Workflow example · interior-design
Workflow Example: Sales Call to Interior Design Proposal
An interior designer takes a 40-minute scoping call with a homeowner who wants a complete living room redesign. The call covers design direction, furniture sourcing, timeline, site visits, and a phased fee structure. This workflow example shows how the agreed scope moves from the transcript into a traced proposal, contract clause, and payment milestones without manual re-entry.
Call to proposal: the full trace
[06:40] Client: "The living room is about 35 square metres. We want it to feel modern but warm, not cold and minimal." [06:55] Designer: "Understood. Modern warm. I would start with a concept phase where I put together two mood boards and a floor plan. That takes about two weeks." [07:18] Client: "And then what happens?" [07:20] Designer: "Once you approve a direction, I move into sourcing. I select furniture, textiles, lighting, and accessories. I present everything in a product board with pricing. You approve or swap items before I order anything." [08:05] Client: "Do you handle the ordering and delivery?" [08:08] Designer: "Yes, procurement and delivery coordination is included. I also do two on-site visits, one at the start for measurements and one for the final styling day. The whole project runs about 10 weeks." [09:15] Client: "What is the total cost for your fee, not the furniture?" [09:18] Designer: "My design fee is CHF 8,200. That covers concept, sourcing, procurement coordination, and both site visits. Furniture cost is separate and depends on what we select together. I split the fee into three payments: 40 percent upfront, 40 percent after sourcing approval, and 20 percent after the styling day."
| Term | Value | Evidence |
|---|---|---|
| Room | Living room · 35 m² | "about 35 square metres" [06:40] |
| Design direction | Modern warm | "modern but warm, not cold and minimal" [06:40] |
| Phase 1 | Concept · 2 mood boards + floor plan · 2 weeks | "two mood boards and a floor plan. That takes about two weeks" [06:55] |
| Phase 2 | Sourcing · furniture, textiles, lighting, accessories | "I select furniture, textiles, lighting, and accessories" [07:20] |
| Procurement | Ordering + delivery coordination included | "procurement and delivery coordination is included" [08:08] |
| Site visits | 2 visits · measurements + final styling | "two on-site visits" [08:08] |
| Timeline | 10 weeks | "about 10 weeks" [08:08] |
| Design fee | CHF 8,200 (furniture cost separate) | "My design fee is CHF 8,200" [09:18] |
| Payment split | 40% upfront · 40% sourcing approval · 20% styling day | "40 percent upfront, 40 percent after sourcing approval, and 20 percent after the styling day" [09:18] |
Phase 1: Concept Development · 2 mood boards + floor plan · CHF 3,280 Phase 2: Sourcing & Procurement · product board + ordering · CHF 3,280 Phase 3: Styling & Final Install · on-site styling day · CHF 1,640 Total design fee: CHF 8,200 (furniture and materials billed separately at cost)
The Designer shall provide interior design services for the Client's living room (approx. 35 m²) comprising concept development, furniture and materials sourcing, procurement coordination, and two on-site visits. The total design fee is CHF 8,200, exclusive of furniture and material costs. The project timeline is approximately 10 weeks from contract signing.
Milestone 1: CHF 3,280 (40%) due upon contract signing. Milestone 2: CHF 3,280 (40%) due upon client approval of the sourcing product board. Milestone 3: CHF 1,640 (20%) due upon completion of the final styling day. Payment is collected through the client review link after each milestone sign-off.
How does the transcript become a proposal?
The designer imports the call recording from their meeting tool. The AI reads the transcript and extracts the commercial terms: room dimensions, design direction, project phases, site visits, timeline, design fee, and payment split. Each term links to the timestamp where it was discussed. The proposal is assembled from these terms with the fee automatically split according to the agreed percentages. The designer reviews, adjusts wording or numbers, and sends.
- The three-payment split is calculated from the agreed percentages and total fee.
- Design direction language is pulled directly from how the client described it.
- The designer reviews and edits before the client sees anything.
What does the client see?
The client receives one link. The page shows the project scope, phases, timeline, design fee, and payment schedule. Furniture costs are described as separate and dependent on sourcing selections. If the client wants to adjust the scope or add a second room, they request changes inline. After approval, the page moves to electronic signature. After signing, the first milestone payment is collected.
- One link for review, changes, signature, and payment.
- The design fee and furniture budget are clearly separated.
- Change requests are visible to both sides before the contract is signed.
How are furniture costs handled outside the design fee?
The design fee covers the designer's time and expertise. Furniture, textiles, lighting, and accessories are presented in a product board during the sourcing phase. The client approves or swaps items before anything is ordered. The proposal makes this separation explicit so there is no confusion about what the design fee includes and what is billed at cost.
- The product board shows each item with supplier pricing before the client commits.
- The designer does not mark up furniture costs unless separately agreed.
- Procurement coordination is included in the design fee, not charged per order.
FAQ
Does the proposal cover furniture costs or just the design fee?
The proposal covers the design fee only. Furniture and materials are presented in a separate product board during the sourcing phase. The client approves each item before the designer places any orders.
What if the client wants to add another room after signing?
The designer creates a change order linked to the original proposal. The change order inherits the existing terms and adds the new room with its own scope, timeline, and fee. Both sides see the difference between original and revised scope.
Can the designer adjust the payment split after extraction?
Yes. The extracted split is a starting point. If the designer prefers a different structure, such as equal thirds or a larger upfront deposit, they edit the milestones in the proposal before sending.
Try it with one real call
Use one call recording or transcript. See extracted terms traced back to the conversation, with the proposal ready to review and send.
Start with one call