfers and direct bank deposits.
Send a proforma invoice before you start
Make sure your clients know exactly how much your architecture expertise will cost. Send them a pro forma invoice before you start, detailing all the costs. It can help prevent any misunderstandings that can occur during the project and delay your payment.
Keep a record of your work with numbered invoices
Numbered invoices help you keep track of how much money is coming in, and shows clients you have an organized system in place. It’s also a good idea to assign a job code since your work is usually spread out over a long period of time and can involve several invoices.