Client Brief to FF&E Schedule Draft

---
name: interior-designers-ffe-schedule
description: "Use when a designer pastes a room brief and asks for an FF&E schedule draft with sizing calculations, budget allowances, reuse status, and lead-time checks."
---
# Client Brief to FF&E Schedule Draft

## What it does
Turns a single-room client brief into a draft furniture, fixtures, and equipment (FF&E) schedule for professional review. Includes every requested item and retained piece, sizing calculations where supported, proportional budget allowances, and order-by calculations where quoted lead times permit. It does not select products, establish prices, or confirm compliance.

## Inputs it expects
- Room use, dimensions, units, ceiling height, and known doors, windows, or other constraints.
- Requested items and quantities.
- Users, relevant accessibility needs, children, and pets; omit identifying details.
- Likes and dislikes, including materials, colors, finishes, and styles.
- Total budget, currency, and scope: purchases, tax, freight, installation, fees, and contingency.
- Install date and quoted lead times, including calendar/business-day basis and what starts the lead time.
- Existing pieces to keep, quantities, dimensions, condition, and work needed.
- Project type and jurisdiction; a full street address is not needed.
- Optional: tag convention, rug border, clearances, budget allocations or weights, and planning buffer.

Ask once in a consolidated list for missing or conflicting inputs. If instructed to proceed, mark gaps "MISSING — confirm" and list them under Questions for the client; never guess source facts. Missing budget or scheduling inputs prevent completion of those checks, not preparation of the rest of the draft.

## Procedure
1. Extract the brief's figures and constraints without changing them.
   - Copy quantities, dimensions, total budget, currency, dates, lead times, and units exactly.
   - Show conversions separately; flag ambiguous dates, units, or conflicting figures.
2. Create an inventory of every requested item and every existing piece to keep.
   - Give each entry a unique tag using the supplied convention or sequential tags.
   - If a retained piece explicitly fulfills a request, use one row and identify both roles.
   - Otherwise retain both entries and ask whether reuse replaces the requested purchase.
3. Create a schedule row for each inventory entry.
   - Enter tag, item, quantity, target size, material/performance notes, allowance, lead-time check, and status.
   - Use status "new" or "existing-reuse"; if unresolved, write "MISSING — confirm status."
   - Mark retained pieces "existing-reuse"; flag missing quantities or measurements rather than assuming them.
4. Apply likes and dislikes before writing material notes.
   - State "Excluded per client: …" under Design intent and repeat exclusions in affected rows.
   - Do not propose disliked materials, finishes, or styles.
   - For conflicting requests, retain a neutral row with "HOLD — client conflict" and ask for resolution.
5. Enter target sizes only when supported by supplied dimensions and sizing criteria.
   - For a rug with a supplied border: length = room length − 2 × border; width = room width − 2 × border.
   - Show substitutions, results, and units in the target-size cell.
   - For other derived sizes, show the supplied constraints and arithmetic.
   - Without necessary measurements or criteria, write "MISSING — designer to size."
   - Flag nonpositive results and known circulation/opening conflicts; never call a target size a confirmed fit.
6. Translate users and pets into relevant row-specific requirements to verify.
   - For children, consider rounded/eased edges and stability; state these as requirements to verify.
   - For pets or frequent spills, require suitable cleanability and durability; request manufacturer evidence.
   - Never imply an unspecified product has a property or satisfies an accessibility requirement.
7. Fill every allowance cell using a disclosed proportional allocation of the client's stated total.
   - Restate total, currency, and scope exactly; label every amount "allowance — estimate, confirm with quotes."
   - Honor client-supplied allocations or weights. Flag allocations that exceed the total or conflict.
   - Record fixed allocations and explicit reserves separately; subtract them from the total before splitting the balance.
   - For unallocated item rows, use supplied weights; otherwise propose equal weight per row, clearly labeled provisional.
   - Compute allowance = remaining balance × row weight ÷ sum of remaining weights; show arithmetic and each allocation as a percentage of the original total.
   - Include reuse rows: their provisional allowance covers possible handling/work, not a product price; ask for confirmation.
   - Use zero only for a client-confirmed no-cost row; label it with the same allowance wording and show 0%.
   - Round consistently to currency precision; assign any rounding remainder to the largest eligible allocation and disclose it.
   - Reconcile item allowances plus separately labeled reserves to the client's total without double counting.
   - Never leave cells blank or write "none." If total, currency, or allocation conflicts prevent calculation, write "allowance — estimate, confirm with quotes; MISSING — [input]" and ask.
   - List uncertain coverage of tax, freight, installation, fees, and contingency; a reconciled split does not prove affordability.
8. Calculate a concrete order-by date from the install date and the longest quoted lead time.
   - Inventory quoted durations by tag, including work on reuse pieces; flag every unquoted item.
   - Confirm duration basis and start/end conditions; do not assume production time includes transit or installation.
   - For calendar weeks, show weeks × 7 = calendar days. For business days, require the applicable working-day/holiday calendar.
   - Identify the longest comparable quoted duration and its tag; show order-by = install date − longest quoted duration = [YYYY-MM-DD].
   - Put that shared deadline in each applicable row, alongside its own quoted duration or missing-data flag.
   - If any duration is missing or excludes necessary stages, label the date provisional and name the unresolved dependencies.
   - If a buffer is supplied, also calculate install date − longest duration − buffer = recommended order date.
   - If the verified current date is later than the deadline, flag "AT RISK — calculated order-by date has passed; confirm feasibility."
   - If the install date, lead times, basis, or calendar is insufficient, show the formula and "MISSING — order-by date pending"; ask rather than invent a date.
9. Build a tag-specific Specs to verify list.
   - Address flammability, abrasion/double rubs, cleaning codes, and slip resistance for each relevant material/use.
   - Request manufacturer data and test-method context; never present a rating or compliance conclusion as verified fact.
   - For apparently inapplicable categories, state the reason for professional review; do not silently omit them.
10. Produce the six sections below in order.
    - List all missing inputs and conflicts under Questions for the client.
    - Separate client decisions from manufacturer/vendor checks and responsible-professional verification.
11. Reconcile before returning the draft.
    - Check every request and retained piece against the inventory; check quantities, statuses, exclusions, and sizing arithmetic.
    - Check allowance labels, proportional calculations, reserve treatment, and total reconciliation.
    - Check date subtraction, duration basis, missing quotes, and provisional warnings.
    - Remove invented product identities, prices, ratings, compliance claims, and citations.

## Output format
```markdown
## Design intent
[Use, users/pets, likes, requirements. Excluded per client: …; unresolved conflicts: …]
## FF&E schedule
| Tag | Item | Qty | Target size (calculation if derived) | Material / performance notes (verify) | Budget allowance | Lead-time check / order-by | Status |
|---|---|---|---|---|---|---|---|
| [tag] | [item] | [qty or MISSING] | [size/calculation or MISSING] | [requirements/exclusions] | [amount; allowance — estimate, confirm with quotes; %] | [quoted duration; date/calculation reference or MISSING] | [new / existing-reuse / MISSING] |
## Budget check
Client total: [exact amount/currency]. Scope: [supplied scope and gaps].
[Fixed allocations/reserves; balance; weights; line calculations; percentages; rounding.]
[Item allowances + reserves = total, or unresolved calculation blockers.]
[All allocations are allowances — estimates, confirm with quotes; uncertain cost coverage.]
## Lead-time check
[Quoted durations by tag, basis, conditions, and missing quotes.]
Longest quoted: [tag/duration]. Order-by = [install] − [duration] = [date, or MISSING].
[Buffer calculation, dependencies, provisional warning, and risk flag where applicable.]
## Specs to verify
[By tag: manufacturer evidence for all four categories; nonapplicability reasons for review.]
## Questions for the client
[Client decisions/missing inputs; separately identify vendor and professional checks.]
```

## Hard limits
- Never invent products, names, model numbers, prices, availability, lead times, ratings, statistics, or compliance claims.
- Do not add legal citations, article numbers, named regulators, URLs, or unsupported dates. Supplied project dates and explicitly calculated scheduling dates are permitted.
- No official AI-specific guidance was verified for this profession; check with your licensing body or regulator. No official sources are supplied for citation.
- Fire/flammability codes for furnishings depend on project type and jurisdiction; the designer confirms them.
- A licensed professional where required, or the responsible professional, must verify measurements, fit, circulation, applicable accessibility requirements, manufacturer evidence, budget scope, quotes, and procurement timing.
- UK/AU practitioners must verify local requirements; do not assume US requirements apply.
- Contract and procurement terms are the studio's; do not invent or assume them.
- Never silently omit requests, specify disliked features, or present an incomplete budget/date check as complete.
- Privacy: de-identify briefs, removing names, addresses, access codes, and identifying image metadata; use only studio-approved tools and the minimum necessary information.
- Before issue or procurement, see references/checklist.md.

## Example
Input (fictional):
```text
Sample Room: 12 × 16 ft; requests 1 rug with a 2 ft border on every side.
Keep 1 wood side table, 20 × 20 × 22 in; refinishing quote: 3 calendar weeks to completion.
One dog; likes blue; dislikes velvet. USD 1,200 all-in; allocation weights rug 3, table 1.
Install 2027-03-15; rug quote: 8 calendar weeks from order to delivery. Proceed with gaps flagged.
```
Output (abbreviated):
```markdown
## Design intent
Blue; dog-related cleanability to verify. Excluded per client: velvet.
## FF&E schedule
| Tag | Item | Qty | Target size | Notes (verify) | Budget allowance | Lead-time check / order-by | Status |
|---|---|---|---|---|---|---|---|
| 01 | Rug | 1 | 12−2×2 = 8 ft; 16−2×2 = 12 ft | No velvet; cleanability and slip resistance required | USD 900; allowance — estimate, confirm with quotes; 75% | 8 calendar weeks; provisional 2027-01-18 | new |
| 02 | Wood side table | 1 | 20 × 20 × 22 in supplied | Refinish; cleanable finish required | USD 300; allowance — estimate, confirm with quotes; 25% | 3 calendar weeks; provisional 2027-01-18 | existing-reuse |
## Budget check
USD 1,200 all-in: 1,200×3/4 = 900; 1,200×1/4 = 300; sum = 1,200. Tax/freight/install coverage unconfirmed.
## Lead-time check
01 longest: 8×7 = 56 days; 02: 3×7 = 21 days. Order-by = 2027-03-15 − 56 days = 2027-01-18; provisional pending installation needs and refinishing start conditions.
## Specs to verify
01: manufacturer flammability, abrasion/test method, cleaning guidance/code, slip data. 02: finish cleaning data; furnishing flammability applicability for designer review; upholstery double rubs/cleaning codes and walking-surface slip data appear inapplicable to wood table.
## Questions for the client
Client: project type/jurisdiction, cost coverage, installation needs/buffer? Vendor: refinishing start conditions? Professional: fit, data applicability, and fire requirements?
```