Free Architecture Payment Plan Template

I. Scope of Services

This section outlines the architectural services to be provided for the project. It includes detailed descriptions of the project's scope, such as site analysis, schematic design, design development, construction documents, and construction administration. Deliverables will include all necessary drawings, specifications, and reports as agreed upon. Additional services that may incur extra charges include, but are not limited to, extensive project revisions, expedited timelines, and any services beyond the original scope. All additional services will be pre-approved by the client and billed at an agreed-upon rate.

II. Payment Schedule

To ensure clarity and facilitate smooth financial planning, the payment schedule outlines the total fee, deposit requirements, and milestone payments based on project phases. Clients will make an initial deposit to commence work, with subsequent payments due at key stages of the project. This structured approach aligns payments with project progress, fostering transparency and mutual confidence. The table below details the specific percentage of the total fee due at each stage, along with the corresponding due dates.

Project Phase	Payment Description	Percentage of Total Fee	Due Date
Initial Deposit	Retainer Fee	[0]%	Upon Signing of Contract
Schematic Design	Completion of Schematic Design	[0]%	Upon Delivery of Schematic Design
Design Development	Completion of Design Development	[0]%	Upon Delivery of Design Development
Construction Documents	Completion of Construction Docs	[0]%	Upon Delivery of Construction Documents
Construction Administration	Ongoing During Construction	[0]%	Monthly During Construction
Project Completion	Final Review and Approval	[0]%	Upon Project Completion

III. Payment Terms

To ensure a smooth transaction process, this section outlines the accepted methods of payment and any associated fees or discounts. The following payment methods are accepted:

Check	Payable to [Your Company Name]. Checks should be mailed to our office address at [Your Company Address].
Wire Transfer	Payments can be made via wire transfer. Detailed instructions, including our bank account information, will be provided upon request.
Credit Card	We accept major credit cards [Visa, MasterCard, American Express]. A processing fee of [0]% will be applied to all credit card transactions to cover merchant fees.

A. Applicable Fees and Discounts

• Late Payment Fees: Payments are due within [0] days of the invoice date unless otherwise specified. A late fee of [0]% per month ([0]% per annum) will be applied to any outstanding balance not paid within the specified terms.

• Early Payment Discount: Clients who pay their invoices within 10 days of the invoice date are eligible for a [0]% discount on the total invoice amount. This incentive encourages prompt payment and assists in maintaining project cash flow.

• Returned Check Fee: A fee of $[0] will be charged for any returned checks due to insufficient funds or other reasons.

B. Invoicing

Invoices will be issued according to the payment schedule outlined in Section II. Each invoice will detail the services provided, the amount due, and the payment due date. Clients are encouraged to review invoices promptly and contact us with any questions or concerns.

C. Contact Information

For any payment-related inquiries, please contact our accounting department at [Your Company Number] or [Your Company Email]. Our team is available to assist you with any questions regarding payment methods, invoice details, or account balances.

IV. Late Payment Policy

Timely payments are crucial for the project's success. Payments not received within [0] days of the invoice date will incur an interest charge of [0]% per month ([0]% per annum) on the outstanding balance. If payments remain overdue for more than [0] days, services may be suspended until the account is brought current. Continued non-payment beyond [0] days will result in contract termination. The client will be responsible for any additional costs incurred due to delays or legal actions taken to recover the outstanding amount. Reinstatement of services after suspension will require full payment of all overdue amounts.

V. Additional Expenses

Certain costs may arise during the project that are not included in the base fee. These additional expenses cover necessary activities such as travel, printing, and any special services requested by the client. All additional expenses will be pre-approved by the client and billed accordingly. The table below provides a detailed breakdown of potential additional expenses, ensuring transparency and clarity about any extra charges that may be incurred throughout the project.

Expense Category	Description	Billing Method
Travel Costs	Transportation, lodging, meals for site visits	Actual Cost
Printing and Reproduction	Blueprints, renderings, and presentation materials	Actual Cost + [0]% Handling Fee
Special Services	Specialized consultants or bespoke services	As Quoted
Permits and Approvals	Fees for permits, zoning, and other approvals	Actual Cost
Expedited Services	Rush orders or accelerated timelines	Additional [0]% of Service Fee
Miscellaneous	Any other pre-approved costs	Actual Cost

VI. Dispute Resolution

In the event of a dispute related to payments, a structured procedure is in place to ensure fair and timely resolution. This process is designed to address and resolve conflicts efficiently, minimizing disruptions to the project. The following four-step dispute resolution procedure outlines the steps to be taken, from initial negotiation to potential legal action, ensuring all parties have a clear understanding of the process.

1. Negotiation: The first step involves direct negotiation between the client and the firm to resolve the dispute amicably. Both parties will meet to discuss the issue and attempt to reach a mutually acceptable solution within 15 days of the dispute arising.

2. Mediation: If negotiation fails, the dispute will proceed to mediation. A neutral third-party mediator, agreed upon by both parties, will facilitate discussions to help reach a resolution. The cost of mediation will be shared equally between both parties.

3. Arbitration: Should mediation not result in a resolution, the next step is binding arbitration. An arbitrator, selected according to the rules of the American Arbitration Association, will hear both sides and make a final, legally binding decision. The cost of arbitration will be shared equally between both parties.

4. Litigation: If arbitration is unsuccessful or deemed inappropriate, either party may pursue litigation. Legal action will be taken in a court of competent jurisdiction, and the prevailing party will be entitled to recover reasonable attorney's fees and costs.

VII. Termination Clause

This section outlines the conditions under which either party may terminate the agreement and the resulting impact on payment obligations. Termination of the agreement can occur under the following circumstances:

1. Mutual Agreement: The contract may be terminated at any time by mutual written consent of both parties.

2. Client-Initiated Termination: The client may terminate the agreement with a 30-day written notice if dissatisfied with the services. In such cases, the client is responsible for payment of all services rendered and expenses incurred up to the termination date, including any costs associated with the transition of work.

3. Firm-Initiated Termination: The [Your Company Name] reserves the right to terminate the agreement with a 30-day written notice if the client fails to meet payment obligations or breaches any terms of the contract. The client will be liable for all services rendered and expenses incurred up to the termination date.

4. Breach of Contract: Either party may terminate the agreement immediately upon written notice if the other party commits a material breach of the contract that is not cured within [0] days of receiving notice of the breach.

Consequences of Termination

Upon termination, all work will cease immediately. The [Your Company Name] will provide the client with all completed and partially completed documents and materials related to the project. The client is obligated to pay for all work completed and expenses incurred up to the date of termination. Any prepaid fees for services not yet rendered will be refunded to the client. Conversely, any outstanding payments for work completed up to the termination date will become immediately due and payable.

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