Day of month invoices are sent
Every day of delay is a day added to cash collection. Earlier invoicing is often the simplest cash flow improvement available.
Architecture firms · Invoicing and collections follow-up
Monthly invoices out on time, and overdue fees followed up without awkward calls
In many architecture firms, billing is the most delayed process in the office. The bookkeeper prepares drafts from Ajera, Vantagepoint or CORE, then waits for each PM to confirm percent complete by phase and for a principal to review every invoice. By the time invoices go out, the month is half over. Collections depend on a principal feeling comfortable calling a client they also need for the next project.
How it often works today
- Invoice drafts sit in PM inboxes for days waiting for percent complete confirmations, so billing for the month goes out late.
- Principals review every invoice line by line, even routine ones, because there is no simple way to see which invoices need attention.
- Reimbursables such as printing, travel and consultant pass-throughs are missed or billed months late, quietly costing the firm money.
- Overdue invoices are followed up only when someone remembers, and principals avoid collection calls to clients they hope to work with again.
A better workflow drafts invoices from hours and phase progress, highlights only what needs a decision, and routes approvals in one batch. Overdue invoices get consistent, courteous reminders on a schedule, and the principal only steps in for real disputes.
The improved workflow
Draft invoices from project data
At month end, drafts are generated from hours, phase budgets and reimbursables in your project accounting system, with a suggested percent complete based on hours burned and the PM's last update.
Flag only what needs judgment
Each draft shows a short summary: billing ahead or behind hours, unbilled reimbursables, additional services not yet authorized. Routine invoices are marked as routine.
Batch approvals for PMs and principals
PMs confirm or adjust percent complete in one quick screen, and the principal approves the batch, spending time only on the flagged invoices rather than every line.
Scheduled, polite follow-up
Reminders go out at agreed intervals, for example at 15, 30 and 45 days, using wording the principal approved. Replies with disputes or questions go straight to a person.
How we deliver this: AI automation for small business or fractional CTO leadership, scoped in writing and run over 90 days. See pricing or the sample scope.
What we would measure
Days sales outstanding
Shows whether consistent follow-up is shortening how long clients take to pay.
Unbilled reimbursables at month end
Missed reimbursables are lost revenue. Tracking them shows whether the drafting step is catching them.
Principal hours on billing review
Confirms the flagging is working and senior time is going to the invoices that need it.
Where people stay in control
- PMs and a principal approve every invoice before it is sent. Percent complete suggestions are a starting point, not a decision.
- Reminder wording is approved in advance, and any client reply that raises a dispute, fee question or scope concern is routed to a person.
- Client billing and banking details stay in your accounting system, and only approved staff and tools have access to them.
Example
Illustrative example: a 15-person studio's month end
For example, a 15-person studio has 28 active projects. Under the old process, invoices went out around the 18th. With drafts generated on the 1st, PMs confirm percent complete in a 10-minute session, and the principal reviews only six flagged invoices, including one with $2,400 in unbilled consultant pass-throughs. The batch goes out on the 4th. These figures are illustrative, but moving invoicing earlier is often worth more than any collections tactic.
Tools typically involved
What the first 30 days look like
In the first 30 days we would review the last three months of billing: when invoices went out, how long approvals took, aging by client and missed reimbursables. Then we would agree a target invoice date and a reminder schedule, and set up drafts for one billing cycle.
Common questions
Can this work with AIA G702-style billing for some clients?
Yes, the drafting step can produce whatever format each client requires, including forms based on AIA billing documents or client-specific portals. Some institutional clients require invoices uploaded to their own systems, which may stay a manual step. We would map each client's requirements during the diagnostic.
Won't automated reminders damage client relationships?
Not if the wording is courteous and the schedule is reasonable. Many clients prefer a clear reminder to an awkward call from the principal. Reminders stop automatically when payment posts, and any reply goes to a person. You choose which clients, if any, are excluded.
Our bookkeeper is part-time. Will this add work for them?
The aim is the opposite. Drafts and reminders reduce the chasing a part-time bookkeeper does. We would design the process around their hours and check after the pilot whether their time on billing went down. If it did not, we would change the approach.
The business case
Does it pay for itself?
Illustrative defaults for an architecture firm. Replace them with your numbers.
What this workflow costs today
a month in staff time, before any lost sales
Monthly fee + assumed tools +
Break-even: new clients a month (at first-year value)
Or: staff hours recovered and redeployed
Break-even additional revenue
Value of +1 point of win rate
First 90 days, service fee
Worth a closer lookTest the assumptions
Illustration only, not a forecast or guarantee. Recovered staff time becomes a cash saving only if spending actually declines or the time goes into paid work. Tool costs are an assumption; we replace every number here with yours before recommending a scope.
Invoicing and collections follow-up in other industries
Accounting and CPA firmsAuto repair shopsCommercial cleaning companiesConsulting and professional services firmsDental practicesElectrical contractorsEvent and catering companiesHome remodeling companies
Invoicing and collections follow-up: full guide
Related guides
How to automate invoicing in QuickBooks OnlineDocument processing automation for service businessesHow to measure the ROI of AI and automationAI automation for small business: costs, limits and what pays back
Terms used here
Next step
Bring one expensive workflow. Leave with a clear next step.
In 30 minutes we look at one recurring workflow, what it costs you today and whether there is a credible case to improve it. If there is not, we will say so.
Book a 30-minute workflow review
Not ready to talk? Take the 3-minute check
30 minutes with Phil or Martin. No technical brief, no pitch deck. Phil or Martin replies personally, usually within one business day.