Architecture invoices need fee basis, stage detail, and reimbursable costs, and Everhour turns project reporting into billable records.
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Use this page to structure invoices for architecture work tied to a client, project, phase, or professional appointment. A useful invoice identifies the fee basis, shows the period or milestone being billed, separates reimbursable expenses, and gives the client enough detail to approve payment without asking for a second spreadsheet.
Architecture firms commonly bill by percentage of construction cost, lump sum, or time charge. A monthly invoice can work for ongoing design services, while a milestone invoice can fit stage-based work. For example, a concept design invoice may show the agreed stage, fixed fee portion, planning application reimbursement, and payment terms on one document.
The invoice should follow the written terms agreed before services begin. If the appointment uses a percentage fee, the invoice needs the construction-cost basis and the percentage being applied. If the work is lump sum, the invoice should name the phase, deliverable, or milestone that triggered billing.
Time-charge work needs a different level of detail. RIBA describes time-charge work such as feasibility studies as an hourly rate with capped hours, with extra hours approved by the client before the cap is exceeded. A clear invoice names the people or roles, work narrative, hours, rate, and approval reference when the bill goes beyond the original cap.
Architecture invoices often mix professional fees with pass-through costs. Keep statutory application payments, travel, and printing separate from the architect's fee so the client can see which amounts pay for services and which amounts reimburse costs. A line such as "Planning application reimbursement" should stay separate from the design-fee total.
For United States private-sector invoices, no single federal invoice format or national VAT/GST invoice regime applies. Invoice content is mainly a recordkeeping and contract matter, while state and local sales and use tax treatment depends on nexus, service taxability, product or service type, and place of sale. Use the applicable state and local rule instead of a generic national tax line.
A one-off invoice is enough for a small fixed-fee sketch, a reimbursable expense claim, or a single hourly consultation. It becomes weak when several architects, designers, and project managers contribute time across phases, revisions, and client approvals. The invoice then needs a reliable trail from project work to billable amount.
Everhour fits the managed workflow when architecture teams need reporting before invoicing. Custom reports can use 45+ columns, grouping, filters, date ranges, exports, scheduled email delivery, and profitability dashboards, so billable hours, non-billable work, costs, and project context stay available before the invoice is finalized.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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The most useful architecture invoice shows the client, project, invoice number, invoice date, billing period or milestone, fee basis, line items, reimbursable expenses, payment terms, and remittance details. For professional records, keep the agreed fee or fee-calculation basis, invoices issued, amounts paid, and narratives of work performed.
Monthly billing works for ongoing work because it keeps cash flow and client review regular. Stage billing works when the appointment ties payment to defined phases. RIBA describes monthly billing or end-of-stage billing, with one example allocating 35% of the fee to stages 0-3, 35% to stage 4, and 30% to stages 5-6.
Yes, reimbursable expenses can appear on the same invoice, but they should be separate lines from professional fees. RIBA identifies statutory payments, travel, and printing as costs in addition to the architect's fee. Clear separation helps the client review the fee and the pass-through cost without confusing the two amounts.
No. The United States does not use a national VAT or GST invoice regime, so an invoice does not have a United States VAT or GST registration number. Sellers that make taxable sales may need state-level sales-tax registration, such as a seller's permit or sales-tax account where required.
The common mistake is adding a generic sales-tax line without checking the state and local rule for the service, customer, and place of sale. Sales and use tax obligations are imposed by states and local jurisdictions. Service taxability varies by state and service type, so the invoice should follow the applicable rule.
Everhour Reporting gives architecture teams configurable reports with 45+ columns, filters, grouping, date ranges, exports, scheduled email delivery, and profitability dashboards. A project lead can review billable time, non-billable time, costs, invoice status, and project context before finance prepares the client invoice.
Everhour supports billable and non-billable time at the project and task level. Admins can set a project's billing status, mark specific tasks as non-billable, use project, member, or custom task rates, and report billable amount separately from internal cost.
Use Everhour to review architecture project time, costs, billability, and invoice status before billing, with reporting that turns scattered project work into cleaner client invoices.
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