Free template · Interior Design & Architecture
FF&E Schedule Template
An FF&E schedule lists every piece of furniture, fixture and equipment specified for a project, organised by room, with its vendor, quantity, cost, lead time and order status. Interior designers use it to get client approval, place orders, and make sure everything arrives before installation.
Who it's for: Interior designers, design studios and project managers handling furniture procurement.
Free, no email needed. Google Sheets: download the .xlsx, then File > Import > Upload.
Preview
These are the real columns with example rows. Click Try it here to type your own rows and download them.
| Item code | Room | Item | Vendor | Qty | Unit cost | Total | Lead time (weeks) | Status | Install date |
|---|---|---|---|---|---|---|---|---|---|
| LR-03 | Living room | Linen sectional sofa, oat | Local upholsterer | 1 | 2,400 | 2,400 | 10 | Ordered | 2026-12-01 |
| LR-07 | Living room | Brass pendant cluster | Lighting supplier | 1 | 860 | 860 | 6 | Client approved | 2026-12-01 |
| KT-02 | Kitchen | Counter stools, walnut | Furniture showroom | 3 | 310 | 930 | 4 | Delivered | 2026-11-20 |
| BD-01 | Primary bedroom | Custom linen drapery | Workroom | 2 | 540 | 1,080 | 12 | Specified | 2026-12-05 |
What goes in each column
| Column | What goes in it | Example |
|---|---|---|
| Item code | Your reference | LR-03 |
| Room | Where it goes | Living room |
| Item | Name and description | Linen sectional sofa, oat |
| Vendor | Supplier | Local upholsterer |
| Qty | Quantity | 1 |
| Unit cost | Cost per item | 2,400 |
| Total | Qty x unit cost (calculated) | 2,400 |
| Lead time (weeks) | Weeks from order to delivery | 10 |
| Status | Specified, Client approved, Ordered, Delivered, Installed | Ordered |
| Install date | Planned installation | 2026-12-01 |
Why these columns: The most common FF&E problem is not cost but timing: a sofa with a 12-week lead time ordered 8 weeks before install. Putting Lead time next to Install date and Status makes that risk visible.
How to use it in 5 steps
- List items room by room during design, even before choosing vendors.
- Get client approval on the schedule before ordering, and record it in Status.
- Check Lead time against Install date. Anything that cannot arrive in time needs an alternative now.
- Update Status as orders move, and note any backorders straight away.
- Use the totals as your budget check before and after ordering.
Spreadsheet, dedicated software, or Notion?
| Option | Best for | Falls short when |
|---|---|---|
| This spreadsheet | Small projects, quick budgets, easy client sharing | No link to vendors, invoices or client approvals |
| Specialist design software | Large studios with many projects | Monthly subscriptions and setup time |
| Notion version | Projects, rooms, products, orders and payments linked | Needs Notion |
If the free spreadsheet does everything you need, stick with it. The Notion version is for when you want the pieces connected.
Want it connected? Interior Design Firm OS
The spreadsheet is one table. The Notion system links it to everything around it:
- Clients, rooms, products, orders and payments linked
- Approvals tracked per item
- Design boards and palettes per project
- One studio system instead of a spreadsheet per project
Instant duplicate link after purchase.
Questions
What does FF&E stand for?
Furniture, fixtures and equipment: the movable items in a space, as opposed to the building itself.
What is the difference between an FF&E schedule and a budget?
The schedule lists every item with specs and status; the budget is the cost total. This template gives you both.
Should I show the FF&E schedule to clients?
Many designers share a version for approvals. Hide cost columns if you mark up products.
How do I handle backorders?
Set Status back to Ordered, add the new date, and check whether the install date still works.