Taking on bigger projects without solid procurement systems in place is the biggest mistake Elizabeth Kelly sees design studios make. Learn why procurement professionals are one of the most overlooked roles in interior design, how organized procurement systems instantly elevate your credibility with clients, and what "winging it" actually costs your studio. Discover the warning signs that you need help, when to hire versus outsource, and why having an effective procurement process and software is non-negotiable for sustainable growth.
Nancy Quinn (Ganzekaufer) coaches residential interior designers through The Profit Insider Academy. Here's what she sees designers get wrong about pricing, sales, and building a truly profitable practice.
There's a pattern Elizabeth Kelly sees over and over again. A design studio lands a bigger, more complex project—the kind they've been working toward—and suddenly everything falls apart.
Not because they can't design it. Not because clients don't trust them. But because they tried to scale without putting solid procurement systems in place first.
A well-structured procurement strategy isn't just helpful, it's essential groundwork for sustainable growth.
Elizabeth KellyInterior Design Procurement Specialist
The biggest mistake studios make? Taking on larger projects without the infrastructure to support them. They assume they can figure it out as they go. That what worked for smaller projects will somehow work at scale.
It doesn't.
Elizabeth's advice to every studio is simple: establish strong foundations for your project and procurement systems right from the start—regardless of the size or scope of projects you're taking on.
It doesn't need to be complicated. Define clear parameters around procurement fees, markups on trade prices, and cash flow management. Implement effective procurement software. Set up the basics early, and you're preparing your business to handle larger, more complex projects with confidence when they come along.
Too often, procurement and project systems are treated as an afterthought—something that only gets attention once things start to feel chaotic. By then, the warning signs are obvious:
Senior designers or business owners spending excessive time placing and chasing orders. Uncertainty around profit margins (and in some cases, even losing money). An overall sense of being reactive rather than proactive.
Sound familiar?
Procurement is one of the simplest and most effective ways for studios to increase revenue while delivering a better client experience.
Elizabeth KellyInterior Design Procurement Specialist
Historically, there's been a real gap in the market for an effective procurement platform that goes beyond just generating purchase orders and saving supplier information.
Elizabeth recommends Programa to her clients as a 'one-stop shop' for all their procurement, project, and studio needs. So many designers are juggling multiple pieces of software while bombarding their clients with multiple emails and attachments. The right platform streamlines the entire project process from design through to delivery—elevating both the client and studio experience.
A well-structured procurement strategy isn't just helpful, it's essential groundwork for sustainable growth.
Elizabeth KellyInterior Design Procurement Specialist
An organized procurement system instantly elevates a studio's professionalism and credibility. It gives clients confidence that their project is being managed with care, precision, and transparency.
No matter the size or reputation of the studio, a streamlined system communicates that you're an established, experienced team that takes both design and delivery seriously.
Unfortunately, many studios still shy away from procurement altogether—either handing projects over at the design stage for clients to handle purchasing themselves, or managing procurement without making any profit from it.
It's not complicated. It just requires the right systems and software to manage the process efficiently and professionally.
A dedicated procurement professional is, in Elizabeth's opinion, one of the most widely overlooked roles in the interior design industry.
Too often, procurement responsibilities get passed to the most junior member of the team with little to no training. It's a huge oversight. The studios that prioritize including a procurement professional—whether full time, part time, or contractual—are usually the ones able to scale and grow most efficiently.
The necessity for a full-time member of staff usually comes down to how much time is being spent on procurement. If you've hired a designer who's spending all their time on procurement and little to no time designing, it's probably time to hire a dedicated procurement professional.
For smaller studios, procurement responsibilities often come in waves, and there isn't really a need for a full-time staff member. That's where The Procurement Studio can bridge the gap—acting as an extended member of the team on a contractual basis to cover procurement needs as an 'in house' service.
Regardless of whether you need a full-time staff member or contractual support, having an effective and efficient procurement strategy and software is non-negotiable.
Anyone who's worked in interior design long enough has some form of horror story about a procurement nightmare.
Elizabeth recalls placing a huge order with a custom furniture maker in Portugal who went dark a week before delivery was due. The company seemingly disappeared overnight, leaving them without key pieces of furniture right before installation.
The stress and panic of managing a situation like that haunts you.
Now, Elizabeth is incredibly cautious when placing orders with new suppliers. She always ensures credible referrals or testimonials from other design studios that she independently verifies, runs credit checks, and uses protected payment methods (like credit cards or PayPal).
Unfortunately, things do go wrong. And when you're placing hundreds of orders, human error can happen. With all her studios, Elizabeth strongly enforces a 'checks and balances' practice—a line-by-line cross-reference of all orders with another staff member to ensure any discrepancies are caught before they become an issue.
By setting up efficient systems early, you’re effectively preparing your business to handle larger, more complex projects with confidence and control
Elizabeth KellyInterior Design Procurement Specialist
The time and money saved from implementing a proper procurement system is almost impossible to quantify—the impact is that significant.
Not only does it create a clear opportunity to increase profit through trade discounts and procurement fees, but it also gives studios back one of their most valuable resources: time. That reclaimed time allows designers to focus on what they do best—design.
When procurement and project management are handled efficiently, the ripple effects are huge: happier clients, better reviews, and more referrals. And beyond that, the time saved from not constantly chasing orders or managing chaos means studios can take on more projects confidently, driving real, sustainable business growth.
Technology and AI are going to play an increasingly transformative role in design studio operations—and it's something we should be excited to embrace.
Automation is already a key part of the procurement systems Elizabeth helps studios implement, and she only sees that becoming more advanced and widespread.
The goal isn't to replace the human side of design, but to remove the friction from the operational side. The more we can streamline studio processes through tech and smart systems, the more time and headspace designers have to focus on what truly matters—creativity, innovation, and client experience.
A well-structured procurement strategy isn't just helpful, it's essential groundwork for sustainable growth.
Elizabeth KellyInterior Design Procurement Specialist
You can't scale chaos. You can only scale systems.
If you're taking on bigger projects, you need infrastructure that can handle them. Not an afterthought. Not a scramble. A solid foundation built before you need it.
Because the difference between a studio that grows sustainably and one that burns out isn't talent or ambition. It's systems.