Free FF&E schedule template for US designers
Download a free CSV with the columns a US project needs: sidemark, COM and CFA, net cost and markup, sales tax at the delivery address rate, freight, and receiving and delivery. There's a worked example and a note on what goes in each column.
Opens in Excel, Numbers and Google Sheets.
What's in this template
Room, item number and sidemark
Room and item number give every line a reference you can quote in emails and on drawings. The sidemark is the client or project name your vendors print on each order. It lets the receiving warehouse match a delivery to your project. Use one sidemark for the whole project and put it on every line.
Product, manufacturer, vendor and SKU
The manufacturer makes it. The vendor is who you buy from, and on a lot of US projects that's a different company. You need the SKU and vendor to place the order.
Finish or fabric, COM or COL, and CFA status
Upholstery is where orders go wrong. Mark whether a piece uses the vendor's fabric, COM (customer's own material) or COL (customer's own leather). If it's COM, take the yardage from the vendor's COM sheet. CFA status tracks the cutting for approval. The vendor sends a cutting from the current dye lot, and you approve it before they cut your fabric.
Dimensions in inches
Width, depth and height. Check them against the room, the doorways and the elevator before the order goes in.
Net cost, markup and client price
Net cost is what you pay the vendor. Client price is net cost plus your markup. The template does the math. Hide the net cost and markup columns before the schedule goes to your client.
Sales tax rate and amount
Use the combined state and local rate for the project's delivery address. The template applies it to the pre-tax line total. The rate sits in its own column, so if the delivery address changes you only edit one number. Our guide to sales tax on an FF&E schedule covers residential and commercial clients, resale certificates and permits.
Freight, and receiving and delivery
Freight gets the piece from the vendor to the receiving warehouse. Receiving and delivery covers the warehouse fee and the trip to your client's home. Both are easy to leave off and hard to explain later. They get their own columns and count toward the total your client sees.
Lead time, price captured on, source URL and status
Lead time in weeks shows you which pieces could hold up the install. Price captured on is the date you took the price, so you know what to recheck. The source URL takes you back to the product page in one click. Status runs from Proposed to Installed.
Worked example
Three lines from one project, sidemark PARKER-NYC. The 8% sales tax rate is a placeholder. Use the rate for your client's delivery address.
| Room | Item | Qty | Unit net cost | Markup | Unit client price | Line total (pre-tax) | Sales tax (8%) | Freight | Receiving and delivery | Line total |
|---|---|---|---|---|---|---|---|---|---|---|
| Living Room | Three-seat sofa | 1 | $4,200.00 | 25% | $5,250.00 | $5,250.00 | $420.00 | $350.00 | $275.00 | $6,295.00 |
| Living Room | Table lamp | 2 | $380.00 | 25% | $475.00 | $950.00 | $76.00 | $60.00 | $90.00 | $1,176.00 |
| Dining Room | Dining side chair (COM, CFA requested) | 6 | $1,150.00 | 25% | $1,437.50 | $8,625.00 | $690.00 | $480.00 | $360.00 | $10,155.00 |
The products add up to $14,825.00 before tax. Your client's total is $17,626.00. If the schedule only showed product prices, $2,801.00 of sales tax, freight and delivery would turn up later, on the invoice.
In this example, freight and delivery aren't taxed. Some states tax delivery charges and some don't, so check the rule for your project's state.
How to use it
Set the sidemark before the first order
Pick a sidemark with your client's last name and the city or project. Use it on every line and every purchase order. If it changes partway through, deliveries get harder to match to your project.
Hide your costs before you send it
Net cost and markup are for you. Hide those two columns, or delete them in a copy, before the schedule goes to your client. The client price and totals stay as they are.
Use one tax rate per project
Look up the combined rate for the delivery address and enter it on every line. If your client is tax exempt or has given you a resale certificate, set the rate to 0% and note why.
Don't order COM fabric until the CFA is back
Log each CFA when you request it and when you approve it. If the dye lot doesn't match the sample, you find out before the fabric is cut.
Recheck older prices before you share it
Sort by price captured on. Anything from a few weeks ago is worth checking with the vendor before your client sees it.
Before you send the schedule
- Every line has the project sidemark
- Net cost and markup columns are hidden
- The sales tax rate matches the delivery address
- Freight and receiving are filled in, or marked as to be confirmed
- Every COM line shows its CFA status
- Older prices have been rechecked with the vendor
Doing this in Aalto
Save a product from a vendor's site with the Aalto extension and it captures the name, brand, price, image and link in one click. With AI product imports you can also paste a product link and Aalto reads the page for you (5 a month on Free, 150 on Pro).
Set your workspace tax region to United States, and Aalto adds the sales tax columns and the pre-tax and with-tax totals to your schedule, on Free and Pro. Aalto doesn't look up rates by address, so you enter the rate for each project. Add custom fields for sidemark, COM and CFA status, and they export as columns.
While you work on a project, Aalto rechecks shortlisted and ordered pieces each week and records any price change. You can refresh any product yourself before you send the schedule. Some vendor sites can't be read automatically, so check prices that matter before you quote.
Export the schedule to CSV on any plan, or to Excel and PDF on Pro.