---
title: "FF&E Specification Template: What It Must Include"
date: 2026-10-22
lang: en
url: https://archiboard.design/blog/ffe-specification-template
---

# FF&E Specification Template: What It Must Include

An FF&E specification template is a table where every piece of furniture, fixture and equipment gets one row and the same set of fields: what exactly it is, which variant, how many, from which supplier, and when it must be on site. A good template lets a procurement manager, a contractor and a client read the same row and reach the same conclusion without a phone call. Below are the fields that matter, a way to build the template step by step, an example row and a checklist to run before you issue the document.

## What an FF&E specification must include

Think of each row as a purchase order in waiting. If someone could order the item from that row alone, the row is complete. Group the fields into blocks so that the template stays readable as it grows.

| Field group | Fields | Why it matters |
| --- | --- | --- |
| Identification | Item code (for example LT-01, SF-02), room, category, short name | Everyone refers to the same item in drawings, emails and orders. |
| Product definition | Brand or manufacturer, model, SKU, product link, photo | Prevents a similar-looking substitute from being ordered. |
| Variant | Colour, material, finish, fabric or grade, options such as left or right configuration | The right model in the wrong finish is still a wrong delivery. |
| Dimensions and technical data | Width × depth × height, packaging size, weight if relevant, power, water or fixing requirements | Checks fit, access routes and coordination with the contractor. |
| Quantity | Net quantity, unit, reserve, pack size, quantity to buy | Separates what the room needs from what must be ordered. |
| Commercial | Supplier, unit price, currency, discount, quote reference and validity | Connects the specification to the budget. |
| Schedule | Lead time, order-by date, planned delivery, status, responsible person | Shows what must be ordered first and who is accountable. |
| Notes | Alternatives, compliance or certification requirements, care instructions, warranty | Keeps decisions and constraints attached to the item. |

### Fields you can leave out of the client version

Keep one master template, but issue two views. The client and contractor version shows identification, product definition, variant, dimensions, quantity and delivery dates. The internal version adds purchase price, discount, markup and supplier terms. If both live in one table, hiding columns is safer than maintaining two separate files that drift apart.

## How to build the template step by step

1. **Fix the item code logic first.** Use a prefix for the category and a running number, for example SF for seating, LT for lighting, TL for tile. Codes must not change when a room is renamed or items are moved.
2. **Decide the grouping.** Most studios group by room for the client and by category or supplier for procurement. Put room and category in separate columns so that one table can be sorted both ways.
3. **Add the product definition block.** Require brand, model and SKU for every row. If the item is custom-made, write “custom” in the model field and refer to a drawing number instead.
4. **Split quantity into three columns.** Net quantity (what the room needs), reserve (cutting, breakage, future repairs) and quantity to buy (net plus reserve, rounded up to whole packs). One column called “Qty” hides the logic and causes shortfalls.
5. **Add lead time and an order-by date.** Order-by date = required date on site − transit time − production or stock lead time − a buffer. The buffer is your own choice; two weeks is a common working figure for imported goods, but it depends on the supplier.
6. **Add a status column with a fixed list.** For example: needs approval, approved, ordered, in transit, delivered, accepted, installed, rejected. A fixed list allows filtering, such as “everything approved but not yet ordered”.
7. **Reserve space for alternatives.** Add a column or sub-row for a cheaper or faster option. The client will ask for one on the most expensive items, and it is easier when the structure already exists.
8. **Test the template on one real room.** Fill in a complete room, then ask a colleague who did not work on it to find any item, its supplier and its order-by date. Fix the columns that slow them down.

## An example row and the right level of detail

The values below are illustrative only. They show how detailed one row should be.

| Field | Example value |
| --- | --- |
| Code / room | LT-03 / Dining room |
| Product | Pendant lamp, brand X, model “Arc 60”, SKU 123-456 |
| Variant | Brushed brass, opal glass, cable length 2.5 m |
| Dimensions | Ø 600 × H 280 mm; packaging 650 × 650 × 350 mm |
| Technical | Dimmable driver, ceiling box fixing, 230 V |
| Quantity | 3 pcs net, 0 reserve, 3 to buy |
| Price | 420 EUR per piece, 1,260 EUR total |
| Lead time | 8 weeks production + 1 week transit |
| Status | Approved |
| Note | Alternative: model “Arc 45”, 310 EUR, in stock |

### Detail by item type

- **Loose furniture:** exact model, upholstery or finish code, overall dimensions, seat height where it matters, leg or base options.
- **Lighting:** light source type, colour temperature, dimming method, fixing type, cable or rod length, driver location.
- **Surface materials (tile, flooring, wallpaper):** collection, colour, batch if the supplier uses batches, pack size and reserve percentage.
- **Built-in and custom items:** drawing number, material and finish list, hardware, and a field for site measurement date. The specification cannot be final before the measurement.
- **Equipment and appliances:** model, connection requirements, installation space and ventilation, and the supply scope (what is included in the box).

### Quantity example for surface materials

Example: a floor of 38 m² net, 10% reserve. Required: 38 × 1.10 = 41.8 m². One pack covers 1.44 m², so 41.8 / 1.44 = 29.03, which means 30 packs. Quantity to buy: 30 packs = 43.2 m². The specification should show 38 m², 10%, 1.44 m² per pack and 30 packs, so any reader can repeat the calculation.

## Check the specification before issuing it

Run this check on the whole table, not on a few random rows. Most errors repeat across rows because they come from a gap in the template.

- Every row has a unique code, a room and a category.
- Every row has brand, model or SKU, and a link or a drawing reference.
- Finish, colour and material are written out, not “as in the render”.
- Dimensions are given in one unit system across the document.
- Quantity to buy is a whole number of packs or pieces.
- Every row has a supplier, a price with currency and a lead time.
- Order-by dates are calculated and the earliest ones are visible at the top of the procurement view.
- Items with long lead time (custom, imported, made to order) are marked.
- Rows waiting for measurement or client approval are clearly flagged.
- Totals per room match the budget agreed with the client.
- The client version contains no purchase prices, discounts or markup.

### Common mistakes

- Writing a product name without a SKU, so the supplier has to guess the variant.
- Using one quantity column for both net need and order quantity.
- Mixing currencies in totals without stating the conversion.
- Leaving delivery dates empty until the order is placed, which hides the purchases that are already late.
- Changing an approved row without a note, so nobody knows which version the client signed.

## How to do it in ArchiBoard

1. Open the project and go to Estimates. If your specification already exists in Excel, CSV, PDF or Google Sheets, click “Import”, upload the file or paste the sheet link, and check what each column means. Details are in the [import guide](/help/estimate-import).
2. To add a new item, click “Add item”, paste the product link and click “Auto-fill”. The name, photo, price and currency, brand, SKU, dimensions, availability, delivery time, packaging and unit are pulled in. Check the fields and click “Save item”.
3. In the item card, enter the net quantity, the reserve in percent and “Pieces per package” or “m² per package”. The “Qty” column then shows how much to buy in whole packages.
4. For a cheaper or faster option, open “Item details” → “Add analog”. The alternative appears as a branch under the main item.
5. Open “Vendor & payment” on the row to set the supplier and the planned delivery and installation dates.
6. Switch “Estimate view mode” to “Specification”, which shows what and how much without internal finances. Use “Group by” → “By room” or “By category”, and “Preliminary” or “Approved” to show only what is agreed.
7. Open the “By order priority” view to see which items must be ordered first.
8. Click “Export to PDF”, choose the rooms in “Rooms”, turn prices and photos on or off, and click “Download PDF”. Internal figures such as purchase price, markup and profit are not included in the client PDF.

More about the estimate screen: [estimates and specifications](/features/estimates) and the [help chapter on estimates](/help/estimates). For order deadlines across the whole project, see the [procurement timeline](/features/procurement-timeline).

## FAQ

### What is the difference between an FF&E schedule and an FF&E specification?

In practice the terms overlap. A schedule is usually a compact list of items by room with codes and quantities. A specification adds the detail needed to buy and check the item: exact variant, dimensions, technical requirements, supplier and notes. If your table can be used to place an order, call it a specification.

### Should the specification include prices?

The internal version should, so that you can track budget and margin. The client version may show only the client price or no prices at all, depending on the agreement. Keep purchase price, discount and markup out of any document that leaves the studio, and issue both versions from one master table.

### How detailed should dimensions be?

Give the overall width, depth and height for every item, plus packaging size for large pieces, because packaging decides whether the item passes through doors and lifts. Add weight, seat height, clearances or fixing points only where they affect installation or comfort. Use one unit system throughout the document.

### Do I need alternatives in the specification?

For items with a long lead time or a high price, yes. Record one alternative with its own price and delivery time, so the client can choose quickly and the project does not stall. For simple, low-cost items an alternative is optional and can be added only when the client asks for it.

### How should I handle changes after client approval?

Do not overwrite approved rows silently. Change the row, note the reason and the date, and tell everyone who works from the document. If the change affects price or delivery, update the totals and the order-by date at once. A clear change record protects you in any later discussion about what was agreed.