Ben SnapeThere are a lot of things that go into a successful architectural project. However, one thing that most of us don’t think about is the invoice.
If you’re in charge of invoicing for your architect’s practice, here’s a list of 7 essential items you should include in your invoices. If you’re a freelance builder, designer, or architect, then this is a must-read!
1. Your business name
You want your client to know who the invoice is from, don’t you! Including your business name and possibly your name (if it’s different from yours) is a no-brainer.
2. The invoice date
Including the date on an invoice lets the client know not only the date they were invoiced but also allows them to work out when they need to pay it, for example, if you have 30-day payment terms.
3. Client’s name
Including the client’s name on the invoice lets them see the invoice for them and enables you or your colleagues to know who the invoice is for.
4. Client’s address
You want to include the client’s address on their invoice for the same reason as having their name. The client, you, and your colleagues can easily see where the invoice is to be sent (if sent by post).
Sometimes, clients don’t live at the address where the project is. The correct address on the invoice ensures it goes to the right place.
5. Description of the project
Now we get into the specifics. You want to include as much detail as possible, so the client knows precisely what this specific invoice covers.
If you make the description too vague, you will probably get questions from the client further down the line. Listing out the exact project details covers you and the client so you know precisely what this invoice is for.
6. The time frame
Another essential information to include on the invoice is the time frame. However, this can trip you up if you miss the deadline.
So, ensure you include in the time frame section that it is an approximate time frame and that certain things can cause the time frame to change as the project goes on.
7. Project costs
This one can be controversial, and it will be up to you how much detail you want to list in the project costs.
You can list every project stage with a price or a total price that includes everything.
We suggest you include each stage of the project, and each stage should have an individual price. That way, the client knows exactly how much each stage will cost, along with the total project cost.
Example Project Stages
Here is an example of the sort of detail you can go into for each stage listed on the invoice:
| Stage | Description | Price |
| 1 | Site visit & Land Registry documents | £160 |
| 2 | Preparation of plans | £135 |
| 3 | Planning documentation | £420 |
| 4 | Amendments to & submission of application | £70 |
| 5 | Assessment of submission | £280 |
| 6 | Review of response | £70 |
Conclusion
The details needed for your architect invoices are not complicated. If you follow our simple steps above, your life will be much easier, and your clients will know exactly where they stand for each project.
PlanMan has client invoice management built-in for each of your projects. We also have a free 30-day trial where you can test the system to see how awesome it is for yourself!