13/01/2026
Helping Architects Get Paid
After a turbulent 2025 which saw tightening of belts across a number of markets globally, delays to getting paid have been one of the unfortunate consequences.
As the new year starts with renewed energy, a refresh on this topic that we previously posted on back in 2020 feels appropriate.
Raising concerns with clients related to payment still feels like a taboo subject which needs to change but increasing rigour in processes related to getting paid is also vital.
There is of course a balance to be considered in maintaining a positive client relationship but far too often design teams accept delayed payment through fear of ‘rocking the boat’.
So what are the key things to consider?
- Don’t start work without a clear written instruction. Make sure there is a PO in place if one is needed to allow you to invoice.
- Plan your invoices in advance and most importantly track and chase them once submitted. If not done already, make someone within the practice responsible for it.
- Recovering old debt requires the same focus and energy. Have a written strategy for what actions you take when invoices become overdue by 60, 90, 120 days, etc. and stick to it. Never underestimate the value that a face-to-face meeting with the client can provide in helping to unlock the situation.
- On overseas projects, mobilisation payments may be offered or accepted by the end client. As an alternative to a mobilisation payment, agreeing an early milestone/deliverables submission with a front-loaded fee should be considered which may allow you to avoid having to provide an expensive bank guarantee.
- Form a relationship with the person in your Client’s finance department. This means not just sending emails but giving them a call at fixed points (just prior to due date, after 5 days, 15 days, etc).
- It is easy for clients to say that they cannot pay you because your appointment is not in place. Ask your Client for a Letter of Intent to bridge this period and formalise your start date, amount due during this interim period and when it will end. Clarify if there are any deliverables linked to payment during the LOI period.
- Your appointment should include the invoice amount and frequency. Most importantly, it should be clear what triggers payment. Is it a set of deliverables or completion of a specific milestone? Set out the contractual deliverables in a schedule and get the Client to approve at the start of each work stage to manage their expectations. It may be useful to agree level of detail using examples from previous projects to ensure everyone is on the same page, particularly when working internationally where the expectations may be different.
- A simple progress report – typically issued monthly – provides practices with a written opportunity to clarify what has been completed each month and most importantly can be referred back to in the event of a dispute over progress made.
- Make sure a change management process is set out and in place at least by RIBA Stage 2. Check what’s in your appointment and don’t rely on a Project Manager to set-up. Define a process that puts your needs first and identifies all impacts of change on quality, time and cost, not just to the project but for the Design Team too.
- Clients will very often avoid formally instructing a variation and assume the architect will get on with the work. It is fundamental that major variations are agreed and formally approved before commencing work.
- Another common reason for clients holding back payment comes at the end of a work stage. Map out the approvals process for the work stage so all parties are agreed on time frames and what is required to achieve Client approval.
- It essential that you understand how cost management is integrated into the process – avoid the time, cost and pain of having to re-visit your design at your own cost before you can get paid.
- Read and understand your appointment to understand where penalties may be applied and work out a plan to avoid them – these could be through the enforcement of KPIs, payment on justification of progress or approvals that can be outside of your control.
- If payment is delayed it is often the architect’s instinct to keep working and not to ‘rock the boat’. Make sure formal letters are being issued that highlight the non-payment and refer to the Client’s obligations under the Contract.
- On overseas projects, watch out for local taxes and retentions. Be realistic about what will and won’t get paid particularly for that tricky final invoice.
