10 Interior Design Specification Mistakes That Cost Time and Money
From incomplete dimensions to missing version control — we break down 10 common specification mistakes and how to avoid them. Turn your spec from a source of problems into a working tool.
Dora Team
Why specifications are a risk zone
A specification looks like a simple document: a list of products, prices, and quantities. But the small details are exactly where problems accumulate — and they only surface during procurement or installation, when fixing them is expensive and slow.
We have collected the 10 most common mistakes interior designers make in their specifications, and how to avoid them.
1. Incomplete or missing dimensions
The most frequent mistake is writing "sofa, 3-seater" without precise measurements. The supplier ships a model 10 cm wider than expected — and it no longer fits through the door or between the windows. Always record length, width, and height, and for wardrobes and modular furniture, depth as well.
2. Unclear quantities
"Decorative cushions — a few" is not a quantity. The client is thinking of 4, you order 8, and the budget grows. Every item should have a specific number, even if it is "1 set of 6 pieces."
3. No alternatives
A product is discontinued a week after approval — a standard situation. If you have no backup option, the project stalls while you search for a replacement and re-approve it with the client. For key items, record 1–2 alternatives in the same price range upfront.
4. Ignoring lead times
An Italian sofa — 12 weeks. A local one — 3 days. If you did not account for lead times during the specification stage, the client moves into an empty living room. Next to each item, indicate the expected lead time, and plan procurement backward from the longest delivery date, not from the order date.
5. No trail of client approval
"But we discussed this" is a phrase that does not help in a dispute. Without a written confirmation, you cannot prove that the client approved this specific sofa at this specific price. Capture approval separately for each item — it protects both you and the client.
6. No version control
The client saw the file two days ago, you updated three items yesterday, and accounting received the document today. Everyone is looking at different numbers. A specification should have a version, a last-updated date, and a change history — otherwise you will spend hours clarifying "which version is current."
7. Prices without a contingency buffer
The budget matches procurement costs exactly. No buffer. When the exchange rate moves, customs clearance fees appear, or a supplier raises prices by 8%, the budget falls apart. Plan 10–15% contingency per category, especially on projects that include imported items.
8. Skipping installation notes
A 12 kg chandelier needs reinforced mounting. Large-format tile needs specialized adhesive. If these details are not captured in the specification, the installer discovers them on site — and work stops for a day or two while the right materials are sourced. Add technical notes to every item that requires them.
9. Missing product images
A specification without photos is a table of SKUs. The client does not remember which specific fixture you proposed a week ago and starts second-guessing the selection. Every item should include an image — it dramatically reduces the number of re-discussions and speeds up approval.
10. No supplier links
A month later, you need another chair from the same set. Where did you buy it? In a specialized platform (Dora, Programa, Studio Designer) the link is stored automatically with the item. In Excel, you will be searching manually — if you can find the right browser tab at all.
Conclusion
Most of these mistakes happen not because of carelessness, but because Excel does not prompt you for what is missing. Specialized specification tools structure the data so that missing something important becomes harder: an empty "dimensions" field is immediately visible, the change history is preserved automatically, and client approvals are captured at the item level.
If you run projects with 100+ items, investing in the right tool pays off on the very first project — the money saved from avoiding mistakes more than covers an annual subscription.