Client approval tracking for interior design: from mood board to ready-to-order

Why do approvals cause disputes?

Clients approve concepts happily and dispute details later: the fabric looked different, the price changed, the lead time was longer than assumed. Without a record of what exactly was approved, when and on what information, studios absorb the cost of the disagreement.

What are the three layers?

How do you set it up in Notion?

1. 1

   Create Approvals

   Decision, applies to (relation to the selection item), layer, status, requested on, decided on, approved by, method and evidence link.

2. 2

   Add a ready-to-order checklist to Selections

   Checkboxes for specification confirmed, quote current, quantity confirmed, lead time accepted.

3. 3

   Gate the status

   Only items with all four ticked may move to ordered; a view shows items approved but not ready.

4. 4

   Create the client page

   A shared page listing items awaiting a decision, with images, costs and the date needed.

• Client approval tracker in Notion (design projects)
• Client portal for your practice

How do you ask for decisions?

• Bundle requests into one weekly message.
• Show options with image, cost and lead time together.
• State the decision date and what it affects.
• Confirm each decision back in writing and record it the same day.

Frequently asked questions

How do interior designers track approvals?

With a dated approval record linked to each item, separate checks for scheme, selection and ready-to-order, and a client-facing list of pending decisions.

What is a ready-to-order check?

A final confirmation of specification, price, quantity and lead time before placing an order.

How do I handle a client changing their mind?

Refer to the dated record of what was approved and on what information, and price the change as a variation.

Can clients approve inside Notion?

They can comment on a shared page; confirm by email or signed form and record it in Notion.

Should approvals be separate from the FF&E schedule?

Keep them in their own database linked to each item so history is preserved.