Free FF&E Schedule Template (CSV)

TL;DR: Download the FF&E schedule template (CSV) — free, no email required. It carries the 24 columns a real project needs, with list price, trade discount, trade cost, markup and client price as separate fields so your margin stays visible internally without ever being exposed to the client. Four worked example rows show the arithmetic. Opens in Excel, Google Sheets or Numbers, and imports into most studio platforms.

What’s in it

The template is built around one structural decision that most free schedules get wrong: there is no single “price” column.

A design schedule has to carry two prices and the maths between them:

Field	What it holds
Unit List Price	What the item costs at retail
Trade Discount %	Your rate at that supplier, on that account
Unit Trade Cost	List × (1 − discount)
Markup %	What you add
Unit Client Price	Trade cost × (1 + markup)
Line Client Total	Client price × quantity

Collapse those into one column and you are forced either to show the client your margin or to keep the real numbers in a second file — which is how schedules and budgets start disagreeing.

The full column set:

Identification — Ref · Room · Phase · Category Product — Item · Brand · Supplier · SKU/Model · Finish/Colourway Physical — Width · Depth · Height (mm) · Qty Commercial — Unit List Price · Trade Discount % · Unit Trade Cost · Markup % · Unit Client Price · Line Client Total Operational — Lead Time (weeks) · Status · Vendor Account · Source URL · Notes

Two of those deserve a note.

Source URL is the one people leave out and regret. A schedule line you can verify against the supplier in one click is worth considerably more than one you have to trust, and it makes the difference when a price is queried six weeks later.

Vendor Account matters because trade rates are not one number per studio. They differ by supplier, and often by account within the same supplier. Recording which account a line was priced against is what makes the discount column auditable.

The three formulas

CSV cannot carry formulas, so add these once after opening the file:

1. Unit Trade Cost = List Price × (1 − Discount%)
2. Unit Client Price = Trade Cost × (1 + Markup%)
3. Line Client Total = Client Price × Qty

The example rows already have the arithmetic worked through — a £3,200 sofa at 30% trade and 35% markup gives £2,240 cost and £3,024 client price — so you can check your formulas reproduce those figures before trusting them on real numbers.

On rounding. Decide once whether the line total multiplies the rounded client price or the full-precision one, and apply it consistently. The difference is pennies per line and pounds across a project, but a client who adds up your column and gets a different answer will query the whole schedule. The example rows here are chosen so every derived figure is exact at two decimal places, which sidesteps the question entirely — worth doing with your own markup percentages where you can.

Then add a sum of Line Client Total grouped by room and by phase. That is your budget view, and because it derives from the lines it cannot drift.

Status values worth using

The Status column is where a schedule stops being a list and becomes a project tracker. Use the procurement lifecycle rather than an ad-hoc set:

Specified → Approved → Ordered → In Transit → Delivered → Installed → Invoiced → Paid

The reason to use all eight rather than three: the gap between Ordered and Invoiced is where budget overruns hide. Money committed by a purchase order is no longer available to you even though it has not left the account, and a studio tracking only paid invoices believes it has headroom that has already been spent.

When this template stops being enough

Honestly — it will, and it is worth knowing the sequence so you recognise where you are.

1. Images. Product photos never sit properly in cells. This breaks first, usually immediately.
2. Versions. The day a second person edits the file, whoever saves last wins, silently.
3. The approval trail. The client approved the dining chairs somewhere in an email thread, not against the line.
4. The document connection. Proposals, purchase orders and invoices get rebuilt by hand, so every change costs three edits.
5. Formulas. Someone inserts a row and a total quietly stops including it.

The practical thresholds are about fifty line items or the second editor, whichever comes first. Below both, this template is genuinely all you need and buying software is not obviously worth it. Above them, the reconciliation work starts exceeding what the flexibility buys you — how to stop using spreadsheets covers the migration, and FF&E specification software compares what to move to.

If you do move on

The column structure here is deliberately close to what studio platforms expect, so this file imports cleanly into most of them and you are not starting from a blank schedule.

For what it is worth: Atelier — our product — is built around removing the capture step this template still requires you to do by hand. You clip a supplier page with the Chrome Product Clipper and the name, brand, price, dimensions, finish and lead time land on a schedule line with the source URL attached, instead of being typed. Proposals and invoices then generate from that schedule rather than being rebuilt. It is $39 per seat per month billed annually, with a free trial and no card.

It does not pick your products or design for you, it does no 3D rendering, and it is not an accounting system — your books stay in QuickBooks or Xero.

But use the spreadsheet first. If it covers your projects, keep the money.

Disclosure: Atelier is our product. The template is free, requires no email address, and is deliberately built to be useful on its own and to export cleanly if you move to any platform, including a competitor’s.

Download the FF&E schedule template (CSV)