Purchase orders and procurement tracking for interior designers in Notion

How do you track purchase orders in Notion?

Create a Purchase Orders database. Each row is a PO to one vendor and relates to the Items it covers. Items stay in your FF&E schedule; the PO adds the order-level facts: who, when, how much, paid, expected, received. Programa's 2026 guide to interior design purchase orders lists the content a designer's PO should carry: quantities, specifications, delivery requirements and approved pricing. Those become your fields.

Which fields does a purchase order record need?

Use cost price for POs, not client price. If your FF&E schedule already separates the two, the rollup stays clean.

What is the order workflow from approval to closed?

1. 1

   Approved item

   Client has signed off the item at the quoted price.

2. 2

   Draft PO

   Group approved items by vendor and create one PO per vendor.

3. 3

   Send and acknowledge

   Send the PO; set status to Acknowledged only when the vendor confirms price and lead time in writing.

4. 4

   Deposit

   Record deposit paid date. Check how your client deposit covers it.

5. 5

   Production and shipping

   Update expected delivery whenever the vendor changes it, keeping notes on why.

6. 6

   Receive and inspect

   Tick the receiving checklist on delivery.

7. 7

   Close

   Balance paid, issues resolved, status Closed.

What should a receiving check include?

• Quantity matches the PO
• Packaging undamaged, or photographed before opening
• Item matches spec: finish, size, fabric
• Delivery note signed with any exceptions written on it
• Damage or defect logged in Issues with photos and date

Add an Issues relation or checkbox on the PO. Vendors and carriers have time limits for reporting damage, so check their terms and record the date you found it.

Which views make procurement manageable?

• Vendor lead times
• FF&E budget tracking

What are common procurement mistakes?

• Ordering before the client approval date is recorded.
• Treating a vendor's verbal lead time as confirmed.
• No receiving check, so damage claims arrive late.
• Mixing cost and client prices on one number.
• Updating delivery dates in email but not in Notion.

This is process guidance only. Terms of sale, deposits and returns depend on your contract and vendor terms, so check them.

Where InteriorDesignOS fits

InteriorDesignOS includes Selections, Vendors and Fees & Invoices sections, but it does not include a dedicated purchase-order database. Add the one described here and relate it to Selections and Vendors.

• InteriorDesignOS
• Pricing

Frequently asked questions

What should be on an interior design purchase order?

PO number, date, vendor, item descriptions and specifications, quantities, agreed prices, delivery address and requirements, payment terms and the quote reference. Programa's guide covers similar contents.

How do I track deposits and balances in Notion?

Record a deposit amount and a deposit paid date on the PO, then use a formula of PO total minus deposit paid for the balance due.

Should I use cost price or client price on a PO?

Cost price: what the vendor charges you. Keep client price on the item for client billing and compare the two to review mark-up.

How do I chase late orders?

Build a view filtered to expected delivery before today and status not received, sorted by date, and review it daily during procurement.

Can Notion send POs to vendors?

Notion tracks the order; you send the PO as a PDF or email. You can store the PDF on the PO row so it is attached to the record.