What to Expect: our interior design process

At Shapeless Studio, we believe that great design begins with trust, clarity, and collaboration. Whether you’re furnishing a new home, refreshing a beloved brownstone, or embarking on a full-scale renovation, we understand how important it is to know exactly what to expect when you hire a design studio.

Our comprehensive design process is structured into clearly defined phases—from survey and planning, to selections, to final installation. While every project is different, our step-by-step approach ensures that no detail is overlooked and that each decision is thoughtful and well-aligned with your goals.

Here’s a closer look at what you can expect when you begin an interior design project with us.

Phase I: Survey & Project Set-Up

Every project begins with a deep understanding of your space. Once we’ve formalized our agreement, we schedule a visit to your home to conduct a thorough existing conditions survey. During this visit, we take precise measurements of each room included in the scope. The process can take several hours and typically includes photographing the space and noting architectural details, light conditions, ceiling heights, and any fixed elements that could affect layout or design choices.

Using this information, we create accurate digital floor plans and baseline drawings. These become the framework for all subsequent design decisions—ensuring our recommendations are grounded in your home’s dimensions, constraints, and opportunities.

In tandem with the survey, we set up all internal project documentation and design files. This ensures seamless communication and organization throughout the duration of the project. Once these foundational pieces are in place, we’re ready to dive into creative development.

Phase II: Schematic Design – Exploring the Possibilities

With site measurements and plans in hand, we begin developing a vision for your home. This stage—known as schematic design—is where we explore possibilities and map out the aesthetic and functional direction of the interiors.

We start by reviewing any existing plans (if applicable) or the drawings we created during the site survey. Using these as a base, we prepare a series of layouts that show potential furniture arrangements, flow between rooms, and opportunities for built-in elements or focal features.

We’ll also meet with you to learn more about your preferences, daily routines, and the way you hope to use each space. These conversations help us understand the mood and personality you’d like your home to convey. We often work with inspiration images at this stage to ensure we’re speaking the same visual language.

Next, we create design presentations that may include mood boards, fabric swatches, finish samples, and reference images. These materials help illustrate color palettes, texture combinations, and potential finishes for key design elements—rugs, window treatments, wall coverings, cabinetry, and more. Where applicable, we also prepare concept sketches or elevations for custom millwork or built-ins.

This phase culminates in a cohesive schematic presentation that outlines the big picture. You’ll leave with a clear understanding of how your space will feel and function—and what’s to come in the next phase.

Phase III: Furnishings Selection – Curating the Details

Once we’ve aligned on the design direction, we move into the selection phase. Here’s where the conceptual plan becomes a concrete, curated interior.

We begin by sourcing furnishings, fixtures, textiles, and accessories for each space. We’ll present you with options for every key item—upholstered pieces, lighting, case goods, rugs, artwork, and more—balancing aesthetics, durability, and scale. For each item, we provide visuals (photos, drawings, or renderings), along with fabric and finish samples so you can see and feel the materials in person.

We also provide written purchase specifications for each approved piece, noting dimensions, materials, finishes, and pricing. Our goal is to eliminate guesswork and ensure you have everything you need to make confident decisions.

At the conclusion of this phase, we share an updated project estimate and furnishings list. You’ll have a detailed view of what’s included, how pieces are priced, and which vendors or artisans are involved. Once selections are finalized, we prepare for procurement.

Phase IV: Procurement – Managing the Orders

One of the most valuable aspects of working with Shapeless Studio is our comprehensive procurement service. Once your selections are approved, we manage every aspect of the ordering process on your behalf.

We provide detailed proposals for each item, including descriptions, specifications, and pricing (which incorporates our markup and any applicable taxes, shipping, or insurance costs). With your approval and an initial deposit—typically 50% of each item’s total—we place orders, manage payments, and track production.

For items such as wallpaper, vintage pieces, or specialty finishes, full payment may be required at the time of order. We’ll communicate these terms clearly so there are no surprises.

Throughout procurement, we stay in close contact with vendors, monitoring production timelines and troubleshooting any delays or quality issues. We also coordinate shipping and delivery, either directly to your home or to a trusted receiving warehouse if your space isn’t ready for installation.

We take care to document and track each item in a master list, so you can rest easy knowing your investment is being managed with diligence and care.

Phase V: Installation – Bringing the Design to Life

The final phase is often the most gratifying—when the vision becomes reality. During installation, we coordinate delivery, assembly, and placement of every item. Whether it’s installing wallpaper, hanging art, or placing the final floral arrangement, our team ensures every detail is executed with precision.

If custom work is involved—such as millwork installation or specialty finishes—we can assist in obtaining estimates, coordinating contractors, and visiting the site as needed to oversee work. While we don’t act as general contractors, we offer project administration to help ensure decorative installations align with our design intent. These visits are not formal inspections, but they allow us to flag issues early and support smooth execution.

We also assist with final styling: unboxing, furniture placement, removal of packing materials, and the installation of mirrors, art, and soft goods. Our goal is for you to walk into a fully realized space that feels cohesive, considered, and completely personal.

Payment, Timing, and Transparency

We know that transparency builds trust. That’s why we clearly outline fees and responsibilities from the outset. The first three design phases have modest fixed fees that are based on the size of the project (usually around 5% of the budget), while procurement and installation phases are billed as a mark-up on the merchandise purchased. We recieve trade discounts from many of our vendors, and once these discounted prices are marked-up, the costs are usually similar retail price, and we will take care of all the logistics for you.

We also track and communicate billable expenses, such as travel, samples, and printing. Our invoices are timely and detailed, and we’re always available to answer questions or provide clarification.

Our process is structured to allow room for flexibility and creativity while maintaining a high level of organization. Clients who engage fully and make timely decisions tend to enjoy a smoother, more efficient experience—but we’re also patient, and understand that some decisions take time.

A Collaborative, Client-Centered Approach

Above all, we design for real life. Our process is flexible enough to adapt to each project’s unique demands, yet structured enough to ensure excellence from concept to completion.

We collaborate closely with our clients to ensure the final space feels like a natural extension of their lives—elevated, expressive, and deeply livable.

If you’re thinking of starting a project, we’d love to meet you and learn more about your space. Reach out to schedule a consultation or visit our services page to learn more.