Introduction
Working with an Architect
A practical guide for homeowners, communities, and anyone commissioning design work in Victoria.
Introduction
Most people will work with an architect once or twice in their lives. That means the process is unfamiliar, and the stakes are high: building a home, renovating an existing one, or creating a community space is one of the biggest investments you'll make.
You might not be sure what an architect actually does beyond drawing plans, what it'll cost, how long it'll take, or what happens if things don't go to plan. Those are reasonable questions. This guide answers all of them.
We explain what architects do and why it matters, walk you through the ten stages of a project from first conversation to moving in (and beyond), set out realistic costs and timelines for Victorian projects, and cover your rights and protections along the way. We also tackle the questions we hear most often, including the ones about money, delays, builder insolvency, and sustainability requirements.
If you've been putting off calling an architect because you're not sure what to expect, this is for you.
What does an architect do?
Many people picture an architect sketching a building. Design is central to what we do, but it's only part of the story. The day-to-day reality of architecture involves as much problem-solving, coordination, and advocacy as it does design: working out how to fit a growing family into a tight site, navigating a council planning process, catching a builder's substitution that would compromise how your home performs, or telling you honestly that your wish list needs editing before the budget will work.
The value of an architect lies as much in the problems we prevent as in the spaces we create.
Why work with an architect
An architect is your independent advocate throughout the building process. We work for you, not for a builder, developer, or product manufacturer. We have no commercial allegiance to any supplier or construction method, so our recommendations are shaped entirely by your project, your site, and your circumstances. If a less expensive material will do the job, we'll say so. If a builder proposes a change that benefits their programme but compromises your design, we'll push back. That independence isn't a marketing claim. It's a professional and legal obligation: our duty of care runs to you.
In practical terms, that means you get someone who listens to how you live and translates your vision into buildable designs. Someone who studies your site's orientation, ecology, and planning context and gives you a frank assessment of what's possible within your budget. Someone who coordinates the engineers, energy assessors, surveyors, and other specialists your project needs so the whole puzzle fits together. Someone who navigates building codes and council approvals so you don't have to. Someone who helps you find the right builder, and then looks after your interests on site throughout construction, so the home you committed to during design is the one you move into.
Architectural fees for full services typically add 8 to 15 per cent to the construction cost. That's a real investment. But architects routinely save clients money through efficient design (less wasted space means lower construction cost), smarter specifications (knowing where to spend and where to save), competitive tendering (well-documented projects attract keener prices), and variation avoidance (thorough documentation reduces expensive changes during construction). On a $500,000 project, avoiding a single major variation can save $20,000 to $50,000. A well-designed home also commands higher resale value. The question isn't what the architect costs. It's what value they create.
Who does what: architects, building designers, and draftspeople
In Victoria, you'll come across architects, building designers, and draftspeople. The titles can be confusing because the work sometimes overlaps. The differences that matter to you are education, accountability, and the protections you receive.
A registered architect has completed a university degree (typically five years or more), gained structured practical experience, and passed a rigorous competency examination. Architects must carry professional indemnity insurance (minimum $1 million per claim), comply with the Victorian Architects Code of conduct, and complete continuing professional development every year. When an architect signs and seals drawings, they're accepting professional liability for the design. If something goes wrong, there's a clear accountability path: anyone can lodge a complaint with the Architects Registration Board of Victoria (ARBV), which has statutory powers to investigate and discipline architects.
A building designer typically holds a diploma or advanced diploma (two to three years) and is registered under the Building Act, now regulated by the Building and Plumbing Commission. Many building designers produce good work on straightforward residential projects. Design depth and scope of service vary.
A draftsperson documents an existing design but doesn't typically originate it. Valuable, but a different role.
None of this means an architect is always the right choice. For a simple project with a clear brief and a builder you trust, a building designer may serve you well. But for complex sites, heritage properties, multi-dwelling developments, unusual designs, or any project where integrated thinking about space, light, structure, and environment matters to you, an architect's design capability and legal accountability protect your investment. You can verify any architect's registration at arbv.vic.gov.au.
How CLAD works
Everything above describes what any good architect does. Here's what shapes our practice specifically.
We design with you, not just for you. That means genuine collaboration: your knowledge of how your household lives and works, combined with our expertise in making spaces work. We run design sessions where you're an active participant, not a passive reviewer. The best outcomes come when both sides bring their knowledge to the table.
Our approach is regenerative. We don't just aim to minimise environmental harm; we ask how your project can actively contribute to the health of its ecological and social context. That shapes real decisions: how we orient your building for passive solar performance, how we select materials for durability, low toxicity, and low embodied carbon, how we design for water harvesting and biodiversity, how we connect your space to its neighbourhood and landscape. Victorian requirements already set a high baseline (7-star NatHERS, Whole-of-Home energy assessments, and all-electric mandates for new residential projects). We meet those as a starting point, then go further.
This isn't a niche offering or an optional extra. It's how we define a good building.
Your project, step by step
An architectural project moves through distinct phases, each with its own focus, decisions, and outcomes. The following section sets out our ten-stage journey in detail, from that first conversation through design, approvals, construction, and beyond, so you know exactly what to expect, what you'll receive, and what you'll need to decide at every step.
What happens during my project?
Every project is different, but the journey follows a clear path. We've set it out in ten phases so you know what's coming, what you'll receive, what decisions you'll need to make, and what your role is at each stage.
Specialist services
Sometimes you need something different: a feasibility study for a tricky site, a heritage assessment, a pre-purchase design review, an accessibility review, research, or expert witness work. We adapt our expertise to suit your specific situation, and we’re happy to discuss what might be appropriate before you commit to anything.
Three formal cost checks are built into every project. Each one gives you a clear picture of where costs sit before you commit to the next stage.
Concept design
Phase 02Compare preferred concept against your budget. Adjust early while changes are quick and inexpensive.
Design development
Phase 03More detailed cost estimate from a quantity surveyor. Resolve any gap before lodging your planning application.
Construction docs
Phase 05Pre-tender estimate by quantity surveyor. Final alignment before the project goes out to builders.
Your project team
A building project involves more than just an architect and a builder. Depending on the scale and complexity of your project, you may work with some or all of these specialists. We coordinate their involvement and help you understand who does what.
Architect
Leads the design process, coordinates the project team, manages council approvals, and administers the building contract on your behalf. Your single point of accountability from first briefing through to handover.
Quantity surveyor
Prepares independent cost estimates at each budget checkpoint and provides detailed cost planning throughout. Engaged from concept design onward. If you add only one consultant beyond the structural engineer, make it a quantity surveyor—independent cost advice is the strongest protection against budget overruns.
Structural engineer
Designs the building’s structure: foundations, framing, beams, and retaining walls. Their input determines what’s structurally feasible and affects both cost and construction method. Required for virtually every project, engaged from design development.
Land surveyor
Prepares the site survey—boundary locations, levels, and existing features—that underpins all design work. Accuracy here prevents costly surprises during construction. Engaged at the outset, before design begins.
Energy assessor
Models your home’s thermal performance and produces the NatHERS rating, Whole-of-Home assessment, and any BESS reports required by council. Their early involvement shapes passive design decisions that reduce long-term energy costs. Engaged from concept design.
Building surveyor
Assesses construction documents against the National Construction Code and issues the building permit. Also conducts mandatory inspections during construction. Formally engaged at Phase 06, but early consultation helps identify compliance issues before they become expensive to resolve.
Geotechnical engineer
Tests soil conditions and advises on foundation design. Essential for sloping sites, poor soils, fill, or sites near waterways. Their report directly influences structural design and construction costs. Engaged early, often before design begins.
Arborist
Assesses the health, value, and protection requirements of significant trees on or near your site. Required by most Victorian councils where trees are affected by proposed works. Their report often shapes what you can build and where. Engaged during design development or before planning submission.
Landscape architect
Designs outdoor spaces, planting, and hard landscaping. Especially valuable on sites where the relationship between building and landscape is critical, or where council requires a landscape plan. Can be engaged from concept design onward.
Interior designer
Develops detailed interior schemes, furniture specification, and fit-out coordination. Particularly valuable for commercial fit-outs or residential projects where interior finishes and furnishings need specialist attention. Engaged during design development or later, depending on scope.
Heritage consultant
Assesses heritage significance and prepares reports required for planning applications on heritage-listed or heritage-adjacent properties. Their assessment shapes what changes are permissible and how the design responds to heritage context. Engaged before planning submission.
Town planner
Provides specialist advice on planning scheme interpretation, prepares planning reports, and can represent you at council or VCAT. Engaged when planning risk is elevated—for example, where objections are likely or where the proposal involves discretionary provisions.
Acoustic consultant
Assesses and designs for noise control: traffic noise, inter-tenancy sound, and mechanical plant noise. Their input determines wall and floor construction and glazing specifications. Engaged during design development for projects where noise is a factor.
Percentage
of construction costFee scales with project size. The most common method for full residential services. Agreement defines what “construction cost” includes.
Lump sum
fixed fee per stageDefined price for defined work, broken into stage payments. Provides budget certainty. Changes to brief trigger a variation.
Hourly rate
time-basedCommon for feasibility studies, limited advice, and variations to agreed scope. Victorian rates for registered architects.
Many practices, including ours, use a hybrid: lump sums for defined stages with an hourly provision for work that's harder to predict.
Getting Started
Understanding the Costs
Your Project Timeline
Your Rights & Protections
Sustainability & Design
General Questions
Ready to start your project?
Every project begins with a conversation. Tell us about your situation and we'll give you a straight sense of what's involved, what it will cost, and whether we're the right fit.