Interior Design Notion Template: Rooms, FF&E, Budgets

Picture an interior designer finishing a kitchen and living room refresh. The sofa is on order, the pendant lights have shipped, the rug is back-ordered and the client wants to know how much of the living room budget is left. The product list is a spreadsheet with a column for every supplier, mood images are in a board app, and site visit notes are in a notebook. An interior design Notion template links projects, rooms, FF&E, vendors and invoices, so the status of every piece and every budget is in one place.

Here is a practical way to run an interior design studio in Notion, plus a walk-through of Interior Design Project HQ.

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Why interior design admin gets heavy

An interior project is full of small items, and each one has a lifecycle: specified, approved, ordered, shipped, delivered, installed. Multiply that by every room and every client, add vendor lead times and markups, and the tracking becomes a job in itself.

Spreadsheets handle the numbers but are not visual, and designers think in pictures. Mood board apps are visual but do not track orders or budgets. Specialist interior design software combines both, but it may be more than a small studio wants to pay each month. A linked Notion workspace can show items as pictures and still track status, cost and client price.

How to organise interior design projects in Notion

1. Create Projects with a stage. Discovery, concept, procurement, install, complete. A board grouped by stage is your pipeline; install dates on a calendar show what is coming up.
2. Break each project into Rooms. Give each room a budget. Rolling up the cost of items in the room shows spent vs. budget per room, which is exactly what clients ask about.
3. Track every FF&E item as its own record. Include an image, room, vendor, cost, status and expected delivery date. A gallery view turns it into a visual product board.
4. Calculate client price from your markup. Store your cost and a markup percentage, and let a formula work out the client price. It avoids manual errors.
5. Keep a Vendors database. Trade accounts, lead times and contacts, linked to the items you order from them.
6. Log site visits on a calendar. Record what you saw and what needs doing next.
7. Link invoices to projects. Design fees and procurement invoices tied to each project give you a clear view of what has been billed.

What to look for in any interior design workspace

• Items shown as pictures, because that is how you and your clients think about a scheme
• A clear status for every piece, from approved through to installed
• Budgets per room, not only per project, since clients usually ask room by room
• Client pricing worked out from your cost and markup, so quotes stay consistent
• Vendors linked to the items you buy from them, with lead times close at hand
• Site visits and tasks visible on a calendar alongside install dates

A spreadsheet can manage some of these, but the combination of pictures, statuses and budgets is where a linked workspace earns its keep.

Inside Interior Design Project HQ

Interior Design Project HQ covers projects, rooms, FF&E, vendors, site visits, tasks and invoices for an interior design studio, in 8 linked databases: Projects, Rooms, FF&E Items, Vendors, Clients, Tasks, Site Visits and Invoices.

Projects lookbook

Projects open as a lookbook. Each card shows its photo, stage and install date, with a studio menu on the left.

Rooms

Each project is broken into rooms, each with a budget and the amount spent.

On your desk

Upcoming tasks with overdue ones flagged, and site visits on a calendar.

Pipeline

Projects are shown by stage, from discovery and concept through procurement to complete, with install dates on a calendar.

Product board

Each specified piece appears as a picture, with its room, vendor and status.

FF&E tracker

Items move from approved to ordered, shipped, delivered and installed. Client price is calculated from your markup.

Default page templates with icons are set for every new row, and the Start Here page guides setup with sample data to delete when you are ready.

Watch the walkthrough

This video tours FF&E, rooms and budgets in the template.

Your first week with an interior design Notion template

Interior projects rarely pause, so the best time to set up is around one live project, then roll the habit out to the rest.

1. Add your current projects with photos and stages. The lookbook view starts to look like your portfolio straight away.
2. Break one project into rooms with budgets. Choose the project with the most items on order.
3. Enter the FF&E for those rooms. Add an image, vendor, cost and status for each piece. The product board fills up as you go.
4. Set your markup. Check that client prices are calculated the way you quote them.
5. Add vendors you order from regularly. Lead times and contacts are then ready for every future project.
6. Log upcoming site visits and tasks. The On your desk view becomes your daily starting point.

Once the first project is in and the statuses feel natural, add the others one at a time. Each new project is quicker because vendors and page templates are already there.

Take photos of key pieces on delivery and add them to the item record, so you have a visual record if anything arrives damaged. It also helps to agree on status names with anyone else in the studio, so “ordered” and “shipped” mean the same thing to everyone who updates the tracker.

Common mistakes to avoid

• Tracking items without a room, which makes per-room budgets meaningless
• Leaving delivered items marked as ordered, so the tracker no longer reflects reality
• Calculating client price by hand alongside the formula and ending up with two different figures

Who it is for (and who it is not for)

A good fit for:

• Independent interior designers and decorators
• Small studios running several residential or commercial projects
• Designers who handle procurement and want to track every item and markup
• Visual thinkers who want product pictures and statuses side by side

Not the right fit if you:

• Need a client-facing product approval portal or online payments
• Want floor plan drawing or 3D rendering
• Prefer a dedicated procurement platform with vendor integrations

Working alongside architects, or doing larger renovations? Architecture Project HQ tracks phases, drawings and fees. See all Notion templates.

FAQ

What will I receive?

A PDF with access instructions, the template link and a walkthrough video. You duplicate the template into your own Notion workspace.

Do I need a paid Notion plan?

No. It works on the free Notion plan, on desktop, web and mobile.

Is delivery instant?

Yes. Download the PDF straight after purchase, open the link, log in to Notion and click Duplicate.

Can I set my own markup?

Yes. Client price is calculated from your markup, and you can change it in your copy.

Can I add my own stages or item statuses?

Yes. Everything is editable, from pipeline stages to FF&E statuses and room names.

Get the Interior Design Project HQ →

Notion is a trademark of Notion Labs, Inc. This is an independent template, not affiliated with or endorsed by Notion.