How to Create an Interior Design Specification: Step-by-Step Guide

Before you start

Before opening a spreadsheet or a specialized tool, make sure you have an approved design concept. A specification should be created after the client has signed off on the layout, style direction, and overall project budget. Trying to build a specification during the sketching phase leads to double work.

You will need: final room layouts, mood boards or visualizations, a list of rooms/zones, and an approximate budget breakdown by room.

Step 1: List all items

Go through each room in the project and write down everything that needs to be purchased. Don't try to find specific products right away — first create a complete list of categories and line items.

A typical list for a living room might look like:

Sofa (main)
Armchair (×2)
Coffee table
TV console
Chandelier
Floor lamp
Curtains
Rug
Decorative cushions
Artwork or poster

This step helps you see the full picture and estimate the scope of work before searching for specific products.

Step 2: Source specific products

For each line item, find a specific product from a specific supplier. Record:

Link to the product page on the supplier's website
Price (and currency, if working with international suppliers)
Availability and estimated delivery time
Product image

If you use Dora, simply paste the product URL — the AI will automatically extract the name, price, dimensions, and image. This saves 2–3 minutes per item.

If working in a spreadsheet — copy the data manually and upload images separately.

Step 3: Organize the structure

The most convenient structure is by room. Within each room, group products by category (furniture, lighting, textiles, decor, finishes).

For each item, include:

Name and brand
SKU or link
Dimensions (L × W × H)
Color / material / finish
Quantity
Unit price
Total cost (quantity × price)

Add subtotals for each room and a grand total for the entire project.

Step 4: Review and edit

Before sending to the client, check:

Completeness. Are all items from the layouts present in the specification?
Price accuracy. Have any prices changed since you sourced them?
Availability. Are the products in stock? If not, is an alternative listed?
Images. Does every item have a photo?
Math. Is the total cost calculated correctly?

Step 5: Get client approval

Send the specification to the client in a convenient format:

PDF — for formal presentation when a polished document is needed
Online link — for interactive review and commenting
Excel — if the client wants to edit or analyze the data independently

Ask the client to review each item and mark it:

✓ Approved
✗ Needs replacement
? Needs discussion

After receiving feedback, make changes and repeat the cycle until all items are approved.

Step 6: Proceed to procurement

Once the specification is fully approved by the client, use it as a checklist for procurement. For each item:

Contact the supplier or place an order online
Record the order number
Track delivery status

A well-structured specification makes this process straightforward and minimizes ordering errors.

How long does it take

For an average project (apartment of 80–120 m², 4–6 rooms) creating a specification takes:

Manually in a spreadsheet: 15–25 hours
With AI parsing (Dora): 5–10 hours

The difference lies in the time spent manually copying product data, formatting the spreadsheet, and generating a PDF. A specialized tool automates this routine.

Tips from practitioners

Build a product library. If you use the same sofa across multiple projects, save it to a library so you don't have to search for it again.
Document alternatives. For key items, always have a backup option in case the primary product goes out of stock.
Update prices before every send. Prices change — verify them before showing the specification to the client.
Use a single currency. Convert all prices to one currency for easier budgeting.