Working With an Architect During Construction

A guide for homeowners using an architect-administered lump-sum contract (e.g. ABIC)

Construction is where your project finally comes to life: walls are built, materials arrive on site, and all the months of thinking, drawing, and planning become real.

It can also be the phase with the most questions, emotions, and moving parts.

This guide explains how your architect supports you throughout construction, how a lump-sum contract works, and what ABIC contract administration looks like day-to-day.

What Is a Lump-Sum Contract?

A lump-sum contract means the builder is paid a fixed, agreed price for the documented scope of works.

It’s the most common contract type for custom homes and renovations because:

• You know the price upfront

• The builder carries the risk of cost increases (except in specific circumstances)

• Everything is documented clearly before work begins

• Variations (changes) must be priced and approved properly

In other words: certainty, structure, and accountability.

When your architect administers the contract (as they do under ABIC), you get a professional guiding the process, resolving issues, and protecting your interests.

Your Architect’s Role During Construction

Your architect acts as:

1. Your independent advisor

We look after your interests, keep you informed, and help you make decisions with confidence.

2. The builder’s point of contact

We answer questions, clarify drawings, coordinate consultants, and deal with issues, so you don’t have to!

3. The contract administrator

Under ABIC, the architect has legal responsibilities to act fairly between both parties.

That means we must:

• Assess claims honestly

• Certify payment only for work completed

• Prevent overcharging

• Ensure the contract is followed

• Keep the project moving smoothly

• Confirm practical completion when appropriate

This neutrality is actually a huge advantage for homeowners: it ensures the process is transparent, documented, and orderly.

What You Can Expect Week-to-Week

1. Regular Site Visits

Your architect visits the site periodically to:

• Check progress

• Identify issues early

• Confirm workmanship aligns with the drawings

• Discuss upcoming decisions

• Maintain good communication with the builder

We don’t supervise the builder, that’s their job.

But we do observe the works to help ensure the final result matches the intent of your design.

2. Clear Communication

We keep you updated on:

• Progress

• Risks or delays

• Decisions you need to make

• Costs and variations

• Any issues requiring resolution

Most clients find this guidance invaluable, especially when construction feels overwhelming or unfamiliar.

3. Handling RFIs and Questions from the Builder

Builders regularly ask questions during construction. These are called RFIs (Requests for Information).

Your architect:

• Receives the RFI

• Confirms the issue

• Provides a clear, coordinated response

• Updates drawings if necessary

This avoids confusion, delays, or assumptions on site.

4. Assessing Progress Claims (Payments)

Builders submit progress claims at key stages.

Your architect:

• Inspects the work

• Confirms what’s actually been built

• Certifies the amount payable

• Ensures you’re only paying for completed, quality work

This step alone often saves homeowners thousands of dollars and a lot of stress.

5. Managing Variations

Variations happen when:

• You request a change

• Something unforeseen is discovered

• A product becomes unavailable

• A detail needs adjusting on site

Your architect:

• Assesses whether the change is necessary

• Ensures the builder provides a fair price

• Advises you on cost and time implications

• Documents the variation so there are no surprises later

This protects you from inflated variation costs or accidental approvals.

6. Extensions of Time (EOTs)

If something outside the builder’s control delays the project (e.g. extreme weather, client changes, late deliveries), they may claim extra time.

Your architect reviews each claim to ensure it’s:

• Valid

• Reasonable

• Within the rules of the contract

• Documented properly

This keeps the schedule fair and transparent.

7. Quality Checkpoints

At key moments, your architect checks that important elements align with the drawings, including:

• Slab setouts

• Framing layout

• Window and door positions

• Services rough-in

• Finishes and joinery

• Waterproofing

• Tiling layouts

• Lighting positions

• Fixtures and fittings

• External works

Catching issues early makes them far easier to correct.

Practical Completion & Handover

At the end of construction, your architect manages the final steps:

1. Practical Completion Inspection

We meet the builder on site and check:

• All contractual work is finished

• The building is safe and functional

• Fixtures and finishes are correct

• Defects are listed on a defects schedule

If something needs fixing, the builder rectifies it before handover.

2. Certificate of Practical Completion

Once satisfied, your architect issues the certificate, this:

• Stops liquidated damages

• Releases 50% of the retention amount

• Triggers the defects liability period

• Allows you to move in

3. Defects Liability Period

Typically 12 months to ensure your new home experiences all the seasons which can unearth any unknown defects that require rectification.

During this time, the builder must fix any defects that emerge.

4. Final Completion

At the end, once defects are resolved, your architect issues the Final Certificate, releasing the final 50% retention amount and closing out the contract properly.

Your Role During Construction

It’s helpful if you:

• Keep communication channelled through your architect

• Avoid giving instructions directly to the builder

• Make decisions promptly

• Raise any concerns early

• Attend key walkthroughs

• Enjoy the process; this is your home coming to life!

Why Architect-Administered Contracts Are So Valuable

1. You’re protected

Payments are checked, variations are controlled, and records are kept.

2. You stay informed but not overwhelmed

Your architect filters the noise and translates technical issues into clear choices.

3. Issues are resolved quickly and calmly

Builders appreciate having one central point of contact.

4. Quality is maintained

Details and design intent are preserved through the inevitable messiness of construction.

5. You get the home you actually paid for

Not a watered-down or improvised version.

In a Nutshell

Working with an architect during construction means you have an experienced professional:

• Guiding you

• Protecting your interests

• Managing paperwork

• Resolving issues

• Supporting communication

• Ensuring quality

• Keeping the builder accountable

• Keeping the process smooth

It’s the most effective way to make sure your project finishes on time, on budget, and with the quality you expected.