Ever feel like quoting a design project is more stressful than picking the perfect shade of white? You’re not alone. Interior designers often get caught up in the creative side of things and overlook how crucial it is to nail the business details, especially when it comes to estimates.
The truth? Even one small mistake in your estimate can cost you a client, your time, or your profits. That’s why it pays to know what to avoid and how to tighten up your process.
Let’s walk through five of the most common quoting mistakes interior designers make, and more importantly, how to fix them.
1. Being Vague About What’s Included
Ever gotten to the end of a project and the client suddenly expects something that was never part of the plan? If your estimate wasn’t detailed enough, that one’s on you.
Many designers send quotes that are too general, “Design services for living room: $1000” kind of thing. But that leaves way too much room for interpretation. What exactly does that $1000 include? Is furniture sourcing part of it? What about installation day support?
The fix is simple: get specific. Break down your services so your client knows exactly what they’re paying for. Include things like consultation time, sourcing, digital mockups, shopping, and project management. The more you spell out, the fewer surprises (and awkward conversations) down the road.
And let’s be real, your clients will appreciate the transparency. It makes you look professional and helps them feel confident moving forward.
2. Not Customizing Estimates for Each Client
Look, templates are great. But if you’re sending the exact same quote format to every single client, it shows. Interior design is personal, and your estimate should reflect that.
Your clients want to feel like you understand their unique space, their vibe, and their needs. Using the same generic template every time doesn’t exactly scream “personalized service.”
Take a little extra time to tailor your quotes. Adjust the line items, address the client by name, and maybe even call out a detail from your consultation that shows you were paying attention. That level of customization builds trust, and sets you apart from the competition.
To make this process even smoother, consider using construction estimate templates that can easily be customized for each client. These templates can save you time by providing a solid structure while still allowing you to add personal touches and unique details. With a little tweaking, they ensure your estimates remain both professional and personalized.
3. Underestimating Labor and Time
We’ve all been there. You quote a project, thinking it’ll take 15 hours. Fast-forward and you’ve sunk 40 hours into it, unpaid.
Design work isn’t just about what you put on the walls. There’s behind-the-scenes effort: chasing vendors, solving logistical hiccups, wrangling furniture deliveries, and answering late-night emails from stressed clients.
If you’re not accounting for all the non-glamorous admin and coordination time, your quote’s going to fall flat. And that’s not just bad for your bank account, it’s draining.
Start tracking your time. Seriously. Use a timer or jot it down manually, whatever works. Over time, you’ll get a much clearer picture of how long things really take. Then, build in some buffer time in your estimates for the unexpected. Because let’s face it: there’s always something unexpected.
4. Failing to Communicate Payment Terms Up Front
Here’s where things get dicey. You deliver a beautiful design, only to find out your client thinks they have 90 days to pay. Meanwhile, you’re stuck waiting on a deposit to order that dreamy velvet sectional.
This is one of the biggest pain points interior designers face. Why? Because payment expectations weren’t clearly defined from the get-go.
Don’t leave this up to chance. Your estimate should clearly state your payment schedule, what’s due when, how payments should be made, and what happens if someone’s late. Deposits, milestones, final payments, get it all in writing.
And it doesn’t have to sound stiff or cold. You can keep it friendly and firm. A simple line like, “A 50% deposit is required to begin sourcing, with the balance due prior to installation” gets the job done.
Setting expectations early protects you and your client. Everyone knows what to expect, and there’s no awkwardness when it’s time to talk money.
5. Sending Unprofessional or Inconsistent Estimates
You’re all about aesthetics, right? So why send your clients an Excel sheet that looks like it was whipped up in 2002?
Your estimate is often the first impression of your business (not just your design style). If it’s riddled with typos, inconsistent formatting, or poor math, it sends the wrong message.
A sloppy estimate makes clients wonder: If they can’t organize a document, how will they organize my project?
Invest in a clean, branded template that reflects your design style. Better yet, use digital tools that automate estimates by auto-calculating totals, applying taxes, and keeping things consistent.
It saves you time and makes you look like the polished pro you are.
Final Thoughts: Turning Quotes into Confidence
Quoting doesn’t have to be the thing you dread. With a few adjustments, it can actually become one of your business’s strongest assets.
When you present a detailed, personalized, and professional estimate, clients trust you more. They’re less likely to question your pricing, more likely to book you, and way more prepared for what’s to come.
So the next time you’re staring at a blank quote, wondering what to include, ask yourself: Would I feel confident hiring me based on this estimate?
If the answer’s not a resounding yes, take a step back, revisit these tips, and tweak your process. Your future self (and your bottom line) will thank you.
