FF&E schedule
template.

The three columns that decide whether it survives

Most schedules are structurally fine and practically useless after month three, and it is nearly always the same three columns that did it.

The reference changes. Someone renumbers to make the drawings tidy, and now the board, the schedule and the client email are all describing different sofas. Set the reference once and treat it as immutable, even when the numbering ends up ugly.

The link is missing. A supplier name and a product code is a search. A URL is a click. When a piece is discontinued or a client asks for a second one two years on, the link is the difference between five minutes and an afternoon.

The lead time is the quoted one. Build a programme on quoted lead times and you will be late. Record what actually happened, per supplier, and the second project runs on real numbers. The supplier list template has a column for exactly that.

What is in it

Ref

Keep it stable. It is what appears on drawings, on the board, and in the phone call six months later about replacing one.

Room and Zone

Two columns, because a drawing room has a seating zone and a fireplace zone and they get specified at different moments.

Item and Description

The short name and the full specification. Write the specification as though the person ordering it has never seen the scheme.

Supplier and Product code

Both. A code without a supplier is a riddle.

Finish or colourway

The named finish, not "the pale one".

Dimensions in millimetres

One unit throughout, always. Mixed units in a schedule is how a sofa arrives that does not fit.

Qty, Unit cost ex VAT, Trade disc %

You enter these three.

Net unit and Line total

Formulas. Leave them alone. Net unit applies the discount, line total multiplies by quantity, and the foot of the sheet sums it.

Lead time and Order by

Work backwards from install using the lead time you have actually experienced from that supplier, not the one on their website.

Status

Proposed, Specified, Approved, Ordered, Delivered, Discontinued, Rejected. Preset as a dropdown.

Product URL

The single most valuable column, and the one most schedules leave out. A row without a working link is a memory. A row with one is an order waiting to happen.

Notes

The caveat. Confirm the castor finish. Check the arm height against the window reveal.

Where the spreadsheet ends

A schedule is a record of decisions already made. It is very good at that and you should keep one whatever else you use. What it cannot do is help you make the decisions, because by the time something reaches a schedule you have already found it, compared it and chosen it, and none of that work lives here.

That earlier stage is what VADE is for: saving anything you find in one click, finding it again by colour and putting a client-ready board on a link before a single line of the schedule gets written. It is not a procurement suite and never will be. Related reading: how to organise your interior design materials.

Questions, answered.

Is it really free, and is there an email wall?

Free, and no. The download is a direct link to the file. Nothing to sign up for, nothing to unsubscribe from later.

What is an FF&E schedule, exactly?

Furniture, fixtures and equipment: the document listing every loose and fitted item a scheme specifies, with its supplier, code, finish, dimensions, quantity, cost and lead time. In UK practice it sits alongside the specification and the schedule of finishes, and it is what a contractor, a client and your future self all read.

Do the formulas survive Google Sheets?

Yes. Net unit and line total are plain arithmetic with an IFERROR wrapper, and the status and category dropdowns import as data validation. Some of the formatting flattens, which affects nothing.

Why is there a product URL column?

Because six months later you will need to reorder, replace or price-check something, and a supplier name plus a product code is a search. A link is a click. It is the cheapest column on the sheet and the one people most regret leaving out.

Does this replace procurement software?

No, and it is not trying to. It will not raise purchase orders, track deliveries, chase suppliers or reconcile invoices. If you need those, you need a procurement platform and it will cost considerably more than a spreadsheet. This is the document you write before any of that happens.

How do I stop it going stale?

Filter on Discontinued once a quarter and clear those rows out, or you will re-specify something that no longer exists. It takes ten minutes and it saves an afternoon.