Interior Design Process Checklist: Let’s Streamline Your Workflow

Interior design projects are intricate, with countless moving parts to manage. Even the most experienced designers can occasionally overlook a crucial detail, causing essential tasks to slip through the cracks.

Skipping steps in the design process can lead to delays, miscommunication, and ultimately, less satisfied clients. With a reliable interior design process checklist to use throughout the design process, you can make sure that no detail is overlooked.

In this guide, we share a comprehensive interior design process checklist to help you streamline your workflow. We’ll break down each phase into actionable steps, making it easy to stay organized and confident throughout your projects.

Use this checklist as-is, or customize it to align with your unique approach.

#1: Pre-Project Phase

Before any creative work begins, the pre-design phase lays the foundation for a successful project. This phase is all about communication and gathering essential details, even if some tasks may feel repetitive. A thorough pre-design process ensures clarity and alignment for both you and your client, setting the stage for a smoother collaboration.

Discovery call

The discovery call is your first in-depth conversation with a client about their project. This is your chance to understand their vision, goals, and expectations—and for both of you to determine if you’re a fit for each other. Think of it as a mutual interview that helps establish trust and direction.

To make the most of this call, you should discuss:

Project basics: Capture some basic details about the client’s needs and the desired transformation.
Budget and designer fees: Set financial expectations early.
Availability and project timelines: Ensure schedules align.

By asking the right questions, the discovery call becomes a pivotal step in building a strong client-designer relationship and laying the groundwork for a successful project.

Here’s a list of discovery call questions to help you get the most out of this stage of the design process.

Project questionnaire

The project questionnaire is a foundational step in your interior design process, helping you gather all the essential information you need to create a design that aligns perfectly with your client’s vision and practical needs. This document allows you to dive deep into the project’s scope while setting clear expectations and minimizing potential misunderstandings.

Here’s what you should cover in your questionnaire:

Room dimensions and photos: Request accurate measurements and clear visuals of the space to get a solid starting point for your designs.
Functional needs: Understand how the client plans to use the space, accounting for any hobbies, special needs, or household routines.
Inspiration and style preferences: Ask clients to share mood boards, images, or even single design elements they love to hone in on their desired aesthetic.
Colors, patterns, and materials: Determine their favorite (and least favorite) hues, textures, and finishes to incorporate into your designs.
Budget and timeline: Align on financial parameters and project milestones to stay on track.

Using a detailed and customizable project questionnaire helps you reduce revisions, foster a strong designer-client relationship, and keep every project organized from day one.

Formal project proposal

After gathering all necessary information from the client, it’s time to craft a comprehensive plan. This step involves researching trends, evaluating design options, and analyzing the project’s financial feasibility. If the project aligns well with your expertise and business goals, you’ll move forward by presenting a formal proposal.

A well-structured proposal provides clarity for both you and the client, ensuring everyone is on the same page before the project begins. Your proposal should include:

Project scope and sequence: Outline the work to be done and the order in which it will be completed.
Timeline: Provide realistic deadlines for each phase of the project.
Costs: Break down the budget for transparency.
Payment schedule: Specify when and how payments are expected.
Mood boards: (find tips on creating great mood boards here)

This proposal serves as a roadmap for the project, setting clear expectations and giving your client the confidence to move forward.

Client onboarding

Once the client has agreed to work with you, the onboarding process begins. This crucial step not only formalizes the client-designer relationship but also sets the tone for a smooth and professional collaboration. During onboarding, you’ll outline key project details, establish expectations, and ensure all necessary documentation is in place.

The onboarding process typically involves sharing and collecting the following:

Contracts: Define the terms, scope, and conditions of the project.
Initial deposits: Secure upfront payment to confirm the project.
Breakdown of project stages and expectations: Provide a clear roadmap of the design process.
Kick-off meetings: Many designers love hosting a kick-off meeting with their client to review the project process and set expectations. You might also host a separate meeting with just your team to go over project details.
Client responsibility list: Outline what the client needs to deliver or approve to keep the project on track.

This stage is also an ideal time to introduce any tools or systems you’ll use for communication and project management. Whether through a reusable welcome packet or a checklist, a well-structured onboarding process ensures both you and your client start the project aligned. Learn how to put together a great welcome packet here.

Also consider implementing an interior design project management tool in the pre-design phase. The right software can help you maximize profits, manage time, and present yourself in the best light.

#2: Concept Development Phase

During the conceptual design phase, you’ll begin transforming ideas into tangible plans while collaborating closely with your client to refine their vision. This stage is marked by creativity, problem-solving, and communication as you lay the groundwork for the final design.

Site visit

The site visit is your opportunity to get hands-on with the space, ensuring you have all the details needed to create a practical and visually stunning design. While your questionnaire provides a solid foundation, nothing beats physically walking through the space to gather more precise insights.

During the site visit, focus on:

Measuring spaces: Take accurate dimensions for every room, window, and doorway to eliminate surprises during implementation.
Documenting existing conditions: Note architectural features, fixed elements (like fireplaces or built-ins), and any potential obstacles that could impact your design.
Capturing visuals: Use photos and videos to create a reference library of the space, capturing angles and details that may not be obvious in written measurements alone.
Spotting challenges or opportunities: Identify areas that might require creative solutions or that offer exciting design potential, such as natural light sources or standout architectural details.

A thorough site visit helps ensure that your design is rooted in the reality of the space, minimizing errors and setting the stage for a seamless transformation. Pair your site visit notes with your questionnaire responses for a comprehensive project overview.

For e-designers, this may involve requesting detailed photographs, precise room dimensions, and even videos of the space. By taking this extra care, you can ensure the schematic designs truly reflect your client’s needs and the realities of the space.

Schematic design

The schematic design stage focuses on visually representing the project’s overall concept. These initial designs help your client understand the direction and ensure alignment before diving into the finer details. This is where big-picture ideas take shape, setting the foundation for all subsequent stages.

Deliverables at this stage may include:

2D or 3D floor plans: Provide a clear layout of the space, showing how each area will function and flow. Present potential configurations for furniture placement to demonstrate functionality and maximize space use.
Sketches: Highlight key design elements, potential focal points, and architectural enhancements.
Mood boards: Showcase themes, colors, materials, and inspiration for the overall aesthetic direction.

At the end of this phase, your client should feel excited and confident about the creative direction, paving the way for more detailed design work.

Design development

After presenting your initial concepts, the next step is to incorporate client feedback and refine the design. This is a collaborative stage where you narrow down options, make decisive choices, and prepare for the execution phase. Key tasks include:

Material selections: Identify fabrics, finishes, and textures that reflect the mood and functionality of the space.
Color schemes: Finalize palettes that complement the design concept and enhance the overall atmosphere.
Furniture styles: Choose pieces that align with the vision, meet practical needs, and fit within the client’s budget.
Lighting plans: Begin considering lighting options that enhance the mood and highlight design elements.
Accessory concepts: Start suggesting artwork, rugs, and other decorative elements that will complete the look.

This stage often involves a back-and-forth with the client to ensure all decisions align with their goals, lifestyle, and budget. By carefully addressing these details now, you minimize the risk of surprises later and keep the project on track.

Concept presentation

Once the design is complete, it’s time to showcase your vision in a polished presentation. This phase is your chance to bring the concept to life and inspire confidence in your client. Your presentation should be as visually compelling as it is organized.

Deliverables may include:

Software portals or branded PowerPoint presentations: Organize ideas, selections, and layouts in a professional, branded format that clients can easily review.
Mood boards or inspiration boards: Revisit the thematic elements to reinforce the design direction.
3D renders or virtual walk-throughs: Provide a more realistic and immersive view of the space, helping clients visualize the final result.
Detailed design breakdowns: Include a breakdown of materials, furnishings, and finishes to showcase how all elements will come together.
Cost estimates: Offer a preliminary budget overview so clients can evaluate the design within their financial expectations.

This phase is all about collaboration and clarity, ensuring your client feels confident in the design direction before moving forward. By presenting a complete and professional concept, you establish trust and excitement, making it easier to transition into the implementation stage.

Design and sourcing finalization

The design and sourcing finalization stage ties all the details together, preparing for seamless execution. At this point, you’ll:

Finalize detailed floor plans and 3D renderings: Provide precise layouts and visuals to bring the design to life.
Select final furniture, finishes, and fixtures: Confirm all key elements align with the concept and budget.
Conduct an internal review: Ensure all plans and selections are accurate and cohesive before presenting to the client.

This stage is critical for resolving any issues and ensuring the project is fully prepared for implementation.

#3. Procurement & Project Management Phase

With the design finalized and client approvals in place, the focus shifts to execution. This phase ensures a seamless transition from concept to reality by managing procurement, tracking orders, coordinating contractors, and maintaining quality control. Clear communication and proactive problem-solving are essential to keeping the project on schedule and within budget.

Request for quotes

During the request for quotes (RFQs) stage, identify vendors and suppliers for all approved furnishings, materials, and fixtures. Reach out to gather pricing, lead times, and shipping costs. Once quotes are received, evaluate them based on quality, budget alignment, and availability. Weigh all of the options and present them to your client.

Final budget review

Consolidate all RFQ responses into a detailed, updated project budget. Present this to the client for approval, clearly highlighting any changes from the original estimate. This step ensures transparency and confirms alignment before moving into the ordering phase.

Client invoice

Send a final invoice to cover product and procurement costs, as well as any additional fees. If applicable, apply the client’s retainer and confirm full payment before proceeding to place orders. This helps avoid any disruptions during procurement. Sometimes, you might want to provide an estimate for shipping/receiving warehouse fees that you can reconcile during project closeout.

Procurement & ordering

With the budget and invoice settled, place purchase orders (POs) with selected vendors. Double-check order details, including dimensions, finishes, and colors, to avoid errors. Arrange delivery and confirm lead times to keep the project timeline on track.

Order tracking & issue resolution

This phase focuses on keeping the procurement process running smoothly by closely monitoring orders and addressing any issues that arise. Stay proactive to ensure everything arrives on time and in perfect condition. Key tasks include:

Tracking orders and delivery schedules: Monitor all purchase orders to ensure timely delivery and prevent scheduling conflicts.
Addressing issues promptly: Resolve delays, damages, or incorrect shipments as soon as they arise to avoid impacting the timeline.
Team check-ins: Hold regular meetings to share updates, discuss blockers, and ensure everyone is aligned.
Client updates: Keep clients informed with regular status reports, highlighting any potential impacts on the project timeline.

By staying organized and communicative, you can minimize disruptions and keep the project moving forward seamlessly. DesignFiles offers a client-facing order tracker so clients can keep tabs on things as well.

Contractor selection and management

For projects requiring construction, this phase involves hiring and managing contractors. Key responsibilities include:

Selecting general and specialty contractors
Overseeing progress
Conducting regular site visits (virtual for e-designers, if needed)

Quality control

Monitor the project closely to identify and address issues such as workmanship errors, deviations from the design, or communication gaps.

Regular client updates

Provide regular updates to keep your client informed and reassured. Weekly emails or calls can help manage expectations, address concerns, and keep everyone aligned.

#4. Installation Phase

This is where your design begins to take shape. Whether working with contractors or handling on-site implementation yourself, maintaining oversight is crucial to quality and accuracy. If you’re managing installation, this phase involves placing furniture, hanging artwork, or overseeing contractors. For e-designers, provide clear guidance so the client has the tools they need to achieve the intended result.

Pre-installation preparation

The pre-installation preparation stage ensures everything is set for a smooth and efficient installation. At this point, it’s crucial to confirm that all elements are in place and the space is ready for the final touches.

Confirm delivery dates: Verify that all furniture, decor, and materials will arrive on time and are accounted for. Confirm the date with any tradespeople or the receiving warehouse if they are using one to make sure once they furniture arrives, that the receivers can deliver and install on a specific date.
Ensure construction work is complete: Double-check that any required construction or renovations have been finalized to avoid delays during installation.
Conduct a walkthrough: Assess the space to confirm readiness, identify any last-minute adjustments, and ensure a clean, open area for installations.

Thorough preparation during this stage eliminates unnecessary complications and sets the stage for a seamless and successful installation process.

Installation days

Installation days are the culmination of all your planning and preparation, where the vision finally comes to life. This phase is all about attention to detail and ensuring every element is executed flawlessly.

Receive and inspect deliveries: Carefully check all items upon arrival to confirm they are in perfect condition and match the design specifications.
Oversee furniture and decor placement: Guide the arrangement of furniture, decor, and finishes to ensure everything aligns with the finalized design plan.
Coordinate tradespeople: Manage professionals for final installations, such as lighting, art hanging, and other finishing touches.

With careful oversight, installation days transform the space into a polished, cohesive design that delivers on your client’s vision.

Final styling

The final styling stage is where the space truly comes to life, with carefully placed decor and thoughtful finishing touches that tie the entire design together. This step is all about creating a polished, inviting look that leaves a lasting impression.

Arrange decor and finishing touches: Style shelves, arrange decorative accents, and layer textiles to enhance the space’s aesthetic and personality.
Ensure the space is clean and photo-ready: Thoroughly clean the area and stage it for stunning photos that showcase the completed design.

This final flourish elevates the space, making it not just functional but magazine-worthy and ready for your client’s big reveal.

Client reveal

The client reveal is the most rewarding part of the design process, where you showcase the completed space and celebrate the transformation together.

During the walkthrough, highlight key features, design elements, and how the space fulfills their goals. Address any final questions, feedback, or last-minute adjustments to ensure the client feels fully satisfied.

This moment is about more than just showing off the design—it’s about delivering a seamless, joyful experience that leaves a lasting impression and solidifies your client’s trust and enthusiasm.

#5. Project Wrap-Up Phase

The final stage makes sure the project is completed to your client’s satisfaction and prepares the space for their use.

Punch list

Create a detailed list of any outstanding tasks, such as corrections or minor adjustments, based on client feedback and final walkthroughs.

Final invoice

Send the final invoice to cover any outstanding balances, including product costs, procurement fees, and additional charges. Apply the client’s retainer if applicable and confirm full payment before proceeding.

Professional photography

Schedule a professional photo shoot to capture high-quality images of the completed project. Showcase your work in your portfolio, marketing materials, and social media to attract future clients.

Client handoff

Wrap up the project by providing your client with a comprehensive project binder, ensuring they have all the essential details for future reference. This should include:

Floor plans, renderings, and specifications for their records.
Vendor information, warranties, and care instructions to help them maintain their new furnishings and finishes.
A personal thank you for their trust and collaboration, along with a conversation about potential future projects or referrals.
Final project photos to share their beautifully completed space and celebrate the transformation.

Project closeout survey

Send a project closeout survey to gather client feedback on their experience, the design process, and the final results. Include a link for them to leave a review on Google or another platform to support your business.

Follow-up

After completing the project, take time to reflect and maintain a strong client relationship. Key steps include:

Assess project success by reviewing what went well and identifying areas for improvement in your process.
Check in with the client 3–6 months later to ensure they are still happy with their space and address any concerns.
Maintain engagement by sharing design tips, seasonal updates, or exclusive offers to encourage future collaborations or referrals.

Ready to learn more? If you’re just starting out, we recommend this article on starting an interior design business. If you’re an experienced designer who’s ready to dive deeper into perfecting the interior design process, check out this guide on the project management process.

For the simplest design workflow and all the tools you need in one place, check out DesignFiles.