By Vicente Gewehr, Registered Architect in Brazil (CAU) and AIA International Associate, founder of IAC Studio. Updated October 2026.
Short answer
A US architecture firm can hire a studio based abroad as an independent contractor. In most cases you pay the invoice, keep a signed Form W-8BEN-E on file and do not withhold US tax, because the work is performed outside the United States. The form is not sent to the IRS. A service agreement, an NDA and a clear scope cover the rest. Confirm the tax treatment with your accountant before the first payment.
Most small firms that consider working with a studio abroad stop at the same two questions. Is this legal and simple from a tax point of view? And how does the work actually start? This guide answers both, using the process we follow at IAC Studio with architecture firms in the United States.
This article is general information, not tax or legal advice. Rules depend on your company structure and your state.
Is it legal for a US firm to hire a foreign architecture studio?
Yes. A foreign studio works for you as an independent contractor under a service agreement, the same way a local consultant would. You are buying a service: drawings, models and documentation produced to your standards.
One point needs to be clear from the start. A documentation partner does not replace the architect of record. Design authority, code compliance and the stamp stay with the licensed architect in your office. The partner produces the documentation you direct and review.
What tax forms do you need?
For a foreign company, the form is the W-8BEN-E. For a foreign individual, such as a freelancer, it is the W-8BEN. The provider fills it in, signs it and sends it to you.
The form states that the provider is not a US person. Together with the fact that the services are performed outside the United States, this is what supports paying the invoice without US tax withholding. Without documentation, a payment to a foreign person can be subject to 30 percent withholding.
Three practical points:
- You keep the form. You do not file it. It stays in your records in case the IRS ever asks for it.
- It expires. A W-8 form is generally valid until the end of the third calendar year after it is signed. Ask for a new one when it runs out or when the provider’s details change.
- No payroll. The provider is not your employee. You do not run payroll, pay benefits or issue a W-2. The provider handles its own taxes in its own country.
Ask your accountant how your firm should record these payments. The answer is usually short, but it should come from someone who knows your books.
How do payments work?
The studio sends an invoice in US dollars, usually monthly for hourly work or by milestone for fixed-price work. Payment is made by international wire or through a payment platform. Agree on who pays transfer fees before the first invoice.
If your company prefers a third party to handle contractor compliance, platforms such as Remote, Multiplier or Safeguard Global offer that service. For a single documentation partner, most small firms do not need one.
For rates and how hourly and fixed-price billing compare, see How Much Does It Cost to Outsource Architectural Documentation?
What should the contract cover?
A short service agreement is enough for most projects. It should state:
- Scope, deliverables and file formats (Revit, Archicad, DWG, PDF)
- Rates or fixed price, invoicing dates and payment terms
- Number of revision rounds in fixed-price work
- Confidentiality. Ask for an NDA. Everyone at IAC Studio is bound by one.
- Ownership of the files. Models and drawings belong to your firm.
- Portfolio use. We only show client work with written consent.
- Professional responsibility, which remains with the architect of record
- How either side can end the agreement
How the hiring process works
At IAC Studio the process has five steps and is fully remote.
- Briefing. You send the scope, the files and the deadline. A short call clears up open questions.
- Proposal. You receive a proposal with scope, rate or price, and schedule.
- Contract. After approval, we sign the service agreement and the NDA and send the W-8BEN-E.
- Project development. The team works inside your template and standards, with one point of contact and regular updates.
- Delivery. You receive the files in the format you use: Revit, Archicad, DWG or PDF.
For the handoff checklist and the review routine, read How to Outsource Revit or Archicad Documentation.
What to check before you sign
Not every outsourcing provider is an architecture studio. Before you commit, check four things.
- Who does the work. Ask whether architects produce and review the drawings. IAC Studio’s team is made up of architects registered in Brazil and the US, and BIM specialists.
- Software. The team should work natively in your platform. Ours is split between Revit and Archicad specialists.
- Working hours. Brazil is one to two hours ahead of New York, depending on the season. We work during US Eastern business hours, so a question asked in the morning is answered the same day.
- Proof. Ask for drawing sets, not renderings. For example, Hamptons 1 is a 6,000 SF single-family and retail renovation documented in Revit with a New York-based office, from schematic design to the building permit set.
Frequently asked questions
Do I need to send the W-8BEN-E to the IRS?
No. The form is kept in your records. You present it only if the IRS requests it.
Do I issue a 1099 to a foreign studio?
Form 1099-NEC is used for US persons. For a foreign provider performing services outside the United States, the W-8BEN-E on file is the usual documentation. Your accountant should confirm what applies to your firm.
Is a foreign studio allowed to stamp my drawings?
No. The stamp and the professional responsibility belong to the architect licensed in the project’s jurisdiction. A documentation partner produces the set under your direction.
What language does the team work in?
IAC Studio works in English with US clients. The team also speaks Portuguese, Spanish and German.
How long does it take to start?
Once the scope is clear, most of the time goes to the proposal and the contract. A small pilot package is the fastest way to begin.
Thinking about working with a studio abroad? Book a call with IAC Studio or see what outsourced documentation costs.
Sources: Internal Revenue Service, About Form W-8 BEN-E (irs.gov/forms-pubs/about-form-w-8-ben-e) and Instructions for the Requester of Forms W-8.