The interior design process is longer than most people imagine. I wrote a blog about what the actual Interior Design Fee includes HERE, and walked through the actual design process, but left off when we got to the Procurement Process as it relates to interior design. Most people think interior design is a glamorous job, filled with all sorts of shopping “fun”.  Today I’ll walk you through what the shopping (procurement) process really entails:

Procurement

The actual procurement (purchasing) of the items happens after the design is created, presented and approved by the client. This is a very time-intensive second layer – often filled with many obstacles. Some designers choose to create designs from retail vendors only, and provide the purchase list to the client to handle the details. We do this via our DesignBox Delivered™ service, but our Comprehensive Design Service includes our concierge procurement, that feels seamless to the client.  Here is a summary of what the procurement process entails:

1. Detailed price requests to the supplier. We do this when we are creating the design so we have the correct pricing for each item presented to the client with their final design.
   • Each detail of the item must be specified and priced. For example, a simple throw pillow will include:
     • The pillow insert (from one vendor) – what size and what fill (down, polyester, a blend)
     • The pillow fabric (from a second vendor)
     • The trim (from potentially a third vendor) – unless we specify a knife edge or self cording (using the pillow fabric itself)
     • The labor (from a fourth vendor)

   • Another example is for drapery components, as you see in this image below.

     • From the top and moving from left to right, you must specify what type of finial, rings, and color of the hardware. The second row from left to right, what type of bracket do you want, and do you need a rod connector; most of these we source at a single vendor. And the final row, from left to right, you must select your fabric, confirm the yardage necessary – which will vary dependent on the height of the window and what type of top pleat you want (if any), factor in the labor – also determined by size and style – and finally, whether or not you want the drapery panels lined.

       And this is just if you’re doing simple panels! It is different altogether if you’re requesting the pricing for a roman shade or valance or any other type of window treatment.

       

       Drapery Components

2. Creating an accurate invoice for the client to pay.
3. Creation of an accurate purchase order (PO) for each vendor. You can see that a simple pillow requires up to four PO’s – the drapery panels at least three.
4. Ordering a Cutting For Approval (CFA), and then approving. This is the same for finishes, for example, if we are creating a custom table and want to confirm the stain will be what we envisioned.
5. Reviewing the acknowledgment. Every single email and attachment must be 100% confirmed to ensure the vendor understood our order and is placing it correctly with their people.
6. Each order gets touched between 1 – 6 times. This includes answering any questions the vendor may have, confirming shipping details, specifying details to ensure accuracy.
7. Arranging for the receiver. This is a third party service that professionally receives, inspects, stores, catalogs and delivers the items. Most freight companies will only deliver to a facility that has a bay door or dock.
8. Receiving photos for every.single.item the receiver receives and inspects. It is imperative to confirm every single item is received in good condition (and is the right item!). If it shows up damaged, we must determine if it can be repaired professionally or if it needs to be sent back to the vendor.
9. There is bookkeeping associated with each of these steps:
   • Deposit the client pays for the items.
   • Post and reconcile.
   • Track hours and bill accordingly – our Procurement Service is billed separately, in the instance the client wishes to handle any of the retail items.
   • Pay the vendors, the freight companies, the receiving company, and any separate installations.
   • Track items, orders, receipts, invoices and PO’s and reconcile. This is the 3″ binder of a recent project that only includes these documents.
     

     Project Binder

10. Problem resolution. Of course, there are always problems to resolve. Maybe the fabric specified for the aforementioned pillow is no longer in stock – do you wait until it is back in stock? Or replace it immediately? Maybe the fabric is discontinued between when you originally sourced it for the design and when you are actually ordering. Thankfully, we have exceptional relationships with our product representatives and they can assist in finding a solution (this is a huge benefit of working with a reputable interior designer).

Whew! That list wore ME out! And this procurement process is what my team and I do all the time. So if you have a design project you would like to have tackled – and have us handle all of these details (in addition to a gorgeous design), please give us a call to learn more.

XOXO,
Michelle Lynne

P.S. I am also on Facebook, Instagram, Pinterest, and Houzz – where you will find more images that don’t always make the blog or the website.

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