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Engineering Invoice Template

Phases, discipline, stamped deliverables, site visits and reimbursables. Free PDF.

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Engineering fees are earned in phases and paid against deliverables, and the deliverable that matters is usually the stamped one. An invoice that names the phase, the discipline and what was issued lets a client match the fee to something they received rather than to time they cannot see.

INVOICE Issued
Invoice number:INV-0001
Date of issue:August 2, 2026
Date due:August 16, 2026
Currency:USD
Issued by
Thorne Structural Engineering
220 Cantilever Court
37210 Nashville, TN
United States
accounts@thornestructural.example
Bill to
Fairmont Builders LLC
900 Construction Way
37064 Franklin, TN
United States
ap@fairmontbuilders.example
Amount due
$18,035.00
Due in 14 days · Aug 16, 2026
Deliverables
Project TSE-2026-114, Fairmont Ridge mixed-use. Stamped structural drawings and calculations were issued for permit this period, representing 60% of the construction documents phase fee. The foundation revision followed the geotechnical report received after design began and is outside the base scope. Field reports for both site visits are attached.
Description Qty Rate Tax Amount
Structural design — construction documents phase
60% of phase fee, stamped drawings issued for permit
1$14,400.00—$14,400.00
Foundation revision
Redesign following the geotechnical report, out of base scope
9$215.00—$1,935.00
Construction observation
Two site visits with written field reports
2$680.00—$1,360.00
Reimbursables
Large-format plotting and permit submission fee, at cost
1$340.00—$340.00
Subtotal$18,035.00
Total$18,035.00
Amount due $18,035.00
Terms
Net 30. Stamped documents are released for permit submission once the invoice covering their phase is settled.
Invoice #INV-0001 · Thorne Structural Engineering · Page 1 of 1

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What to put on a engineering invoice

  • The project name and number, and the phase being billed
  • The discipline, where a firm covers more than one — structural, civil, mechanical, electrical
  • Deliverables issued in the period, particularly anything stamped
  • Site visits and construction observation, counted, since these run past the design phase
  • Reimbursables — plotting, travel, permit fees — at cost
  • Requests for information and submittal review, if the contract bills them

Questions

Why list the stamped deliverable?

Because it is the thing of value and the thing with liability attached. A client filing for permit needs the stamped set; naming it on the invoice ties the fee to a document that exists rather than to a percentage of a phase.

Should construction observation be billed separately from design?

Yes. It happens months later, it is often hourly where design was fixed fee, and clients who see one combined figure assume the design fee covered the whole project through completion.

Are RFIs and submittals billable?

It depends on the contract, and the invoice should reflect what it says. On a busy project they consume real hours, and a firm that never bills them ends up funding the contractor's coordination out of its design fee.

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