How does automated invoicing handle reimbursable expenses?

Reimbursable expenses are typically tracked separately and added to the next regular invoice as a line item. You input the reimbursables manually (or import from an expense tracking integration), and they're added to the next invoice automatically. The automation handles the invoice generation; you handle the expense tracking input.

AI for Architecture

Automated Invoicing for Architecture Firms

Automated invoicing for architecture firms handles phase-based billing: schematic design invoice when SD deliverables are issued, design development invoice when DD drawings are issued, and so on through construction documents and construction administration. Each invoice triggers when you mark the phase complete, sends to the client with a payment link, and reminders run on unpaid amounts.

Architecture billing falls behind for a consistent reason: the architect is focused on design and the project, and invoicing feels like an administrative interruption. At end of schematic design, when the team is excited about the design direction and the client is engaged, the billing conversation feels jarring. Automated invoicing removes the friction вЂ” the invoice goes out when the milestone is marked complete, without anyone needing to stop, open the billing software, and create the invoice manually.

For architecture firms doing multiple projects simultaneously, milestone billing automation ensures all projects are billing on schedule regardless of the team's project focus. The invoice for the CD package on Project A goes out on time even when the team is heads-down on the design for Project B.

The payment reminder sequence for architecture firms: a reminder 14 days after invoice (architectural billing often has longer payment terms than trade contractor billing) with a professional, brief message. A second reminder at 30 days. A more direct follow-up at 45 days. The sequence adapts to the client type вЂ” commercial clients on net-30 terms get different timing than residential clients billed on project milestones.

Common questions

Yes, with manual input at each milestone. The fee percentage is fixed in the agreement; the construction cost estimate changes as the project progresses. When you mark a milestone complete, you input the current construction cost estimate and the system calculates the phase fee accordingly before generating the invoice.

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