Clause 7 — Be open and transparent about fees and costs

An architect who has entered into an agreement to provide architectural services must—

(a) provide the client with regular statements of account for the services provided under the agreement unless otherwise expressly agreed with the client; and

(b) ensure that the fees and costs charged do not exceed the fee structure of the agreement.

Fee disputes are among the most common sources of client complaints against architects. This clause protects clients from receiving unexpectedly large bills at the end of a project and from being charged rates or amounts that were not previously agreed. It also seeks to ensure that clients have the financial information they need to make ongoing decisions about projects.

• Issue regular invoices or fee statements as agreed with the client.
• To provide clarity and transparency for the client, a fee statement could show:
  • the period during which services were provided
  • the work performed during the period
  • basis for calculating fees
  • the amount invoiced
• Never charge fees that exceed the rates or structure agreed in the client agreement. If the scope of work by an architect has changed (requiring a higher fee), issue a variation and obtain written agreement from the client before undertaking the work and incurring the additional cost.
• If disbursements (printing, planning application fees, consultant costs, etc.) are likely to be significant, flag the estimated costs early with the client and keep the client informed if the actual costs materially deviate from the estimates.
• See detailed guidance below on PROFESSIONAL FEES AND COSTS.