Streamlining the Design → Procurement handoff for interior design FF&E ordering.
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Introduction
What we're trying to solve, what we're proposing, and what the pilot looks like.
Let's Try a Better Way to Hand Off FF&E Data
This is a pilot proposal for one project — a process experiment, not a tech overhaul. The goal is to cut down on duplicate work and mistakes in the Design → Procurement handoff while keeping the tools you already use.
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What We're Trying to Solve
Right now, when Design finishes selections and markups in Bluebeam, Procurement receives PDFs and has to manually re-type every item detail into FileMaker to create purchase orders. That process:
⚠Takes a lot of time — one project can mean hundreds of line items typed by hand
⚠Creates opportunities for errors (wrong SKU, finish, quantity, or room)
⚠Generates extra back-and-forth emails to clarify missing info
⚠Makes it hard to see what's been approved, ordered, or delayed
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What We're Proposing (Just for One Project)
Instead of handing off only PDFs, Design will also provide a simple spreadsheet with one row per item that needs to be ordered. Think of it as a structured "shopping list" that Procurement can use directly — without having to read and re-type from drawings.
The spreadsheet covers:
📍Project & room info
🏭Manufacturer, SKU, finish
📝Description & dimensions
🔢Quantity & unit of measure
✅Client approval status
📅Required dates & phase
💰Estimated costs
📎Vendor & internal notes
🎨Lauren's Team Fills
Item details, specs, finishes, quantities, client approvals — the stuff Design already knows from their selections.
📋Brandy's Team Fills
Pricing, lead times, vendor contacts, ship dates — the stuff Procurement confirms with vendors.
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How It Would Work
1
Design develops selections and documents them in Bluebeam as usual.
2
Before handing off, Design fills out the FF&E spreadsheet for the project (ideally by exporting from Bluebeam markups, then cleaning it up).
3
Design confirms client approvals are noted in the spreadsheet.
4
Procurement receives the spreadsheet + the PDFs, and uses the spreadsheet as the single source of truth to create POs in FileMaker.
5
Any changes (substitutions, finish tweaks, quantity adjustments) get updated in the spreadsheet first, then flow into FileMaker.
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What We Need to Test This
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One willing project
Mid-sized with a decent FF&E scope — maybe 30–80 line items.
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A Design lead
Willing to try filling out the spreadsheet and experimenting with Bluebeam exports.
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A Procurement lead
To give honest feedback: Does this actually save time? Does it reduce errors?
We'll track a few simple things:
Time to create POs (before vs. after)
Number of clarification emails between Design and Procurement
Number of order mistakes or rework
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What This Doesn't Mean
✓We're not changing Bluebeam or FileMaker.
✓We're not adding a big new software system.
✓We're not creating extra work for Design — we're shifting work from 'Procurement retyping' to 'Design exporting data they already have.'
This is a process experiment, not a tech overhaul.
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Next Steps (If We're In)
1.Pick a pilot project.
2.Set up the FF&E spreadsheet template (we already have a draft).
3.Walk through one example item together so everyone sees what "good" looks like.
4.Run the project and compare how it feels versus the old way.
5.Debrief and decide whether to refine and expand, or pivot.
Questions or want to chat through this?
Let's grab 15 minutes and talk it through before we commit to anything.