Architecture invoicing software
Your stage fees bill without difficulty. It is the printing, the travel and the consultant invoices that leak. Smarfle captures reimbursables against the project as they happen, and records design time so a fourth round of revisions shows up as effort rather than being quietly absorbed.
7 days free · No credit card · Built in Florida
Invoice
INV-00142
Issued recently
Bill to
Sarah Johnson
123 Oak Street, Orlando FL 32801
Labor. 2.5 hours @ $95/hr
Parts. Replacement components
Service call · diagnostic
Real Smarfle UI · Live data from your architecture CRM
Why generic invoicing software fails architecture owners
Generic invoicing tools weren’t built for architecture. Smarfle was.
Generic invoicing software
What everyone else gives you
- Milestones are billed inconsistently, which opens gaps mid-project
- Travel and printing are lost between the project and the bill
- Hourly work is under-recorded, and the leak is invisible
Smarfle for architecture
Built for your actual workflow
- Each phase is its own document tagged to the project
- Expenses logged with a receipt photograph reach the next document as pass-through
- Time logged against the project gathers into the monthly document at your rate
How architecture invoicing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Phases and fees set once
The agreed phase structure lives on the project, so each invoice is measured against the same plan rather than reinterpreted each time.
- 2
Hours logged to the project
Design time attaches to the project, so an extra round of revisions is visible as effort rather than silently absorbed into a fixed fee.
- 3
Reimbursables attach as they are incurred
Printing, travel and consultant fees sit on the project when they happen, so each phase invoice carries its own costs.
- 4
Phase invoice built from the project record
The milestone bills from what the record shows is complete, and the document names the phase so the client knows what they are approving.
- 5
Fee and reimbursables shown separately
The client sees your design fee apart from money you laid out, which is the split that keeps reimbursables from looking like fee creep.
- 6
Payment link sent with the phase invoice
The document arrives with a route to pay, which matters on a project where the next phase should not be waiting on the last invoice.
Where architecture invoicing breaks down
The friction every architecture owner recognizes.
A phase finishes before anybody says so
Design development ends on a date somebody has to notice. Until it is marked complete, the milestone that should have been billed simply sits there unbilled.
Reimbursables are small, frequent and forgotten
Printing, couriers, travel and consultant invoices arrive throughout a project. Individually trivial, collectively a real number, and reconstructed from receipts at the end of a phase.
Revisions are absorbed into a fixed fee
A client asks for another option, then another. The fee was agreed for a scope, the extra work is real, and raising it mid-project feels like a fight with somebody you want to keep.
120 costs to place a quarter
Twelve live projects carrying six to fifteen reimbursable items each is roughly 120 costs a quarter that have to find the right phase. Printing and courier charges are small enough to forget and frequent enough to matter. Captured at the point of spend, they reach the right document without anybody going through a folder of receipts.
12
Live projects
6-15
Reimbursables each
~120
Costs to attach a quarter
Based on typical architecture operations. Your numbers may vary.
Features powering architecture invoicing
Each one a deep-dive in its own right.
Fee proposals sent for acceptance
The phase structure and its price go out as a proposal the client accepts in writing, so the engagement starts from a document rather than from a conversation.
Learn moreOne record per client, not per inbox
Contacts, projects and correspondence sit under the client, so a practice with three principals does not depend on whose mailbox holds the thread.
Learn moreApprovals chased on a schedule
Messages fire on the dates you set, so a client sitting on an approval hears from the practice without a principal deciding to be the one who asks.
Learn moreYour practice on the document
Drawings are not the only thing a client judges you on, and the invoice is the one piece of paper their finance team keeps.
Learn moreArchitecture invoicing software questions
Moving your architecture invoicing software off another tool?
Most architecture businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Other architecture tools
Smarfle ships invoicing software alongside the rest of your CRM.
Invoicing software for other industries
Same invoicing engine, tuned for each vertical.
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