Invoicing Software for Architecture Firms
Architecture firms manage complex phased invoicing: tracking work across Schematic Design (SD), Design Development (DD), Construction Documents (CD), and Construction Administration (CA) phases, plus site visits and permit coordination. AgencyPro automates architecture invoicing by tracking work by phase, site visits, and permit work separately, so you bill accurately for each project stage while giving clients clear visibility into their architectural investment.
Based on self-reported data from AgencyPro customers
Built for Architecture Firms
Architecture firms bill in phases — schematic design, design development, construction documents, construction administration — and each phase has a different fee percentage that must be invoiced at the right milestone. On a $500,000 project where schematic design earns 15% of the total fee and construction administration earns 20%, invoicing the wrong percentage at the wrong milestone creates both cash flow problems and client disputes.
Invoicing Built for Architecture Firms
Why Architecture Firms Need Better Invoicing
Architectural practices managing design phases, client presentations, permit processes, and construction administration.
Invoicing the wrong AIA phase percentage at the wrong milestone creates both cash flow problems and disputes on a $500K project where 15% goes to SD and 20% to CA
Construction administration extends months beyond the original timeline, with RFI responses, submittal reviews, and site visits consuming hours that were never budgeted
Printing costs, model building, rendering services, and consultant coordination fees require reimbursable expense tracking separate from professional service fees
Multi-year projects that invoice only at phase completion leave six-figure balances uncollected while your team continues delivering
How Architecture Firms Use AgencyPro Invoicing
Professional invoicing with time-to-invoice automation, multiple payment gateways, and branded invoice delivery.
Aligns invoicing with AIA standard phases and tracks percentage completion within each stage, so SD at 15% and CA at 20% bill at the correct milestone amounts automatically
Tracks CA-phase hours (site visits, RFI responses, change order reviews) separately from design phases to surface the true cost of construction administration
Passes through printing, renderings, model building, and consultant coordination as reimbursable expenses with multiplier or at-cost markup on each invoice
Supports progress billing within phases based on percentage complete, so multi-year projects generate cash flow continuously rather than in phase-end lump sums
Key Benefits for Architecture Firms
Phase-Based AIA Billing
Generate invoices aligned with AIA standard phases—schematic design, design development, construction documents, bidding, construction administration—with percentage completion tracking.
Reimbursable Expense Invoicing
Separate professional service fees from reimbursable expenses (printing, travel, model building, rendering services) with clear multiplier or at-cost markup on invoices.
Consultant Coordination Billing
Track and invoice for structural, MEP, and landscape consultant coordination hours separately from core architectural design time.
Change Order Billing
Invoice for design changes, additional services, and scope modifications as documented change orders separate from the base contract billing.
How It Works
Log hours against AIA phase codes
Architects and project managers track time against SD, DD, CD, and CA phases with consultant coordination, site visits, and permit work categorized separately
Invoice at phase milestones or percentage complete
Phase completion or progress thresholds trigger invoices with professional fees calculated as contract percentages plus reimbursable expenses itemized separately
Document change orders and additional services
Scope changes, design modifications, and additional services get their own invoices referencing the change order number and client approval, separate from base contract billing
Frequently Asked Questions
Our fee structure allocates 15% to SD and 35% to CD. How does AgencyPro handle AIA phase percentages?
Define your fee allocation per AIA phase when the project is created. AgencyPro calculates the invoice amount at each phase milestone based on your percentages. When SD completes on a $300K engagement, the invoice automatically generates for $45,000 (15%) with tracked hours included for transparency. Adjusting phase percentages for negotiated contracts takes one setting change.
Construction administration keeps running over budget. How do we bill for the extra site visits and RFI responses?
Track CA-phase time separately from design phases. When CA hours exceed the original estimate, the overage populates on the next progress invoice as "Additional Construction Administration Services" at your hourly rate. After two or three projects, you have benchmark data showing that CA consistently requires 25% more hours than estimated, giving you the data to negotiate better CA fee structures.
We spent $8K on printing, $3K on renderings, and $2K on a physical model. Where do reimbursables appear?
Each reimbursable expense appears in its own section below professional fees: "Large-format printing (12 sets) - $2,400," "3D rendering package - $3,000," "Architectural model - $2,000." You can apply a standard multiplier (e.g., 1.1x) or bill at cost, and the reimbursable total is clearly separated from your professional service fee on the invoice summary.
The project won't reach CD for 18 months. How do we bill in the meantime?
Use progress billing within each phase. At 50% SD completion, invoice half the SD fee. At DD progress milestones, invoice proportionally. AgencyPro tracks percentage complete per phase and generates progress invoices at intervals you define, so your firm doesn't wait 18 months for the first major payment on a multi-year engagement.
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More AgencyPro Solutions for Architecture Firms
Time Tracking Software for Architecture Firms
Smart time tracking with project-level timers, billable/non-billable categorization, and team timesheets.
Client Portal for Architecture Firms
Branded client-facing portal for project updates, file sharing, approvals, and transparent communication.
Project Management Software for Architecture Firms
Agency-focused project management with task boards, deadlines, team assignments, and client collaboration.
CRM Software for Architecture Firms
Client relationship management built for service businesses with deal pipeline, contact management, and client lifecycle tracking.
Reporting & Analytics Software for Architecture Firms
Real-time dashboards and automated reports covering revenue, profitability, utilization, and project performance.
Recurring Billing Software for Architecture Firms
Automated subscription and retainer billing with payment processing, dunning management, and revenue recognition.
Multi-year projects need payment at every milestone.
Architecture firms using AgencyPro align AIA phase billing with project reality, collecting payment continuously rather than waiting for phase completion. Try it free.