- Per room
- 1
- Revision
- rev A
WHY FF&E GETS EXPENSIVE
FF&E is a coordination problem before it’s a purchasing one.
Six companies describe the same items in six different files. Every change is re-keyed by hand.
- 01
The spec book is a PDF. The truth is in five spreadsheets.
They drift apart from week two.
- 02
Quotes arrive as email attachments.
Three formats, compared by hand every time one changes.
- 03
The room mix changes in month four.
Every quantity and budget line is recalculated by hand.
- 04
“What did we approve, and at what price?”
The answer is buried in three email threads.
- Quantity
- 300 EA
- Finish
- rev C
- Quantity
- 296 EA
- Cost
- $384
- Quantity
- 290 EA
- Allowance
- $360
- Quantity
- 288 EA
- Finish
- rev B
- Quantity
- 310 EA
- Install
- wk 32
ONE RECORD · FF-1042 LOUNGE CHAIR
300 EArev C$384
WHY PROCESS AND AI, TOGETHER
AI alone improvises. Software alone is already legacy.
AI on its own.
Fast answers, but no rules, no shared record, no audit trail.
Software on its own.
The rules are there, but every report and follow-up is manual.
DesignProQ.
A defined process that holds the data and the approvals, with AI working inside it.
The process keeps AI honest. AI keeps the process fast.
THE PROCESS
From first sketch to delivered room. Six steps, one record.
Each step reads what the previous one produced. Nobody re-keys a number.
- 01
Design
Structure once, specify against it.
- 02
Source
Ask the market inside the project.
- 03
Approve
Three approvals that can’t be confused.
FF-1042Lounge chair- Design approvedDesign firm
- Client approvedOwner or brand
- Cost approvedPurchasing
- 04
Sell
Quote the owner from approved data.
- 05
Purchase
Purchase orders that can only hold what was approved.
PO-2207IssuedAtelier NordFF-1042300 EAUnit$384.00Total$115,200.00 - 06
Deliver
From ordered to installed.
FF-1042300 EA- Ordered
- Shipped
- Landed
- Delivered to site
Nothing bought twice. Nothing forgotten.
EVERYONE INSIDE
One project. Every company inside. Each in its own lane.
Owner & brand
Cost, price and margin, across the portfolio.
Never chases the current number.
Design firm
Specifies and approves the design.
Never sees your cost or markup.
Purchasing firm
RFQs, cost approval, purchase orders.
Never overrides a design or client approval.
Manufacturers
Their own RFQs, in their own portal.
Never see a competitor’s offer.
General contractor
Approved specs and quantities, by floor and room.
Never edits a spec or a document.
Your AI
The permissions of the person asking.
Never approves a cost.
AI IN THE PROCESS
AI that works inside the rules.
Ask in plain language, inside DesignProQ or from Claude and ChatGPT. The AI gets exactly the permissions of the person asking.
- Built-in assistant
- Claude and ChatGPT via MCP
- Can’t approve a cost. Every change recorded.
Which king-room items on floors 7–9 are approved but not yet on a PO?
Two items, across the 51 king rooms on floors 7–9:
- FL-3301Carpet2,244 SY
- LT-5008Desk lamp51 EA
Design, client and cost are approved on both. Neither is on a PO yet.
read with Dana’s permissionsALSO ASKED
- Compare the three offers on the lounge chair: cost, lead time, freight terms.
- Draft a follow-up to the manufacturers who haven’t answered the RFQ.
THE PROOF
Twelve more king rooms. One edit. Every line moves.
| Spec | Unit | Rule | 300 keys | 312 keys | Δ | Before | After |
|---|---|---|---|---|---|---|---|
| Lounge chair · FF-1042 | $384 | 1 per guestroom | 300 EA | 312 EA | +12 | $115,200 | $119,808 |
| King bed · FF-2110 | $612 | 1 per king or suite | 204 EA | 216 EA | +12 | $124,848 | $132,192 |
| Carpet · FL-3301 | $28 | 40 SY per room +10% | 13,200 SY | 13,728 SY | +528 | $369,600 | $384,384 |
| Desk lamp · LT-5008 | $146 | 1 per guestroom | 300 EA | 312 EA | +12 | $43,800 | $45,552 |
| Sample package | $653,448 | $681,936 | |||||
PACKAGE COST$681,936+$28,488 · was $653,448
COST PER KEY$2,186+$8 · was $2,178
EDITS MADE BY HAND1
Also updated: linked components, open RFQs, the next spec book and estimate. Issued documents keep their numbers.
Sample data.
YOUR OWN DESIGNPROQ
Installed for you. Shaped around your process.
Every client gets a private DesignProQ, set up on the way they work and connected to the software they already run.
Private instance
A dedicated cloud account, database and storage, on your domain.
Your setup
Area and spec types, brand codes, units, tags and custom fields.
Your documents
Spec books, schedules, estimates and POs on your templates, in PDF or Excel.
Your catalogs
Bring existing specs in bulk from a file.
Your ERP
Oracle NetSuite connected: POs, bills, invoices, payments and stock, read-only.
Your AI
Claude and ChatGPT reach the project via MCP, with each user’s permissions.
Your logistics
Every shipment tracked on its item, from order to site.
Your other tools
Connectors built for the software your teams already use.
ENTERPRISE-GRADE
Enterprise-grade by design, not by add-on.
Checked on every action
Role, project, company and item, verified on the server.
Documents that don’t drift
Issued estimates and POs keep their numbers.
Approvals on the record
Who approved what, when, and in what order.
Built to scale, monitored
Background generation on serverless infrastructure, with alarms.
BOOK A DEMO
Sit in the owner’s seat. Then in a manufacturer’s.
We’ll set up demo accounts for you and your team on a full sample project.