Procurement Documentation
Start your hotel or apartment furniture list with a free, editable 15-column CSV. Organize items by room, add quantities and finish references, then use the schedule to discuss your project with MWL.
Choose Hotel Guestroom, Studio, 1BR or 2BR, edit the furniture pieces per room and multiply by your room or unit count. Export your furniture list as a free 15-column CSV; add actual packaging data when you want a volume-only container estimate.
The editable starter items are examples, not hotel standards. Count each scheduled item as a piece; split sets into their component pieces. Calculations stay in this tab.
Prefer a blank sheet? Download the free 15-column BOQ CSV.
The calculator needs JavaScript. You can always download the blank 15-column BOQ CSV.
No prices, supplier confirmations or approvals are filled in for you. Packaging assumptions are not entered into the BOQ dimensions field.
BOQ control
A furniture schedule is the control document procurement places against, not a mood board. Treat drawing, item and sample references as one traceable baseline without collapsing their different approval roles. Identify the affected variant, location and quantity when a revision changes, then retain the evidence and named decision that permit the update. Keep proposed quantities and unresolved decisions separate from released scope. This topic links existing procurement records; it does not prescribe an MWL factory workflow, create another BOQ format or turn sample approval into ordering authority.
MWL’s visible starter uses fifteen fields covering room, item code, description, quantity, dimensions, finishes, notes and approval status so each line can be quoted, sampled and shipped against the same reference.
They overlap. A pure BOQ emphasizes quantities and budget; MWL’s schedule also carries design, finish and procurement detail needed to place and inspect orders.
Either. A BOQ for furniture emphasises quantities, rates and budget and is the usual wording in UK, Gulf and Indian project documentation; furniture schedule or FF&E specification is the more common North American phrasing and carries the design, finish and approval detail as well. The fifteen-field starter structure covers both readings, so one document serves the quantity surveyor and the design team without a second version being maintained.
Estimated quantities without counts, missing finish references, unclear approval status and item codes that change between revisions. Those gaps create quote drift and wrong shipments.
Review the fifteen fields, map your rooms and items, then send the draft with drawings and decision owners through Start a Design Brief so open lines are separated from price-ready lines.
Start when current drawings or a room list, BOQ or furniture schedule, finish references, approval owners and delivery decisions can be assembled. Plan scope, specification, samples and supplier coordination, then production and QC, followed by packing and delivery handoff. Timing varies by scope and approvals, so there is no universal lead time.
Link each affected BOQ line to the drawing revision and sample reference actually used for its decision. Retain superseded references without treating them as current approvals. When either reference changes, identify the affected lines and unresolved decisions before updating the procurement baseline; a newer file name alone does not establish approval. Review affected lines against the current baseline.
Before ordering, assemble the applicable scope, item quantities, specifications, approved references and unresolved conditions with their decision owners. Identify the instruction that actually authorizes the affected order. Design reviews, sample signatures and procurement handovers may support that decision, but none should silently replace the project's separate ordering authority or contractual conditions. Ask the authorized party for an item-scoped ordering decision.
Before approving a replacement material, compare it with the current item-specific baseline and retain the evidence, affected scope and remaining conditions reviewed by the authorized party. Link that decision to the replacement reference and relevant revisions. Recording a request, comparing alternatives or uploading a sample does not itself authorize the substitution or update an existing order. Obtain the scoped material-change decision before replacing references.
Project fit
Approach
A beautiful concept can still fail without a reliable schedule. If item codes, dimensions, quantities, materials, finishes, alternates and approval notes live in separate messages, no one has a single source of truth. MWL builds the furniture schedule so procurement decisions are visible, reviewable and linked to budget.
The schedule also protects delivery. It helps identify what belongs to each room, which items are custom, which samples are pending, which pieces need special packing and what information a contractor needs at handoff. For hotels, apartments, villas and commercial spaces, that structure prevents confusion when the order grows.
Working artifact
Illustrative comparison only: Earlier review has 24 King and 16 Twin rooms; Proposed update has 20 King and 20 Twin rooms. Neither label defines an approval stage. Quantities are requirements, not order instructions.
| Furniture line / quantity basis | Earlier review | Proposed update | Requirement delta | Review before any purchasing change |
|---|---|---|---|---|
| King desk: 1 per King room | 24 × 1 = 24 | 20 × 1 = 20 | −4 | Identify the affected King-room lines; confirm what has already been ordered before proposing a reduction. |
| Twin desk: 1 per Twin room | 16 × 1 = 16 | 20 × 1 = 20 | +4 | Confirm the Twin desk specification and approval record; do not substitute surplus King desks without a separate design decision. |
| King bed frame: 1 per King room | 24 × 1 = 24 | 20 × 1 = 20 | −4 | Keep the quantity change linked to the King frame, not a pooled “bed” total. |
| Single bed frame: 2 per Twin room | 16 × 2 = 32 | 20 × 2 = 40 | +8 | Check both the new room count and the two-per-room assumption against the current room layouts. |
| Shared bedside table: 2 per included room | (24 + 16) × 2 = 80 | (20 + 20) × 2 = 80 | 0 | Confirm that dimensions, finish and applicability are still shared; an unchanged total does not prove the specification is unchanged. |
Illustrative format, not client data. A zero quantity delta does not establish unchanged specifications; a requirement delta does not authorize an order or cancellation.
Free starter structure
An FF&E BOQ is a line-item control sheet for quantities and budget. A furniture schedule extends it with room, dimensions, finish, supplier, approval and revision references. Use one row per item so quotes, approvals and changes stay traceable.
Download the blank, editable CSV: 15 columns and one empty row, with no formulas, prices, approvals or customer data. It opens in spreadsheet software including Excel; it is not an .xlsx workbook or a ready-to-order BOQ. Choose comma-delimited import and text columns for codes/references to preserve leading zeros. Use one row per item; state the counting unit (for example, piece or set) and the measurement unit within Dimensions (for example, mm or inches). Keep currency explicit and calculate rates/totals under your project scope. Confirm quantities, revisions and named approval owners; add fire, packing or installation fields only where the brief requires them. The Readiness checklist is a different resource. Keep edited cells as plain text or verified numbers; review untrusted formula-like content and external links before reopening or sharing an edited CSV. The blank download does not validate later edits.
Example format
| Item code | Room | Qty | Dimensions | Finish | Approval status |
|---|---|---|---|---|---|
| FS-101 | Guestroom: King | 24 | 1200 × 600 × 750 mm (desk) | Walnut veneer, matte lacquer | Approved |
| FS-102 | Guestroom: King | 24 | 900 × 450 × 1800 mm (wardrobe) | Oak veneer, satin lacquer | Pending sample |
| FS-103 | Suite: Living | 8 | 2100 × 950 × 800 mm (sofa) | Grey linen upholstery | Approved |
| FS-104 | Lobby | 6 | 1800 × 900 × 400 mm (console) | Marble top, brushed brass base | In review |
| FS-105 | Restaurant | 40 | 480 × 520 × 850 mm (dining chair) | Leather seat, black powder-coated frame | Approved |
| FS-106 | Corridor | 30 | 600 × 600 × 750 mm (side table) | Stone-composite top | Pending finish sample |
Process
Collect floor plans, room list, concept direction and budget target
Create schedule structure and item coding logic
Add material notes, samples, alternates and approval status
Use the schedule to control procurement, QC and delivery
Delivery context
A furniture schedule and BOQ create a shared reference for owners, designers, suppliers, quality teams and logistics partners. Each revision can show what changed, what is approved and which item still needs a dimension, finish, quantity or price decision. For a private one-bedroom project, review the 1BR apartment furniture-package brief; for an operating multi-unit programme, use the serviced-apartment scope. Keep the room programme and quantity basis explicit before asking suppliers to price the schedule.
Pricing inputs
Glossary
FAQ
A structured list of furniture and related items, organized by room, with quantities, dimensions, finishes, notes and approval status, the control document procurement is placed against, not a mood board.
They overlap but aren't identical. A BOQ emphasizes quantities and budget; MWL's furniture schedule, issued as the F01 Bill of Quantities document within a whole-home package, also carries design, finish and procurement detail a pure BOQ doesn't.
The document is the same; the name follows local practice. UK, Gulf, Indian and wider Commonwealth project teams normally ask for a furniture BOQ, a BOQ for furniture or a bill of quantities. North American teams more often say furniture schedule, FF&E schedule or FF&E specification. MWL issues one document that answers either request, because the fifteen starter fields already carry both readings: room, item code, quantity, unit, unit rate and line total for the quantities view, plus dimensions, material and finish, drawing reference and approval status for the specification view.
Owners, designers, procurement teams, suppliers, contractors, QC teams and logistics coordinators all work from the same schedule, so nobody is quoting or shipping against a different version.
Yes. MWL can start from drawings, a room list, style references and budget targets, then build a procurement-ready schedule with item codes and quantities from there.
Review the draft for stable item references, quantities and missing specification or approval decisions. Identify what can be priced and what remains an assumption. The schedule supports a quotation review; technical approval and any instruction to order remain separate decisions by the named project authorities.
Procurement timeline depends on project scope and destination. As general industry guidance, new buildings or major renovations often begin 12-18 months before opening to allow time for supplier evaluation, specification, sample review and approval, quotation development, production, quality inspections, packing, customs processing and delivery coordination; smaller residential or commercial interior projects may need only 6-9 months. The main stages: supplier comparison, specification and sampling, commercial negotiation, order placement, production, pre-shipment inspection, packing and export clearance, and final receiving, each need a sequential decision window with the design team, owner and contractors. The procurement readiness guide sets out the checklist for confirming floor plans, finish decisions, approval owners, delivery destination and timeline before a schedule is released to suppliers, which is what prevents delays and change-order risk downstream.
Yes, when the specification, finish, quantity basis, and applicability are shared. Reference the common specification and list each unit type or area that uses it. MWL consolidates the cross-references so a change can be checked against every affected location.
Use distinct unit or room identifiers for handed layouts while retaining a shared base item code where the specification is unchanged. Record handedness, finish, quantity, and exceptions against the relevant identifier. MWL consolidates the variant matrix for review before procurement release. Give each finish variant a stable reference linked to its base furniture item, the changed finish and its intended application. Retain the selected reference and revision without silently replacing the approved specification. Finish coding does not resolve a suite's full furniture configuration, allocate quantities or authorize purchasing; those remain separately reviewed decisions. Update the item finish-reference crosswalk.
Record replacement stock as a separate BOQ line or clearly linked allowance, with its specification, intended use, quantity basis, storage or release instruction, and approval owner. Keep it separate from installed quantities so ordering and receiving records remain traceable. MWL consolidates the record with the schedule and supplier quotation. Record replacement stock separately from the furniture required for the current rooms. Link the allowance to the item, unit, intended purpose and project-specific commercial decision. Leave an unconfirmed quantity unknown rather than inserting a standard percentage, and do not treat spare stock as evidence that a particular replacement component is compatible or available. Confirm the stock allowance without changing room demand.
Include item code, description, location, unit type, quantity, dimensions or reference, finish, specification source, approval status, and delivery notes. Add fields for packaging references, replacement stock, substitutions, and variations where relevant. MWL consolidates these fields from approved project information and does not set design requirements by default.
Name the person or team responsible for specification approval, commercial approval, sample or finish approval, and release to procurement. Record approval status, date, and conditions against the affected schedule lines. MWL coordinates the approval record while the named project authorities retain approval responsibility.