For architecture and engineering firms, late payments aren’t just frustrating. They’re disruptive. When cash flow stalls, so does everything else. It puts pressure on your ability to pay staff, delays important decisions, and limits how confidently you can take on new work.
And it’s happening more than you’d think. According to our 2025 A&E Industry Benchmark Report:
What’s slowing firms down? Too much time spent on tedious invoicing and billing. According to our data, it’s one of the top three tasks pulling teams away from design.
It’s a lot of time and energy lost to admin. Time that should be spent on project work, not chasing payments.
Here are 6 ways we help simplify and speed up invoicing for architects and engineers, from setup to send.
1. Set it and Forget it: Automated Payment Reminders
Chasing payments manually is inefficient and awkward. Total Synergy lets you create automated reminders that go out before and after invoices are due, and you can control the schedule at every level.
Set global defaults for your firm, then tweak reminders per office, project, or client. Whether you want a little nudge to go out 3 days before or a firm follow-up 30 days after, you’re in control.
These reminders feel professional, not personal. That makes it easier to follow up without straining client relationships.
2. Custom Payment Terms That Fit Your Firm
Not every client or project is the same, and your payment terms should reflect that. With Total Synergy, you can set terms that match how your firm works. Apply them by office, project, or client, depending on what fits best.
Need 14-day terms for a quick job or 60 days for a government contract? No problem. Set a company-wide default and adjust as needed.
Once your terms are in place, they apply automatically to new invoices. That means less manual work, fewer mistakes, and faster payments. Clear expectations help avoid delays and reduce the time your team spends following up.
3. Smart Defaults to Save You Time
Total Synergy helps you reduce repetition by remembering the details for you.
Invoices come pre-filled with:
✔️ Contact Details
✔️ Additional recipients
✔️ Auto-generated invoice numbers
✔️ Your standard payment terms and reminder schedule
Instead of re-entering the same info every time, you can focus on the invoices that actually need a closer look.
4. Bulk Actions for High-Volume Billing
If you’re sending dozens or hundreds of invoices each month, manually creating and sending each one slows your team down.
With Total Synergy, you can:
✔️ Select up to 100 projects at once
✔️ Generate draft invoices in bulk
✔️ Finalise and send them in just a few clicks
All of your preset information carries over, including recipients, payment terms, and reminders, so nothing falls through the cracks.
5. Keep an Eye on Cash Flow with Real-Time Updates
Stay on top of what’s been paid (and what hasn’t) with real-time updates. You can track full and part payments directly in Total Synergy, giving you a clear picture of cash flow at any moment.
Our easy integrations with QuickBooks, Xero, and MYOB make reconciliation simple. You’ll spend less time switching between systems and more time making informed decisions.
6. Accurate Timesheets = Less Disputes
Clients don’t want surprises on an invoice. When time entries are vague, inconsistent, or incorrect, they’re more likely to question the charges, and that slows everything down.
Accurate timesheets create a clear paper trail that backs up the work you’ve done. Instead of debating how many hours were spent on a task, you’ve got the data to show for it.
Total Synergy’s time tracking makes it easy to log hours against the right project and stage, with simple daily and weekly views. The clearer your records, the fewer questions you’ll get, and the faster you’ll get paid.
STP Consultants Now Invoices 3x Faster with Total Synergy
Before switching to Total Synergy, STP Consultants relied on a system that slowed down processes like invoicing and payroll. Their team was spending too much time on admin and getting paid took longer than it should have. (Read the full customer story here)
Here’s what changed since making the switch to Total Synergy:
- Invoice turnaround dropped from 10 days to just 1 day (90% faster)
- Invoice creation now takes just 2–3 minutes per invoice, down from 10 minutes (75% faster)
- Payroll processing was cut by 70%, going from 8 hours to 2.5
Purpose-built for architects and engineers, Total Synergy streamlines planning, scheduling, and documentation. Used by firms across AUS, NZ, and the UK. Our invoicing tools are designed to take the pressure off your team, reduce back and forth with clients, and get cash flowing sooner.
