How to Explain the Interior Design Procurement Process to Clients
3
0Summary
When a client “shops” you—searching for products you’ve proposed or ordering them independently—it’s usually because they don’t fully understand what the interior design selection and procurement process entails. Rather than reacting defensively, interior designers should educate clients early on: sourcing and procurement are essential services involving vendor relationships, logistics, order tracking, delivery coordination, and project management.
Reflection Questions
Have I clearly explained my procurement process and what it includes during my client onboarding?
Are there points in my design process where clients might be tempted to shop me—and how can I proactively address them?
What systems (visuals, documents, scripts) could I implement to reinforce the value of sourcing and procurement?
Journal Prompt
Write out how you currently explain the procurement phase to clients, then revise it as if you’re talking to a friend who doesn’t know anything about interior design. Where could you be more transparent? Where could you emphasize value over process? Highlight any places where emotion may be replacing clarity.
They’re “just browsing,” but you suspect they’re about to shop you. As interior designers, we have all run into this issue.
Clients don’t always understand how the interior design process works behind the scenes and, to be fair, that’s not their job. But when you notice a client googling a sofa you’ve presented or sending you a “better price” link from a retail site, it may be time to step in and clarify what selection and procurement actually involve.
Of course, we need to explain not scold because the interior design procurement process is a professional service, not a shopping list.
First, What Is Procurement?
Interior design is just as much execution as it is vision and execution usually means project management. Once the creative work is approved, the procurement process is where our vision (the client’s plus the designer’s) starts crossing over into real life.
This is one of the most overlooked and undervalued stages of a design project, and yet it’s also one of the most time-consuming, detail-oriented, and business-critical phases of an entire interior design project. We are sourcing, pricing, tracking, inspecting for quality control, making adjustments, sending in change orders, installing, and styling these pieces.
Fuel your creative fire, thrive with support from peers, & make 2025 your firm’s best year yet!
JOIN THE DESIGNDASH COMMUNITY
To summarize, procurement services involve…
- Sourcing from vetted trade vendors, not just retail, while managing budgets
- Confirming lead times, materials, and dimensions
- Handling freight, logistics, white glove delivery coordination, and damage claims
- Making changes if needed with client approvals
- Coordinating storage and install day so everything arrives as designed, ensuring client satisfaction
Procurement Is SO Much More Than Just Purchasing
Interior design sourcing isn’t just “ordering furniture.” Our procurement team sources products from reliable vendors, creates and manages purchase orders, confirms specifications, tracks lead times, gets on the phone with our partners if anything goes wrong, and coordinates delivery schedules. Effective procurement practices are an art and our team makes sure the entire process is smooth.
This means working closely with vendors to ensure every detail—from dimensions to finishes to freight—is aligned with the approved design concept. Clear communication is absolutely key, so our team maintains strong relationships with all of our partners. The process requires a deep understanding of materials, pricing, logistics, and vendor management. Furniture procurement is part creative, part technical, and all about client satisfaction.
How Procurement Works at Laura U Design Collective
At Laura U Design Collective, our interior design procurement process begins once selections are approved. From there, our team manages the entire process: issuing orders, confirming availability, setting realistic expectations with clients, arranging warehousing, and preparing for a seamless installation. Whether it’s furniture, art, textiles, or lighting, our approach includes thorough quality control checks and clear communication every step of the way.
Design Tools, Tracking, and Vendor Relationships
Behind the scenes, many purchasing and logistics coordinators rely on project management software and interior design software to track every moving piece. We coordinate with receiving warehouses, manage shipping notifications, monitor delivery coordination, and troubleshoot issues before they reach the client. Our focus is on creating a seamless experience—minimizing errors, avoiding missing deadlines, and upholding the design intent with every item that arrives.
Why Procurement Protects the Design Vision
While clients may only see the final product beautifully styled on installation day, the path to that result includes months of careful planning, consistent follow-up, and effective procurement practices. And because every interior design project is different, design firms tailor their approaches based on scope, scale, and the specific vendors involved.
Ultimately, design procurement is safeguards your creative visions and protects the investment clients have made in the design process. When managed well, it ensures that every element arrives on time, within budget, and exactly as approved. And when that process is rushed or skipped, it risks compromising both the quality standards of the work and the overall client experience.
Given All That, Why Do Clients Try to Shop Their Designers?
In every design relationship, trust is critical but so is clarity. When a client tries to “shop” their designer, it usually doesn’t come from a malicious place. It often comes from misunderstanding how the interior design procurement process works or underestimating how much time and structure goes into the sourcing process.
Clients might browse a retail site and find a product that looks similar to something you’ve proposed or they might stumble on a cheaper version from a mass-market vendor and wonder why they’re being charged more. Others may believe they’re helping by speeding things along, unaware that placing orders independently can disrupt the entire process.
Fuel your creative fire & be a part of a supportive community that values how you love to live.
subscribe to our newsletter
*please check your Spam folder for the latest DesignDash Magazine
What many clients don’t realize is that shopping outside the design firm can compromise the design process, client satisfaction, and ultimately, the integrity of the interior design project itself. Without the designer’s visibility into order placement, lead times, delivery schedules, or product specs, even a single substituted item can create delays, logistical conflicts, or visual imbalances within the final installation.
What Selection Actually Involves
Before a client ever sees a piece of furniture in the flesh, their designer has likely already…
- Filtered through hundreds of options based on the client’s needs, budget, and architectural constraints
- Coordinated with reps to confirm availability, finish samples, and pricing
- Visualized how that one item will work with everything else—scale, palette, proportion, mood, etc.
What clients see as a single link or item is the result of hours of quiet background work.
So How Do You Explain the Value of Product Sourcing to Clients?
You explain it early, clearly, and professionally. Don’t wait until someone shops you to start the conversation. Build education into your onboarding materials, include language in your proposals about effective procurement practices, and during presentations, walk clients through the behind-the-scenes work that each selection triggers.
You can also create a visual roadmap or simple one-pager that outlines the journey from design approval to installation. This should highlight your team’s role in design procurement, order tracking, and delivery coordination. You’re not trying to justify your pricing; you are setting realistic expectations and reinforcing the value of what clients are paying for.
Consider saying something like…
“Procurement isn’t just a line item in our contract. It is the bridge between your approved design and your completed home. It’s how we bring every detail to life, on time, and with care.”
Written by the DesignDash Editorial Team
Our contributors include experienced designers, firm owners, design writers, and other industry professionals. If you’re interested in submitting your work or collaborating, please reach out to our Editor-in-Chief at editor@designdash.com.
Related Posts
The Best Hotels in Nice for Your Retreat to the French Riviera
Whether you're in the French Riviera on business, with family, or on a
Why BDNY 2023 Is a Must-Attend Event for Hospitality Design Professionals
Each November, more than six thousand designers, architects, purchasin
The DesignDash Mastermind: A Gateway to Creative Growth
This Mastermind is a sounding board, a source of inspiration, and an e
Honoring Exceptional Individuals: All About the Guggenheim Fellowship
Established in the early 20th century, the Guggenheim Fellowship has b
How Long Do Artists Hold Copyright, and Are There Any Exceptions?
From painters and sculptors to photographers and digital artists, crea
