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Product library, item schedule (FF&E) and proposals

Keep the furniture, lights, fabrics and fittings you specify in one library, clipped from the vendor's web page. Put them on each project's schedule room by room, priced by your markup rules. Then send the client a proposal of options to like and approve.

PLANSFrom Growth

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The problem it solves

Products live in bookmarks and screenshots, and the vendor code and lead time are hunted for again on every project.
The client price of each item is worked out by hand, and freight is forgotten on half of them.
Options are sent as a PDF, the client answers on WhatsApp, and nobody is sure which sofa was chosen.
Deposits for furniture are asked for late, after the order is already placed.

How it works

Add items to the Product Library, or paste the vendor's page address and press Clip from Page. The name, picture and price are read from the page.
Set your markup rules once: for a vendor, a category or both, the trade discount, markup % and freight %.
On a project, add items to Furniture and Fittings room by room. Pick From Library and the details, cost, markup and freight fill in; the client price follows.
Make a proposal: put options in groups, such as Living sofa with Good, Better and Best. Each has its picture and price, and the proposal has a deposit %.
Press Send to Client. The client likes one option in each group and approves.
The liked options become Approved items, the others Dropped, and the deposit falls due as a project payment. Approved items are then ordered from their vendors.

Everything it does

Product library

Item: name, category, picture, vendor, vendor code, vendor page address
Trade price (what you pay), retail price, lead time in days, warranty in months
Size: width, depth, height in mm, cm or inch
Finishes and options, care guide, notes
Clip from Page: name, price and picture read from the page where empty
With AI (Scale): sizes, finishes, lead time, warranty and care guide read from the page text too
Categories: your own, such as Sofas, Lights, Fabrics, Art, Rugs, Bath fittings

Markup rules

Per vendor and / or library category; the first rule that fits is used
Trade Discount %: off the retail price when the item has no trade price
Markup % (30) and Freight and Handling % (5) to start with
Applied to library items and items typed by hand (choosing the vendor or category fills them)
Client price = unit cost plus freight, plus markup on that; you can type over it

Item schedule (Furniture and Fittings)

Per project and room: name, picture, finish, quantity, vendor, vendor code, lead time
Unit Cost, Markup %, Freight %, Client Price, Client Total, Cost Total
Status: Proposed, Approved, Ordered, Shipped, Received, Delivered, Installed, or Dropped
Filters To Order and On the Way; group by project, room, vendor or status
Client Sees Our Cost on the project: open-book projects show cost, freight % and markup % on each proposal option

Proposals

Project, designer, Deposit % (50 to start with), terms
Options: group, label (Good, Better, Best), item from the schedule or a name, picture, quantity, price
Send to Client needs options; the client likes one picture per group, then approves
On approval: the liked option of each group (or the only one) is chosen; its item Approved, the others Dropped; Chosen Total adds them up
Deposit for the proposal: a payment milestone due at once, at the deposit % of the chosen total
Changes asked: a to-do for the designer; Back to Draft; Cancel is not allowed once approved

Who uses it

DesignerBuilds the library, specifies items per room, and sends proposals of options.

Principal or studio managerSets the markup rules and decides which projects are open-book.

ProcurementOrders the approved items from their vendors and tracks them to installation.

ClientLikes one option per group on their phone and approves the proposal.

Where you use it

Web: Interiors > Design > Library (Product Library, Furniture and Fittings) and Interiors > Design > Drawings > Proposals
Configuration: Interiors > Design > Configuration > Library Categories, and Interiors > Sales > Configuration > Markup Rules
The client's decision page, from WhatsApp or email, no login. And the SmartMy Interiors Client app under things to decide (built and in testing, not in the app stores yet)
Not a browser extension: clipping is done by pasting the page address in the library

What you control

Settings

Markup rules: Markup % 30 and Freight % 5 to start with, per vendor or category
Deposit % per proposal: 50 to start with
Client Sees Our Cost per project: off to start with
Library categories: your own

Notifications

Please Decide: to the client and the people who decide with them, by email and WhatsApp, with the link to the proposal
Client Decided: to the designer, in the app and as a phone notification
The deposit milestone follows the project's payment notifications

Questions

Does the clipper work with every vendor's website?

It reads the name, picture and price that the page publishes for sharing and shopping. Some sites hide these or block reading; then type the details. Always check what was clipped.

Do clients see our trade price?

Only on open-book projects. Tick Client Sees Our Cost on the project and each proposal option shows our cost, freight % and markup %.

Can the client choose between three sofas?

Yes. Put the three in one group of a proposal. The client likes the one they want and approves; the other two are dropped.

Is the deposit collected online?

The deposit becomes a project payment due at once, with the reminders and payment links your payment plan uses.

Can we bring our existing product list?

Not into the product library yet. The import from a previous system brings box types, rate items and open quotes, not library items. Add them by clipping vendor pages or by hand, or ask us to load your list.

Related features

MEASURE AND MAKEPurchasingOrder the furniture, lights and fittings the client approved from their vendors in one step: one purchase order per vendor and project. The vendor confirms and gives ship dates and tracking on their own page, late deliveries are flagged, and nothing is received without an inspection photo.PROJECTSPayment plans that stop the job until paidGive each project a payment plan, such as the ready 10 / 50 / 35 / 5. Milestones fall due when a stage starts: the client is asked for 50 % as production begins. The job does not move on until that money is in. Payments Due shows what every client owes.AFTER HANDOVERWarranties and after-sales serviceWhen the homeowner signs the handover off, every item with warranty months becomes a warranty from that day. The client asks for service from the Client app with a photo, and the team sees at once whether it is under warranty. With SmartMy Desk each request becomes a helpdesk ticket.DESIGNDesign fee agreements, retainers and hourly billsAgree the design fee as a flat sum, a share of the project value, a rate per area or room, or by the hour. Add a retainer and the stages it is billed at. Each bill, including extra concept rounds and hours, goes through approval and becomes a customer invoice.ESTIMATING AND SELLINGEstimates with rooms as sectionsThe detailed quote, laid out room by room. Modular boxes are priced from your materials, work such as false ceiling or painting comes from your rate library, and other lines are typed. The client approves it on a web page, and each new version tells them what changed.

See your next quote on it.

Tell us what you design and build, how many enquiries and jobs you have in a month and how you quote today. We will set up your packages and rates with you and send your first instant quote.

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