The custom home design process runs through six stages: brief development, site assessment, concept design, detailed design, engineering and documentation, and building permit application. Most people assume the process starts with an architect sketching floor plans. In reality, it starts much earlier, with decisions about your site, your budget, and your builder that shape everything the architect draws. At Murphy James Builders, we prefer to see concept drawings early, because decisions made at concept stage shape whether the project stays on budget.
This guide walks through each stage so you know what to expect, what it costs, and where the common mistakes happen.
Treat each approval as a gate. Do not move from concept to drawings until site risks, specification, and budget have been checked. Keep a written record of decisions and ask what revisions change. This discipline prevents assumptions becoming expensive variations after the permit is issued.
If you are deciding where to start, read our guide to building a custom home in Ballarat and advice on choosing a custom home builder. Both explain how builder input can clarify the brief, test feasibility, and keep design decisions aligned with your budget. Ask your designer and builder to confirm responsibilities before work begins, so approvals do not stall.
Cost note: Fee and cost ranges in this guide are indicative local-market estimates only. They are not Murphy James Builders pricing or a quote. Confirm current project-specific figures before making a decision.
Stage 1: Develop Your Brief
Your brief is the document that tells your designer what you want. It covers:
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Number of bedrooms, bathrooms, and living areas
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Must-haves vs nice-to-haves (garage, study, outdoor entertaining, butler’s pantry)
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Lifestyle requirements (work from home, ageing in place, multigenerational living)
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Style preferences (contemporary, country, farmhouse, mid-century)
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Budget range (this is the most important item in the brief)
A thin brief leaves important decisions unresolved. A detailed brief can reduce design revisions and avoid wasted concept work by defining the rooms, priorities, site needs and budget before drawings advance.
A practical way to start: walk through your current home and note what works and what does not. That list gives your designer more to work with than a mood board.
Stage 2: Site Assessment
Before a designer draws a single line, your site needs to be understood. In Ballarat, this means:
Soil Test (Geotechnical Report)
Reactive soils are among the site conditions found around Ballarat. A soil test classifies the site and informs the engineer’s foundation design. More reactive classifications can require additional engineering and foundation work, so use the project report rather than assuming a standard slab.
Cost: AUD $500 to $1,500 for a standard residential soil test.
Feature and Level Survey
A surveyor maps your block: boundaries, contours, trees, existing structures, service locations. Your designer needs this to place the house correctly on the site.
Cost: $1,000 to $3,000 depending on block size and complexity.
Planning Check
Ballarat’s planning scheme (under the City of Ballarat Planning Scheme) includes overlays that affect what you can build:
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Heritage overlays (particularly in central Ballarat, Buninyong, Creswick)
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Bushfire Management Overlay (BAL ratings affect design, materials, and landscaping)
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Environmental Significance Overlay (vegetation protection)
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Significant Landscape Overlay (height and design controls)
A planning consultant or your builder should check these before design begins. A beautiful design that conflicts with an overlay may trigger a planning permit, with the application cost and processing time depending on the site, proposal, reports, notifications and the relevant authority.
Stage 3: Concept Design
This is where floor plans take shape. Your designer produces 2 to 3 concept options based on your brief and site assessment. Each concept shows:
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Floor plan layout
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Room sizes and relationships
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Orientation (north-facing living areas are critical in Ballarat’s climate)
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Roof form
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General external appearance
How Long This Takes
2 to 4 weeks for the first concepts. Then 2 to 4 rounds of revisions, each taking 1 to 2 weeks. Total: 4 to 10 weeks depending on how quickly you make decisions.
What It Costs
Concept design fees range from $3,000 to $10,000 depending on your designer. This usually includes the initial concepts and 2 to 3 revision rounds.
The Critical Builder Check
This is where we like to get involved. Before you lock in a concept, your builder should review it for:
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Buildability: Can this design be built practically on your site?
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Cost alignment: Does this design fit your budget at current rates?
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Value engineering: Are there changes that reduce cost without reducing quality?
It is possible to spend $15,000 or more on completed plans and then find the design costs well beyond your budget. A builder review at concept stage helps prevent this.
For more on what the planning phase costs, see our custom home planning cost guide.
Stage 4: Detailed Design (Working Drawings)
Once the concept is approved and budget-checked, your designer produces detailed drawings:
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Dimensioned floor plans
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Elevations (all four sides)
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Cross-sections
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Window and door schedules
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Material specifications
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Electrical layout
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Kitchen and bathroom layouts
What It Costs
Detailed design fees range from $8,000 to $30,000 depending on complexity. An architectural designer charges less than a registered architect, but the level of detail and design sophistication differs.
Choosing Your Designer
Daniel refers clients to a building designer or one of two architects, depending on scope and budget. As a general market guide:
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Building designer/draughtsperson: Best for straightforward designs on standard sites. $8,000 to $15,000 for full documentation.
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Mid-level architect: For designs with complexity (split levels, challenging sites, specific aesthetic goals). $15,000 to $25,000.
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High-end architect: For architecturally significant homes where design is the primary driver. $25,000 to $60,000+.
The right tier depends on your budget and your design ambitions. Overspending on design for a standard build wastes money. Underspending on design for a complex build creates problems during construction.
Stage 5: Engineering and Documentation
Before a building permit can be issued, your plans need engineering certification:
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Structural engineering: Foundation design, framing calculations, wind bracing, load paths. $3,000 to $8,000.
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Energy efficiency: New homes must meet the current NCC energy-efficiency requirements. Your designer or energy assessor confirms the applicable NatHERS thermal-performance and whole-of-home requirements. $1,500 to $3,000.
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BAL assessment (if in a bushfire zone): Determines the Bushfire Attack Level and associated construction requirements. $500 to $2,000.
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Stormwater management plan: Required by most councils. $500 to $2,000.
Total engineering and documentation: $5,000 to $15,000.
Stage 6: Building Permit
In Victoria, you need a building permit (not a building consent) before construction starts. The permit can be issued by a private building surveyor (most common) or the council.
A private building surveyor reviews your plans, engineering, and energy rating for compliance with the National Construction Code (NCC) and issues the permit. Cost: $3,000 to $6,000.
Processing time: 2 to 4 weeks for a straightforward application.
Planning Permit (If Required)
If your site has overlays (heritage, bushfire, environmental) or your design does not comply with the planning scheme’s requirements, you need a planning permit from the City of Ballarat BEFORE the building permit.
Planning permit costs and processing times vary by the application, reports, notifications and authority pathway. Confirm current fees with the relevant authority and your planning consultant. In some cases, neighbour notification and objection periods extend the process.
This is why the Stage 2 planning check is so important. Discovering overlay issues after completing detailed design wastes months and money.
The Full Timeline
| Stage | Duration | Cumulative |
|---|---|---|
| Brief development | 1-2 weeks | 1-2 weeks |
| Site assessment | 2-4 weeks | 3-6 weeks |
| Concept design | 4-10 weeks | 7-16 weeks |
| Builder cost check | 1-2 weeks | 8-18 weeks |
| Detailed design | 4-8 weeks | 12-26 weeks |
| Engineering | 2-4 weeks | 14-30 weeks |
| Building permit | 2-4 weeks | 16-34 weeks |
| Planning permit (if needed) | 8-24 weeks | Add to above |
From first conversation to building permit: about 4 to 8 months without a planning permit, based on the 16 to 34 weeks in the table. Add the planning-permit pathway where one is required, noting that the stages may overlap.
For the full construction timeline after permits, see our guide on how long it takes to build a custom home in Ballarat.
The Biggest Design Process Mistakes
Starting Design Before Knowing Your Budget
If you do not know what you can spend, you cannot brief a designer effectively. Establish your total budget (land + build + fees + contingency) before you engage anyone. Our custom home cost guide gives you realistic Ballarat figures.
Not Involving a Builder Until Plans Are Complete
By the time plans are done, your design decisions are locked in. A builder reviewing completed plans can only tell you the cost. A builder involved at concept stage can help you reduce the cost while keeping what matters.
Choosing the Wrong Designer Tier
An architect who designs $3M homes is not the right fit for a $600K build. A building designer is not the right fit for an architecturally complex hillside home. Match the designer to the project.
Ignoring Site Conditions
Reactive clay, heritage overlays, bushfire zones: these are not surprises. They are knowable facts that should inform your design from day one.
Prepare for a useful first project conversation
Bring the property address, your rough brief, the budget range, timing constraints and any drawings or reports you already have. Ask the builder to separate confirmed scope, allowances, exclusions and decisions that still need investigation. After the meeting, keep a written summary of what was agreed, who owns each next step and which figures are still indicative. That gives the designer, builder and consultants one clear starting point and helps you compare advice on the same information.
Business Spotlight: Murphy James Builders
Murphy James Builders is owner-led, with Tye and Daniel directly involved in the custom homes and large extensions the team takes on. The business uses a 605-point quality checklist and a six-point builder guarantee. This approach suits clients who value direct communication, project-specific decisions and a custom result. Read who Murphy James Builders is not a good fit for before you enquire.
Frequently Asked Questions
Do I need an architect to build a custom home?
No. The right professional depends on the work and scope. Construction drawings and specifications may need to be prepared by a registered architect or registered building practitioner with the applicable registration, insurance and scope. Check the current Victorian guidance before appointing someone. An architect may bring a different level of design input at a different cost, so match the appointment to the project.
How much does the design process cost in total?
There is no single reliable total. Use the indicative component ranges in this guide, then confirm current written fees for the designer, site reports, engineering, energy assessment, surveyor and any planning pathway that applies to your property.
Can Murphy James help with the design process?
Yes. We do not design homes ourselves, but we connect you with the right designer for your project and provide cost and buildability input throughout. We prefer to be involved from concept stage.
What if my design comes in over budget?
This is exactly why we recommend builder involvement at concept stage. If the design exceeds your budget, your designer and builder can work through value engineering: finding ways to reduce cost without reducing the quality or liveability of the home.
How is the design process different in Ballarat compared to Melbourne?
Ballarat projects can involve reactive soils, heritage controls, bushfire controls and other site-specific requirements. The design stages are similar, but local site evidence and planning controls must guide the brief.
Start the Process Right
The design process sets the trajectory for your entire build. Invest in a thorough brief, get your site assessed early, involve your builder at concept stage, and match your designer to your project. Get these four things right and the rest follows.
Contact Murphy James Builders to discuss your project. We will help you map out the right design path for your budget and your land.