Architect invoice template with stage fees
Reviewed in November 2026
An architect invoice bills the professional fee in stages tied to drawings delivered. Each stage is a share of the fee agreed in the appointment letter. The generator above opens with a G+4 residence in Ahmedabad on a fee of ₹12,00,000. Change the stages and download it as PDF or as an image for WhatsApp.
Architect invoice
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What it includes
- Practice name, address, CoA registration and GSTIN
- Client name and project
- Appointment letter date and agreed fee
- Invoice number and date
- Stages billed with share and amount
- Extra visits and costs at actuals
- Stages paid before
- Total due
- Payment instructions
Architect invoice: full text
ARCHITECT INVOICE
[Desai and Mehta Architects]
[CG Road, Ahmedabad] · CoA reg. [CA/2011/number]
GSTIN: [number]
Invoice no.: [DM-2026-031]
Date: [6 November 2026]
Due date: [21 November 2026]
Client: [Shah Developers]
Project: [G+4 residence, Bodakdev]
Appointment letter: [10 June 2026] · Agreed fee: [₹12,00,000]
Description Qty Rate Amount
[Stage 1: concept design, 10% of fee] [1] [1,20,000] [1,20,000]
[Stage 2: municipal drawings, 15% of fee] [1] [1,80,000] [1,80,000]
[Stage 3: working drawings, 25% of fee] [1] [3,00,000] [3,00,000]
[Site visits beyond the agreed 12] [3] [5,000] [15,000]
[Structural consultant fee, at cost] [1] [45,000] [45,000]
[Printing and approval charges, at cost] [1] [6,800] [6,800]
Subtotal [6,66,800]
Less stage 1 paid [−1,20,000]
[GST] [amount]
TOTAL DUE [₹ amount]
Drawings delivered: [transmittal T-14]
Payment instructions
A/c [number] · IFSC [code] · Cheque in favour of [practice name]
Terms
Stage fees as a share of the agreed fee.
Costs at actuals with the bills attached.
Payment is due within [15] days.Fee stages on an architect invoice
Write the stage, its share of the fee and what was delivered. The client pays against the drawings, not the calendar.
| Stage | Share of fee | Delivered | Amount (₹) |
|---|---|---|---|
| 1 · Concept design | 10% | Site plan, concept sketches, area statement | 1,20,000 |
| 2 · Municipal drawings and approval | 15% | Submission set filed with the authority | 1,80,000 |
| 3 · Working drawings | 25% | Plans, sections, details for the contractor | 3,00,000 |
| 4 · Tender and contractor selection | 10% | BOQ and comparison of bids | Next invoice |
| 5 · Construction stage visits | 35% | Site visits up to completion | Next invoices |
| 6 · Completion | 5% | Completion drawings and certificate help | Last invoice |
The shares here are an example. Use the stages and shares in your own appointment letter.
Costs billed on top of the fee
Some items sit outside the fee. Bill them on separate lines so the stage amounts stay clean.
| Line | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Site visits beyond the agreed 12 | 3 | 5,000 | 15,000 |
| Structural consultant fee, at cost | 1 | 45,000 | 45,000 |
| Printing and approval charges, at cost | 1 | 6,800 | 6,800 |
Stages 1 to 3 total ₹6,00,000. With the three cost lines this invoice comes to ₹6,66,800 before GST.
What the architect bill format should hold
| Field | Why |
|---|---|
| Registration number | Your Council of Architecture number |
| Appointment letter date | The document that fixes fee and stages |
| Agreed fee | The base for every stage share |
| Project name and site | One client can own several plots |
| Stages billed before | Shows the fee already paid |
| Drawings delivered | Sheet numbers or a transmittal reference |
| Costs at actuals | Each with the bill of the consultant or the authority |
Fee on percentage of project cost
Some architects charge a percentage of the construction cost instead of a fixed fee. The early stages then use the estimated cost.
- Bill stages 1 to 3 on the estimated cost in the appointment letter.
- Recalculate the fee once the tender sets the real cost.
- Adjust the difference in the construction stage invoices.
Show the cost used on each invoice. A client who sees the base trusts the share.
Collecting a stage fee over WhatsApp
Desai and Mehta Architects hand over the working drawings to Shah Developers. The approval set went in last month. Both stages are now due.
Good morning Mr. Shah. The working drawings for the Bodakdev residence were handed over today with transmittal T-14. Invoice DM-2026-031 for stages 2 and 3 is attached. Stage fees ₹4,80,000 and costs at actuals ₹66,800. Due in 15 days. Thank you.
Name the drawings in the message. A developer who passes the set to the contractor today should pay the fee for it.
Where architects lose fees
- Handing over working drawings before the stage invoice is paid.
- No appointment letter. The fee and the stages then live in WhatsApp messages.
- Extra site visits never counted. Keep a visit log and bill beyond the agreed number.
- Consultant fees paid by you and never billed back.
- Redesign after approval done for free. A change in brief is a new stage.
- Leaving the stages paid off the invoice. The client loses track of the fee.
Small projects on a lump sum
A single flat renovation or a shop front rarely needs six stages. Many architects bill these in two or three parts.
| Part | When | Share |
|---|---|---|
| Retainer | On signing | 30% |
| Drawings handed over | Working set delivered | 50% |
| Site completion | Last visit done | 20% |
Show the retainer as a minus line on each later invoice. The client then reads one running balance.
Billing a change in the brief
A client who adds a floor after approval asks for new drawings and a new submission. That work sits outside the agreed stages.
Write the change on a separate line with the hours or a fixed amount. Quote the date the client asked for it. Send the amount on WhatsApp for approval before you draw a single sheet.
Makatea keeps the stages moving
Makatea sends the client a WhatsApp reminder when a stage fee falls due. It follows up again if the fee stays unpaid.
Each payment is recorded and the project balance updates. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · free invoice generator
Frequently asked questions
How do architects bill their fees?
In stages tied to deliverables. Each stage is a share of the agreed fee in the appointment letter.
Can I bill site visits separately?
Yes for visits beyond the number in your appointment letter. Bill them per visit with the dates.
Should consultant fees go on my invoice?
Yes if you paid them for the client. Add them at cost on a separate line with the consultant bill.
What if my fee is a percentage of the construction cost?
Bill early stages on the estimated cost. Adjust the fee once the real cost is known.
Does an architect invoice need GST?
Yes if you are registered for GST. Add your GSTIN and the rate that applies to your service.
Is this a government e-invoice?
No. GST e-invoices are issued in the government portal. This template is a commercial invoice for billing and collections.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
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