Who should place product orders in a design project?

It depends on the agreement. Clarify who selects, purchases, tracks, receives, inspects, and installs each item, and who is responsible when a shipment is late or damaged.

What should happen if a specified product is unavailable?

Agree on who approves a substitute, how the new product is evaluated against the design and budget, and whether the schedule or fee changes.

Should procurement fees be described separately?

Yes. Ask how product pricing, purchasing fees, freight, storage, receiving, returns, and installation are calculated and shown to you.

Interior Design Procurement: Lead Times, Substitutions, and Installation

October 3, 2026 · Design guide · 2 min read

Product selection is only one part of a furnishing or renovation project. Items must be ordered, tracked, delivered, inspected, stored, and installed. When responsibilities are vague, a late shipment or damaged piece can become an expensive scheduling problem.

Assign every procurement step

For each item, identify who confirms the specification, places the order, pays the deposit, tracks delivery, receives it, checks for damage, stores it, and arranges installation. Clarify whether the designer acts as your purchasing agent or gives you a specification to buy directly. Make sure the agreement reflects the actual workflow.

Make the cost visible

Ask how designer fees, product prices, freight, taxes, receiving, storage, delivery, installation, and return charges appear in the budget. Find out when payments are due and what happens if an order is canceled or a product is discontinued. Request an approval step before an order exceeds the agreed amount.

Plan for substitutions and delays

Agree who can approve a substitute and which characteristics must stay consistent: dimensions, finish, performance, availability, or budget. Ask how the designer will document the change and whether it affects other selections or construction. Identify long-lead items early, but confirm expected dates with suppliers rather than treating estimates as guarantees.

Define receipt and damage procedures

Determine where deliveries will be inspected, how quickly damage must be reported, who files a claim, and where packaging is kept if a return is needed. Clarify what happens if an item arrives incomplete, does not fit, or differs from its approved sample.

Connect procurement to installation

Coordinate delivery with site readiness, access, elevator reservations, contractor sequencing, and installation labor. Confirm who is responsible for measuring and verifying that products fit before ordering. Use our interior designer directory to find candidates, then ask them to explain this process in a sample project schedule.

Frequently Asked Questions

Who should place product orders in a design project?: It depends on the agreement. Clarify who selects, purchases, tracks, receives, inspects, and installs each item, and who is responsible when a shipment is late or damaged.
What should happen if a specified product is unavailable?: Agree on who approves a substitute, how the new product is evaluated against the design and budget, and whether the schedule or fee changes.
Should procurement fees be described separately?: Yes. Ask how product pricing, purchasing fees, freight, storage, receiving, returns, and installation are calculated and shown to you.