The best architecture invoicing software (save time and grow your business)

Whether you're a freelance architect offering your professional services independently or running your own firm, you must have total control over your billing, payment process, as well as project and expense tracking. If your architecture firm expands, you will need full-service invoicing software to automate your tasks. However, with so many new invoicing and accounting software options available in 2024, it can be very difficult to find the right one for your business.

In this article, we will go over some of the main benefits that a well-rounded architecture invoicing software will bring to your business and tell you about the all-in-one product suite that is here to revolutionize your business.

Note: Use Bonsai's complete invoicing software to take your architecture firm to the next level. Automate your billing process with free invoice templates, and the best follow-up tools to get you paid faster and efficiently manage your company finances.

Benefits of invoicing software for architects

An efficient invoicing software will help you manage your business like never before. It's a great option to streamline many company procedures affordably. By reducing your workload, you'll have more time to stay on top of case studies, designing, planning, and building projects for your clients. Here's why you must invest in invoicing and accounting software for architects.

Time and Expense Tracking

Keeping track of your expenses is essential to maintaining a good grip on your business finances. Full-service invoicing and accounting software makes tracking and categorizing your spending easy so you can see exactly where your money is going. This way, it is simpler to bill clients for the costs you incur on their behalf.

Additionally, having access to timesheets will help you manage your tasks, including budgeting, time tracking, and customer billing.

Timesheets will also allow you to compare the number of hours spent to the budget when a project is over, so you can plan more precisely going forward.

Smooth Tax Season

A decent invoicing and architecture accounting software should help you comply with your local tax laws and make handling taxes simpler. Using this type of administrative tool can speed up tax calculations when dealing with different tax rates and assist you in applying the proper tax to your transactions more precisely. To help you stay organized and prepared for tax season, it may also assist you to comprehend your taxes by providing tax summary reports.

Automating this process will save time and frustration from filing your quarterly tax estimates and yearly reports. Try the best accounting software for freelancers here.

Online Billing

Collecting money might be overwhelming if your clients are not given a suitable method for making payments. By using invoicing software, you can integrate multiple online payment options including:

• Online bank transfers
• Credit cards
• Debit cards

This gives your customers a quick and secure option to make payments and helps you keep track of the payments you receive, updating them automatically under the relevant invoice in your accounting system.

Improved Cash Flow

When using complete invoicing software, you may see a considerable increase in your cash flow. This is because there will be faster and more professional invoice production, allowing you to bill in a timely manner and get paid on time or even earlier. Invoicing software can also automatically fill in dates and adjust layouts. Additionally, it increases the accuracy of invoices. These features enable you to focus more on the bills' content, raising the quality of the invoices you produce.

Benefits of using specialized accounting software for architects

Streamlined project-based invoicing tailored to architectural work

Specialized accounting software for architects simplifies invoicing by aligning billing processes with project milestones and phases. Unlike generic invoicing tools, these platforms allow you to create invoices based on design stages, construction phases, or client approvals, which matches how architectural projects progress.

For example, software like BQE Core and Deltek Ajera lets you set up automated billing schedules tied to specific deliverables, such as schematic design or construction documents. This reduces manual entry errors and ensures clients are billed accurately and on time, improving cash flow.

To take advantage of this, set up your invoicing software to reflect your project timelines and include detailed descriptions of services rendered at each phase. This clarity helps clients understand charges and speeds up payment, which is crucial for maintaining steady revenue.

Integrated expense tracking and resource management

Architectural projects often involve multiple expenses like materials, subcontractors, and permits. Specialized accounting software integrates expense tracking with project budgets, allowing you to monitor costs in real time. This helps prevent budget overruns and keeps projects profitable.

Tools such as ArchiOffice and Monograph provide dashboards that link expenses directly to individual projects and clients. You can upload receipts, categorize costs, and generate reports that highlight where spending is highest. This level of detail is harder to achieve with general accounting software.

To benefit from this feature, regularly update your expenses in the software and review budget reports weekly. This proactive approach enables you to adjust project scopes or negotiate with vendors before costs escalate, protecting your bottom line.

Compliance with industry-specific billing standards and tax regulations

Architects must often comply with specific billing codes, retainage rules, and tax regulations that vary by state or municipality. Specialized accounting software includes templates and settings designed to handle these requirements, reducing compliance risks.

For instance, many platforms support AIA (American Institute of Architects) contract billing formats and automatically calculate retainage percentages, which are common in architectural contracts. They also update tax rates for 2024 and 2025 based on your location, ensuring accurate invoicing and tax reporting.

To ensure compliance, customize your invoicing templates within the software to match your contract terms and check that tax settings reflect your state’s current laws. This reduces the chance of billing disputes and audit issues, saving you time and legal headaches.

Improved client communication and professional branding

Using specialized invoicing software enhances client communication by producing professional, branded invoices that clearly outline services and payment terms. This transparency builds trust and encourages timely payments.

Many platforms allow you to customize invoice templates with your firm’s logo, project images, and detailed notes. For example, Monograph enables architects to add visual progress updates alongside billing, helping clients see the value delivered at each stage.

To leverage this benefit, invest time in designing your invoice templates within the software and include personalized messages or reminders. Well-crafted invoices reflect your firm’s professionalism and can improve client satisfaction and retention.

Invoicing software for architects: why bonsai is a top choice

Bonsai is the ideal tool for freelancers and small business owners looking to optimize back-office operations in one platform. Our invoicing and accounting software provides many advantages to architecture professionals who don't know where to start. From creating and sending an invoice to receiving payments and filing taxes, Bonsai's invoicing software will improve your business operations. Explore what we offer.

Note: Try Bonsai's invoicing software at no cost for 14 days and automate the entire billing request process. Along with our stunning invoice templates, Bonsai lets you send recurring invoices and partial payment requests to clients.

Perfect Invoices

With our invoice generator, you'll get fully customizable and professional-looking invoice templates specifically designed for your architecture business. We help you create perfect invoices that cover all necessary information and provide consistency to your billing process. You can add your architecture company branding elements such as logo and slogan and create a numbering system to help you track payments.

Easy Follow Up

With Bonsai, you can easily follow up on payments after an invoice is sent. Our invoicing software automatically sends payment reminders, receives partial payments, and applies late fees to overdue accounts. You will also have a convenient dashboard to track whether invoices have been paid, seen, or opened.

Project Management

Bonsai's smart automation will take the burden out of business management so you can reduce the time spent on paperwork and focus on growing your architecture firm. We go beyond simple billing software, offering a winning all-in-one project management software that helps you automate every aspect of your business, covering customer relationship management (CRM), pitches, proposals, contracts, financial management, taxes, and even managing payroll.

Global Payments

Architecture firms servicing international customers must be prepared to deal with various currencies. Using Bonsai's invoicing software, you can accept payments in over 180 currencies while still handling your accounting on your own, eliminating inconsistencies and additional calculations. You can also incorporate a variety of internationally known online payment options, such as PayPal and Stripe.

Get Paid Faster

Freelancers receive payments on average 13 days sooner and deal with three times fewer late payments when using Bonsai's global payment options and innovative invoicing capabilities. With our easy-to-use software, you can immediately invoice your clients once a project is completed, clearly communicating when and how you expect to get paid and making it very easy for them to complete the transaction.

Sign up today and discover the ultimate invoicing efficiency that will make you wonder how you ever did business without it.

How to choose the best project-based accounting software

Identify your specific architectural project needs

Choosing the right project-based accounting software starts with understanding your architectural firm's unique needs. Since architecture projects often involve multiple phases, subcontractors, and varying billing milestones, your software must handle detailed project tracking and flexible invoicing. For example, you may need to invoice based on percentage completion or milestone achievements rather than fixed fees.

Consider how your firm manages project budgets, time tracking, and expenses. If you often collaborate with engineers or contractors, look for software that supports multi-user access and integrates with common tools like AutoCAD or Revit. This ensures seamless data flow between design and accounting teams, reducing errors and saving time.

Start by listing your top priorities, such as:

• Time tracking accuracy
• Customizable invoice templates
• Real-time project cost reporting

This clarity helps you filter software options effectively and avoid paying for unnecessary features.

Evaluate software features tailored for architectural invoicing

The best project-based accounting software for architects includes features designed to handle complex invoicing scenarios. Look for tools that support retainage management, progress billing, and change order tracking. These features help you bill clients accurately as projects evolve, which is common in architecture contracts.

In 2024, platforms like FreshBooks and QuickBooks Online offer customizable invoice templates that can include project breakdowns and detailed descriptions suitable for architectural clients. Additionally, Deltek Vantagepoint is popular among architecture firms for its integrated project management and accounting capabilities, streamlining workflows from design to billing.

Make sure the software can generate reports that provide insights into project profitability and cash flow. This helps you make informed decisions and avoid budget overruns. Testing free trials or demos can reveal how well these features align with your invoicing processes before committing.

Consider integration, scalability, and user experience

Integration with existing tools is crucial for efficient project accounting. Your software should connect with:

• Design software
• CRM systems
• Payment gateways like Stripe or PayPal

This reduces manual data entry and speeds up invoice payments.

Scalability is another key factor. Choose software that can grow with your firm, supporting multiple projects and users as your business expands. Cloud-based solutions like:

• Xero
• Zoho Books

offer flexible plans that accommodate small teams and larger firms alike.

Finally, prioritize user experience. Software with intuitive dashboards and mobile apps helps architects and project managers stay updated on billing status and project finances from anywhere. Reading user reviews and seeking recommendations from other architects can guide you toward software that balances powerful features with ease of use.

Essential features for architecture accounting software

Project-based invoicing and time tracking

Project-based invoicing and time tracking are crucial features in architecture accounting software. Architects often work on multiple projects with different billing rates and timelines, so the software must allow you to track hours and expenses per project accurately. This ensures invoices reflect the actual work done and materials used, avoiding underbilling or disputes.

For example, software like Harvest and QuickBooks Online let you assign time entries and expenses to specific projects, automatically generating detailed invoices. This integration saves time and reduces errors compared to manual tracking. Additionally, tools like Toggl Track can sync with invoicing platforms to streamline time management.

To implement this, choose software that supports customizable billing rates and detailed time logs. Regularly update your project entries to maintain accurate records and generate invoices promptly. This approach helps maintain cash flow and improves client trust by providing transparent billing.

Integration with design and project management tools

Accounting software for architects should integrate seamlessly with design and project management tools. Since architects rely on platforms like AutoCAD, Revit, or Asana, having invoicing software that connects with these tools reduces data entry and ensures consistency across workflows.

For instance, Deltek Vantagepoint integrates project management and accounting, allowing you to link project budgets and schedules directly to invoices. Similarly, QuickBooks Online offers integrations with Asana and Trello, enabling you to track project progress alongside financials. This integration helps you monitor project costs in real time and adjust invoices accordingly.

When selecting software, verify that it supports your primary design and management tools. Setting up these integrations early can save hours of manual updates and provide a clearer picture of project profitability, helping you make informed financial decisions.

Customizable invoice templates and compliance features

Customizable invoice templates are essential for architects to present professional and clear billing documents. Your invoicing software should allow you to tailor templates with your firm’s branding, project details, payment terms, and itemized services. This customization enhances client communication and reduces payment delays.

Moreover, compliance with tax regulations is critical. In 2024, many states have updated sales tax rules affecting architectural services. Your software must support automatic tax calculations and generate reports compliant with local laws. Invoicing software for architects like FreshBooks and Xero offer these features, including automatic tax rate updates and detailed tax summaries for filing.

To optimize invoicing, create templates that reflect your typical projects and payment schedules. Regularly update tax settings to comply with state-specific laws, such as California’s requirement to collect sales tax on certain services. This ensures your invoices are both professional and legally accurate, reducing accounting errors and audit risks.

Expense tracking and budget management

Expense tracking and budget management are vital features for architecture accounting software to maintain project profitability. Architects often incur costs for materials, subcontractors, and permits, which need to be tracked alongside project budgets. Software that links expenses directly to projects helps prevent overspending and improves financial forecasting.

For example, Zoho Books allows you to capture receipts, categorize expenses, and assign them to specific projects. This real-time tracking helps you compare actual costs against budgets and adjust project scopes or billing accordingly. Additionally, reporting features provide insights into which projects are most profitable.

To leverage these features, regularly input expenses and review budget reports. Set budget limits within the software to receive alerts when nearing thresholds. This proactive approach helps you avoid cost overruns and maintain healthy profit margins on your architectural projects.