Interior design retainers, mark-up and invoicing: how to track them in Notion

How do interior designers charge, and what should Notion track?

Common models, according to HoneyBook, Houzz and Design Manager: hourly, flat fee, cost-plus (mark-up on products), percentage of project cost, and retainer or deposit. Designers often combine them, for example hourly design fees plus cost-plus on furnishings. Sources disagree on ranges and on what 'retainer' means, so define the term in your own contract.

Notion should hold, for each project: which fee types apply, the agreed amounts or rates, what has been invoiced, and what remains.

How do you record fee types per project?

Use a Fees database with one row per fee arrangement and a relation to the project. A project can have several rows, for example a design fee and a procurement mark-up.

How do you calculate mark-up and margin?

Mark-up is a percentage added to cost. Margin is the share of the selling price that is profit. They give different numbers, so pick one and label it.

In Notion, add to Items: Mark-up amount (client price minus cost price, times quantity) and Mark-up % (that amount divided by cost). Sum the amount on Projects to see total product margin. Typical mark-up percentages vary by region and contract: one source cites 20 to 35 percent as standard and another 17 to 45; use your own.

• Notion: Intro to formulas

How do you track retainers and deposits?

Treat a retainer or deposit as a payment row, not a note. The key facts: amount, date received, what it is held against, and whether it is refundable or applied to the first invoice. Houzz describes deposits as a flat amount or a share of anticipated fees, which may or may not be refundable; what applies to you is whatever your contract says.

1. 1

   Create the invoice or payment row

   Type = Retainer, with project and amount.

2. 2

   Mark received

   Set the Paid on date.

3. 3

   Apply it

   Add a relation to the invoice it is credited against.

4. 4

   Show the balance

   A formula for retainer received minus retainer applied.

What should an invoice log hold?

• Invoice number, project and fee relation
• Type: Retainer, Design fee, Products, Expenses
• Amount, issue date, due date, paid date
• Status: Draft, Sent, Part-paid, Paid, Overdue
• Link to the PDF from your accounting tool

Create a view of unpaid invoices sorted by due date and review it weekly. An overdue formula (due date before today and status not Paid) highlights chasing needs.

How do you reconcile project fees at a glance?

On Projects, roll up Agreed amount and Invoiced to date across Fees and show Remaining. At project level, compare product cost, client price and mark-up. A monthly check of invoiced versus paid versus outstanding takes minutes and flags problems before the final invoice.

• Fee proposals that get signed
• FF&E budget tracking

Where InteriorDesignOS fits

InteriorDesignOS has a Fees & Invoices section, an amount invoiced field on its projects dashboard, and four fee types on its Projects database: percent of construction cost, fixed lump sum, hourly rate and retainer. It does not include a cost-plus mark-up calculator; add the formulas above.

• InteriorDesignOS
• Pricing

Frequently asked questions

What is the difference between mark-up and margin?

Mark-up is profit as a percentage of cost; margin is profit as a percentage of the selling price. A 30 percent mark-up gives roughly a 23 percent margin.

How do I track a retainer in Notion?

Log it as a payment row with amount, date received and the invoice it is applied to, then show a balance formula. Follow whatever your contract says about refunds.

Can Notion replace accounting software?

No. Notion tracks fees, invoices and balances for projects. Bookkeeping, tax and statutory invoicing belong in accounting software and with your accountant.

How do I show the client design fees separately from products?

Keep separate Fee rows by type and invoice types. Some sources recommend listing design fees separately from product mark-ups on proposals.

What mark-up should I charge?

That is a business decision. Published ranges vary widely, so set yours from your costs, services and market, and state it in your contract.