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What is the HOAI and why are there service phases?
The German Fee Structure for Architects and Engineers (Honorarordnung für Architekten und Ingenieure, HOAI) is a body of rules that has provided the legal framework for planning services in Germany for decades. The aim of the HOAI is to ensure transparent and fair remuneration - for all services provided around the planning, construction and aftercare of a building.
The new service phases structure the entire course of a project, from the first customer meeting through to aftercare, then completion. Each phase contains clearly defined areas of work. This creates a verifiable basis for delivering services, calculating fees and invoicing.
In public tenders or larger projects in particular, complying with the HOAI is not just advisable but often mandatory. Which makes it all the more important to keep track of your own services.
HOAI service phases 1-9 at a glance
The HOAI divides architects' services into nine phases that build on one another. Each phase is linked to a percentage share of the total fee - depending on the type of service (e.g. buildings, outdoor facilities, structural design) these can vary slightly.
Here are the typical service phases under the HOAI:
| Service phase | Name | Typical tasks | Guideline share |
|---|---|---|---|
| 1 | Basic evaluation (Grundlagenermittlung) | Clarifying the brief, initial consultation | 2% |
| 2 | Preliminary design (Vorplanung) | Analysis, feasibility studies, cost estimate | 7% |
| 3 | Final design (Entwurfsplanung) | Developing the design and the design concept | 15% |
| 4 | Building permit application (Genehmigungsplanung) | Preparing the documents for the building permit | 3% |
| 5 | Detailed design (Ausführungsplanung) | Detailed planning for construction on site | 25% |
| 6 | Preparation of the contract awards (Vorbereitung der Vergaben) | Bills of quantities, quantity take-off | 10% |
| 7 | Assistance with the contract award (Mitwirkung bei der Vergabe) | Tenders, bid review, award recommendations | 4% |
| 8 | Construction supervision (Objektüberwachung) | Site management, schedule and cost control | 32% |
| 9 | Project aftercare (Objektbetreuung) | Acceptance, defect tracking, documentation | 2% |
This structure helps to separate services cleanly. At the same time it raises the demands on documentation and traceability, above all in complex projects with several parties involved.
Typical challenges in day-to-day project work
In theory the service phases sound clearly structured - in practice, though, the boundaries quickly blur. Many architecture practices face the same questions:
- When was which service delivered?
- Who was involved in which phase, and when?
- How can project-related hours be documented in a legally compliant way?
While a project is running there is often little time for elaborate records. The result: services have been delivered but cannot be cleanly evidenced - which can lead to lost fees or disputes with clients. That costs time and money.
On top of that come rising demands for transparency and audit compliance, especially with public clients or in tender procedures.
How digital time tracking helps you with HOAI documentation
For architecture practices and engineering teams the HOAI is part of everyday work, but anyone who fails to document it properly risks losing fees.
This is where digital support comes in: with a smart time tracking solution such as clockin the documentation of the HOAI service phases fits easily into everyday work - which makes time tracking for architects work without any extra effort.
- Time tracking by project and service phase: Record hours to the minute per project, employee and activity - ideal for assigning them to the relevant HOAI phases.
- Mobile use on the job site or in the office: Your team books hours via app, tablet or desktop - fast and intuitive.
- Exportable proof of services: Provide your client with verifiable reports at the push of a button.
- Reporting & optimisation: See early on how much effort goes into which phase - and how you can improve your processes.
Particularly handy: you need no training package and no IT department. clockin is ready to use straight away.
Conclusion: understand the HOAI, document it and work more efficiently
The HOAI service phases provide a clear framework. But only transparent documentation turns that framework into a reliable basis for your fee. Thinking digitally here wins you time, certainty and a better overview of your projects.
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