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Phase billing and retainers for architecture and engineering firms

Architecture and engineering firms bill by phase and by percentage of completion on projects that can run past a year, with a retainer held against the file the whole time. RapidCents sends the engagement agreement for eSignature, invoices each phase as drawings are issued, draws scheduled progress billings automatically with recurring payments, and settles large project invoices by ACH and EFT. Design firms classify under MCC 8911.

Architecture & Engineering team reviewing payments in the RapidCents dashboard beside a card terminal.
A Architecture & Engineering team manages checkout and transactions in the RapidCents dashboard.
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Operational workflows

  1. Fee agreement signed electronically before design starts

  2. Retainer held against the project at award

  3. Phase invoices issued at each percentage of completion

  4. Balances collected by EFT and applied to the retainer

Payment challenges

  • Percentage of completion is a judgement

    The invoice states how far the design has progressed, and a client who reads that progress differently pays late.

  • Retainers that sit for a year

    Money taken at the start of a project has to be applied correctly across phases that run for many months.

  • Sub-consultant fees pass through the firm

    Structural and mechanical consultants bill the firm and the firm bills the owner, so one project's money moves twice before it settles.

Choose the right payment setup for Architecture & Engineering

  • Choose architecture firm payment processing

    For Architecture & Engineering, map the deposit, staged payments, and final balance, online checkout and remote payment, and the invoice, retainer, and remote client payment before choosing a setup. Select channels that match those moments, then confirm that the chosen solution genuinely covers each channel.

  • Payment hardware for Architecture & Engineering

    For Architecture & Engineering, physical hardware may be secondary to the checkout flow. Prioritize gateway or payment-page requirements first, then add a terminal only when an in-person payment point is genuinely needed.

  • Compare payment processing fees

    For Architecture & Engineering, request a written fee breakdown covering deposits and final balances and online checkout and dispute handling. Compare the effective cost across the real card and channel mix; do not choose on a headline rate alone.

  • Set up or switch Architecture & Engineering payments

    To set up Architecture & Engineering payments, document the checkout, confirmation, and refund path, confirm compatibility before purchase, then test a real payment flow before going live.

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How this gets set up

  • Agreement signed, retainer taken

    The fee agreement goes out for eSignature and the opening retainer is collected before any drawing work starts.

  • An invoice per phase

    Schematic design, design development and construction documents are billed as each phase is issued.

  • Progress draws on the calendar

    Percentage-of-completion billings are charged on the dates set in the agreement rather than chased month by month.

  • Large invoices by EFT

    A substantial phase invoice moves by bank payment instead of card, which suits a project account better than a credit limit.

Integrations

  • Deltek exports

    Deltek exports move project accounting and billing data across as a file for reconciliation, not as a live payment feed.

  • BQE Core

    BQE Core holds the project's time and phase billing, so a payment recorded against a phase invoice closes it in the same place the hours were tracked.

  • Xero

    Xero keeps retainers held, phase invoices and EFT receipts on separate lines, so money taken in advance is not read as work already billed.

Operations, security and going live

  • Billed against issued, by project and phase

    Reporting shows what has been invoiced and collected per project and per phase, across engagements that can run past a year.

  • The signed agreement filed with the payments

    The eSigned fee agreement and the draws taken under it sit in the same project file, which is what a scope argument two years later turns on.

  • A progress draw that does not clear

    A failed scheduled draw is visible before the next phase is issued, so drawings are not released against an unpaid billing.

  • New engagements first

    New projects start on scheduled billing while files already mid-phase finish under the arrangement they were signed on.

Payment questions from Architecture & Engineering

What should businesses compare when choosing architecture firm payment processing for Architecture & Engineering?

Compare architecture firm payment processing against the real payment journey: the deposit, staged payments, and final balance, online checkout and remote payment, and the invoice, retainer, and remote client payment. Start with the required channels and hardware, then confirm compatibility and support before committing.

What payment hardware is practical for Architecture & Engineering?

If Architecture & Engineering sells primarily online, do not choose physical hardware before validating checkout. Add hardware only for a clearly defined in-person payment need.

Which payment channels are relevant for Architecture & Engineering?

For Architecture & Engineering, start with the deposit, staged payments, and final balance, online checkout and remote payment, and the invoice, retainer, and remote client payment. Keep only the channels that match those moments, then verify the complete customer flow before offering them.

How should payment processing fees be evaluated for Architecture & Engineering?

For Architecture & Engineering, compare costs related to deposits and final balances and online checkout and dispute handling using actual transactions. Request a written breakdown of fees and terms rather than relying on an advertised rate alone.

What should be confirmed before setting up payments for Architecture & Engineering?

For Architecture & Engineering, document the checkout, confirmation, and refund path, verify the needed compatibility, and test the flow before going live. This exposes manual steps and exceptions before customers encounter them.

How should deposits and high-value payments be planned for Architecture & Engineering?

Separate the deposit, staged payments, and final balance in the process. Confirm the authorization and refund rules that apply to the business before communicating terms to a customer.

What MCC category applies to Architecture & Engineering?

MCC 8911 is commonly associated with Architecture & Engineering. Our onboarding team confirms the correct category for your business.

Related industries

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