Interior design projects rarely go exactly as planned. Clients have last-minute requests, change their minds, and sometimes fail to understand how one small tweak can disrupt the entire project timeline. These unexpected modifications can lead to delays, additional costs, and stress—especially when there’s no clear policy in place to manage them.
Understanding the impact of design changes is crucial for a successful project.
Being proactive about design changes can save time and resources.
So, how do you protect your time, sanity, and profits when clients make last-minute design changes? The key is setting expectations, charging appropriately, and enforcing clear boundaries. Let’s break it down.
Design changes often require reassessing the entire project scope.
Why Last-Minute Design Changes Are a Problem
A single change can trigger a domino effect—impacting orders, contractor schedules, and even the overall design. Here’s why last-minute changes cause chaos:
- Project Timelines Get Extended – A simple furniture swap or material change can mean reordering, waiting for shipments, and rescheduling installers.
- Additional Costs Add Up – Rush orders, new invoices from vendors, and extra work hours all increase project costs—often at the designer’s expense.
- Contractor & Vendor Disruptions – Many contractors charge change order fees, and vendors may not allow returns on custom or trade-only items.
- Creative Disruptions – A last-minute change to flooring might mean adjusting paint colors, cabinetry, or lighting, leading to a completely new design direction.
Ensuring clarity on design changes helps maintain client satisfaction.
Step 1: Set Boundaries from Day One
Clear expectations = fewer last-minute changes. Clients should understand that each phase of design is final once approved.
Design changes often lead to discussions about budget adjustments.
How to Implement This:
✔ Include revision limits in your contract – Allow one or two rounds of changes per phase and charge for additional modifications.
✔ Use an approval system – Clients must sign off before moving forward to prevent backtracking.
✔ Communicate deadlines – If a client delays a decision, let them know how it affects the timeline and cost.
💡 herodesignlondon shared:
“My contract states that once selections are approved, any changes require a written change order and additional fees. This keeps projects moving forward.”
Sample Contract Clause:
Addressing design changes promptly can prevent further complications.
“Each design phase includes two revisions. Any additional changes will be billed at $XXX per hour. Once selections are approved, changes require a formal change order with associated fees.”
Clients must be made aware of the potential delays caused by design changes.
Step 2: Charge Premium Fees for Last-Minute Changes
Last-minute requests shouldn’t be free—they cost time, money, and effort. Charging a premium discourages indecision.
Implementing design changes should be a collaborative process.
How to Implement This:
Effective communication about design changes is essential for seamless execution.
✔ Charge a ‘rush fee’ for expedited changes – If a client wants something changed quickly, charge 1.5x your normal hourly rate.
✔ Implement a change order fee – A flat fee (e.g., $375 per request) ensures you’re compensated for the administrative work involved.
✔ Bill hourly for unexpected revisions – Any request that goes beyond the agreed scope should be billed at your standard or premium hourly rate.
💡 lanotthecity shared:
“I block my time 1-2 weeks in advance. If a client disrupts my schedule, I bill at 1.5x my normal rate. It teaches them to respect my time.”
Step 3: Create a Structured Change Order Process
Establishing a clear protocol for design changes can alleviate confusion.
A clear change order process makes it easier to enforce fees and timeline extensions.
How to Implement This:
✔ Require written change requests – Avoid verbal agreements. Clients must submit formal change orders that acknowledge cost and delay implications.
✔ Have a standard form – Include fields for what’s changing, the new cost, and the expected timeline impact.
✔ Adjust project timelines accordingly – Communicate that changes push the deadline further—clients should understand the consequences of delays.
💡 idgreenlist shared:
“If we’re already in construction, there’s a $375 admin fee per change, plus hourly fees. The job also stops, and the contractor decides when we can resume.”
Design changes can affect the overall design vision if not handled well.
Step 4: Reinforce the Finality of Orders
When custom orders are placed, there’s no turning back. Make sure your clients understand the finality of their decisions.
How to Implement This:
✔ Use an “Approval Before Purchase” system – Clients must sign off before orders are placed.
✔ State that custom items are non-refundable – Explain that trade-only vendors don’t accept returns.
✔ Charge a reordering fee – If a client insists on a replacement, they must cover the full cost plus your time.
Sample Contract Clause:
“All custom and trade-only orders are final. Once an order is placed, it cannot be changed, canceled, or returned. Any reorders will be billed at full price.”
Step 5: Address Scope Creep with Proper Pricing
Documenting all design changes is a best practice in project management.
If you’re charging flat fees, last-minute changes can lead to scope creep—where the client keeps adding extra work without additional compensation.
How to Implement This:
✔ Use an hourly rate for all changes – If a client wants to tweak something after approval, it becomes a billable service.
✔ Create tiered pricing – Offer a base design package and charge separately for any add-ons.
✔ Charge for delays – If a client pauses a project, require a restart fee to compensate for lost time.
💡 oarhaus shared:
“I charge a restart fee if a project is paused for 60+ days. I have to refamiliarize myself with the project, and that takes time.”
Understanding the client’s vision before making design changes is key.
Prioritizing design changes can enhance project outcomes significantly.
Evaluating the impact of design changes is crucial for efficient project flow.
Every design change needs to be assessed for its potential effects.
Protect Your Time & Profits
Interior designers aren’t just creatives—they’re project managers, problem solvers, and client educators. Last-minute changes will happen, but how you handle them determines whether they disrupt your business or protect your profits.
✔ Set clear boundaries from the start
✔ Charge premium fees for last-minute changes
✔ Use a structured change order process
✔ Make final selections non-refundable
✔ Use proper pricing to prevent scope creep
Your time is valuable—make sure your clients respect it.