Interior Design Quotation Format
Interior design quotation format with design fee options, FF&E procurement, markups, installation, payment stages and a filled sample with every total shown.
An interior design project has two very different kinds of cost: your design time and the furniture, fixtures and equipment (FF&E) you specify or buy. A clear interior design quotation format keeps them apart, shows exactly how each is calculated, and sets payment stages that protect you before you place a single order. This guide explains each section and includes a filled-in quote for a living and dining room project.
Why the format matters in interior design
Clients often find design pricing confusing because it can be hourly, flat, a percentage or a mix, and furniture may be sold at trade price plus a fee or at retail. When the quote leaves those questions open, clients start comparing your furniture prices against online retailers or question invoices months later. Spelling out the method on the quote avoids that. For an overview of typical fee levels and pricing models, see our guide to interior designer fees.
Sections in an interior design quotation format
- Header: studio name, logo, contact details, quotation number, date and expiry.
- Client and property: name, address, rooms included, approximate floor area.
- Project brief: two or three sentences on the goal, style and budget range.
- Scope by phase: concept, design development, procurement, installation and styling.
- Deliverables: mood boards, floor plans, 3D visuals, lighting plan, specification schedule.
- Design fee: amount and method.
- FF&E: item list or budget, pricing method, procurement fee or markup.
- Installation and styling: days, delivery coordination, receiving and inspecting goods.
- Payment stages.
- Exclusions and terms: building work, contractor fees, returns, delays, damage in transit, revisions.
Choosing the design fee method
| Method | How it appears on the quote | Works well for |
|---|---|---|
| Flat fee | Design fee for living and dining room: 3,500.00 | Well-defined room projects |
| Hourly with estimate | 95.00 per hour, estimated 35 to 40 hours (3,325.00 to 3,800.00) | Consultations, open-ended projects |
| Percentage | 15% of total FF&E and construction budget | Large renovations |
| Per area | Rate per sq ft or m2 of designed space | Commercial and whole-home projects |
Whichever you choose, add a line for extra work: "Additional design time beyond the agreed scope is billed at 95.00 per hour."
Interior design quotation sample
| Quotation no. | IDQ-2026-022 |
|---|---|
| Date / valid until | 12 November 2026 / 12 December 2026 |
| Client | Sophie and James Carter, 9 Willow Crescent |
| Scope | Living room and dining room, approx. 45 m2. Full design, furniture procurement and installation day. |
Design fee
| Phase | Deliverables | Amount |
|---|---|---|
| Concept | Brief meeting, measured survey, 2 mood boards, 1 revision round | 1,000.00 |
| Design development | Furniture layout, lighting plan, 3D visuals of both rooms, specification schedule, 1 revision round | 2,500.00 |
| Design fee total | 3,500.00 | |
FF&E (trade cost, estimated)
| Item | Qty | Unit cost | Amount |
|---|---|---|---|
| Three-seat sofa, performance fabric | 1 | 2,800.00 | 2,800.00 |
| Dining table, oak, 200 cm | 1 | 1,600.00 | 1,600.00 |
| Dining chairs, upholstered | 6 | 240.00 | 1,440.00 |
| Wool rug, 200 x 300 cm | 1 | 900.00 | 900.00 |
| Pendant and floor lamps | 1 lot | 650.00 | 650.00 |
| FF&E subtotal at trade cost | 7,390.00 | ||
| Procurement fee, 15% of trade cost (7,390.00 x 0.15) | 1,108.50 | ||
Installation
| Delivery coordination, installation and styling day | 450.00 |
Project total (excluding tax): 3,500.00 + 7,390.00 + 1,108.50 + 450.00 = 12,448.50
Payment stages
| Stage | Due | Amount |
|---|---|---|
| 50% of design fee | On acceptance | 1,750.00 |
| FF&E plus procurement fee | Before orders are placed | 8,498.50 |
| Remaining design fee plus installation | On installation day | 2,200.00 |
| Total | 12,448.50 | |
Delivery charges from suppliers and any tax are added at cost when orders are confirmed. FF&E prices are estimates and will be confirmed on a separate purchase approval before ordering.
Handling FF&E pricing honestly
There are two common approaches. In the sample, the designer shows trade cost and adds a transparent 15% procurement fee. The alternative is to charge clients the retail price and keep the trade discount as income. Both are used across the industry; what matters is that the client knows which one applies. A short line on the quote, such as "Furniture is supplied at trade cost plus a 15% procurement fee", prevents uncomfortable conversations later. Our markup vs margin guide helps you check what a 15% fee means for your income compared with a retail model.
Add rules for orders too: payment before ordering, custom items non-returnable, lead times set by suppliers, and inspection on delivery. These terms fit naturally into the clauses covered in our article on quotation terms and conditions.
Sample terms you can adapt
- Orders: "Furniture and fixtures are ordered only after the FF&E payment has cleared. Prices are confirmed at the time of order and may differ from the estimates in this quotation."
- Returns: "Custom, made-to-order and sale items cannot be cancelled or returned once ordered. Returns of stock items are subject to the supplier's policy and any restocking fees."
- Delays: "Delivery dates are set by suppliers. The studio will track orders and keep the client informed but is not responsible for supplier delays."
- Revisions: "Each design phase includes one round of revisions. Further changes are billed at 95.00 per hour."
- Cancellation: "Design fees for completed phases are non-refundable. If the project is cancelled mid-phase, time spent is billed at the hourly rate up to the phase fee."
How to write an interior design quotation, step by step
- Hold a consultation. Understand how the client uses the space, their style, timeline and realistic budget for both design and furnishings.
- Measure and photograph the rooms, noting windows, radiators, sockets and anything fixed.
- Define the scope by phase so the client can see what they receive at each stage.
- Estimate your hours for each phase, even if you charge a flat fee, so you know the fee covers your time.
- Set an FF&E budget or list and state how it will be priced.
- Choose the payment stages so you are never funding orders yourself.
- Add terms, an expiry date and an acceptance block, then send as a PDF.
When building work is involved
If the project needs new lighting circuits, joinery or flooring, the contractor usually prices that work separately. Ask contractors for an itemised construction quotation so you can check it against your specification, and state on your own quote whether coordinating them is included or billed hourly.
Interior design quotation format in Word, Excel or PDF
Many designers draft the fee section in Word or a design tool so it can carry their branding and mood-board images, and keep the FF&E schedule in a spreadsheet with columns for item, supplier, finish, dimensions, quantity, trade cost, fee and client price. The spreadsheet makes it easy to update prices when a client swaps a sofa or a supplier changes a price. When you send the quote, combine both into one PDF so the client sees a single document with a single total, and keep the spreadsheet as your working file for procurement.
For larger projects, add a short budget summary at the top: design fees, FF&E, installation and an allowance for contractor work, each as a single figure. Clients read that first, and it frames the detailed pages that follow. If the client's stated budget is lower than your total, the summary is also the easiest place to show where savings could come from, such as reusing existing furniture or phasing the dining room into a later stage.
Variations by project type
- Consultation only: fixed fee for a 2-hour visit and written recommendations.
- E-design: per-room fee, mood board, layout and shopping list; client buys the items.
- Full-service residential: phased design fee, FF&E procurement, installation, contractor coordination.
- Commercial (office, hospitality): fee per area or percentage, compliance with brand standards, larger FF&E schedules, longer payment terms.
- Home staging: design time plus monthly furniture rental and removal fee.
Common mistakes on interior design quotes
- Mixing design fee and furniture in one number. Clients cannot see your value or compare prices fairly.
- Ordering before payment. Custom sofas and made-to-measure curtains are rarely refundable.
- Unlimited revisions. Cap rounds and price extra time.
- No lead-time disclaimer. Supplier delays should not count as your breach.
- Unclear tax treatment. State whether furniture prices and fees exclude sales tax or VAT.
- No expiry date. Supplier prices change; see our guide to the quotation validity period.
Turning the quote into invoices
Bill each payment stage with a reference to the quotation number and the phase completed. Our interior design invoice template shows how to list design fees, FF&E and markups on one invoice or on separate invoices.
You can create this interior design quotation in our free invoice generator, adding your design phases, furniture lines and procurement fee, then download it as a PDF to share with your client. No sign-up is required.
Frequently asked questions
What should an interior design quotation include?
Include the rooms and scope, the design phases (concept, design development, procurement, installation), the design fee and how it is calculated, how furniture and fixtures will be priced and paid for, any markup or procurement fee, installation or styling charges, revisions included, timeline, payment stages, exclusions such as building work, and terms for cancellations, returns and delivery delays.
How do interior designers charge in a quote?
Common methods are a flat design fee, an hourly rate with an estimate of hours, a percentage of the project or furnishings budget, a fee per square foot or metre, or a combination. Many designers charge a fixed design fee and then add a markup or procurement fee on furniture they buy for the client. The quote should state which method applies and how it is calculated.
Should interior designers disclose markups on furniture?
Being transparent is good practice and avoids disputes. Some designers pass on trade discounts and charge a stated procurement fee, while others sell at retail price and keep the difference. Either can work, but the quote should explain the approach clearly so the client knows whether listed prices are trade cost plus a fee or a retail price.
When should clients pay for furniture and fixtures?
Most designers ask for full payment for furniture and fixtures before placing orders, because many custom or made-to-order items are non-refundable. The design fee is usually split into stages. Your quotation should say that orders are placed only after payment clears and that delivery dates depend on suppliers, so the client is not surprised by lead times.
How many design revisions should be included?
One or two rounds of revisions on the concept and on the final design are typical. Define what a revision round means, such as one consolidated set of comments, and state your hourly rate for further changes. A cap protects your time on fixed-fee projects and encourages the client to give clear, combined feedback.
Does an interior design quote include building work?
Usually not. Designers often specify finishes, lighting and joinery, but construction, electrical and plumbing work is quoted by licensed contractors. Your quotation should say whether you will coordinate contractors and whether that coordination is billed hourly or as a project management fee, and that contractor costs are paid separately unless agreed otherwise.
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