As design pros, we juggle dozens of items, multiple vendors, and shipping realities that do not care about install dates. Procurement will always carry some friction, so the goal is not perfection, it is a predictable process. Inside the Interior Design Community, we see the same patterns, concealed damage, wrong finish, off by an inch, back orders, or packaging that tells a sad story. The fix is planning, documentation, and clear expectations with clients and vendors.
Your margin for error, how to set it with confidence
It is smart to build a modest contingency into every furnishings project. Many firms carry a cushion of about 5 to 10 percent of the project cost. This covers minor repairs, sample costs, reasonable restocking fees, and other small surprises that come with shipping and hand-finished goods. It does not cover major defects or carrier damage; those get documented and claimed with the vendor or carrier.
A simple receiving and inspection workflow
Speed and documentation are your two best friends. Before delivery, have the PO, spec sheet, finish codes, and dimensions ready in your project management tool. At receipt, inspect the packaging and note visible damage on the paperwork before signing. Within 24 hours, unbox fully, photograph all sides and labels, measure, and compare to the spec sheet. Log any mismatch, finish the issue, or concealed damage, and start the claim process quickly.
Vendor relationships that actually reduce issues
Great vendors save you time, weak ones consume it. Curate a short list of suppliers who package well, answer quickly, and stand behind replacements. Track vendor quality, not just price. When you see a pattern of defects or late credits, escalate and replace the source. Your future installs will thank you.
Client conversations that prevent surprises
Clear talk upfront keeps projects smooth and trust high. Set expectations on timing and variability. Explain that furnishings move through warehouses and freight hubs, and that minor imperfections or delays can happen. Share that you include a small, visible contingency to prevent the project from stalling or nickel-and-diming the client. Clarify who pays for what, vendor defects are not client costs, your contingency covers small, predictable items, and your agreement spells out returns and processing time.
Money questions, markups, and time billed
You run a business, not a charity. State your purchasing fee or markup in plain terms. Place restocking and return policies in the contract, then restate them in writing when a return becomes likely. Track hours for exchanges and claims and bill them when your agreement allows. Use judgment to absorb truly minor costs that preserve goodwill, once your margin and the contingency still make sense.
Voices from the trade, real quotes from working designers
These field notes capture how designers keep projects moving with fewer surprises.
- @kellycarondesigns emphasizes the importance of quick inspection and documentation, “We receive and inspect in the first 24 hours so we document it as freight damage or vendor damage for replacements. We never pay for damages. That is why freight companies and the vendor have insurance.”
- @damngooddesigner highlights the necessity of building in a margin for error, “All businesses must have a margin of error built into pricing. This is the aspect of business sometimes missed in education I am afraid. It is no different for our industry as it is for others.”
- @elizabethhamillinteriors_ shares their approach to internal margin expectations, “Based on my project data I usually prepare myself for 10% of ‘bill against the job’ costs. This could be from minor furniture repairs from concealed damages, sample costs, minor errors in quoting, food/lunch at meetings, etc.”
Quick intake script you can use with new clients
“Furniture is custom-made and moves through warehouses and freight hubs. We plan for a small percentage of normal issues and include a modest contingency in the budget to keep the project on schedule. If a vendor error occurs, we handle the claim, and you are not charged for those defects.”
Receiving the checklist, you can copy
PO and spec sheet ready
Photograph cartons before opening
Unbox within 24 hours, complete photo set
Verify dimensions and finishes
Note exceptions on paperwork at delivery
Report concealed damage promptly and file the claim with photos and BOL attached.
For more real talk on the business of interior design, tune into To-The-Trade, the interior design podcast from the Interior Design Community. Episodes cover pricing strategies for designers, client management for designers, eDesign, and design entrepreneurship.
Operations & Project Management