Spec sheets are the backbone of any well-organised interior design project. They bring order to the chaos, keeping all the essential information in one place – from furniture and finishes to fixtures and fittings. They’re also a lifesaver when it comes to communication, making sure everyone is on the same page.

But let’s be real – managing spec sheets in traditional tools like Excel can quickly become a headache. Details get buried, keeping track of updates is a hassle. It’s easy to waste time digging through different file versions, tabs, rows and columns.

For most, Excel has still been the go-to solution for years, but is it really the best option? Let’s take a closer look at how it’s traditionally done and why it might be time to rethink your approach.

The Same Old Excel for Spec Sheets

Just like you, most interior designers have likely relied on Excel to manage their spec sheets throughout their careers. To keep things organised, it’s typically set up with tabs for each room or category - one for furniture, another for lighting, plumbing, and so on. At first glance, it seems logical, but anyone who’s worked this way knows it comes with its challenges.

The biggest issue? Excel just wasn’t designed for the complexities of interior design. Overlapping information can quickly become a headache, and navigating through multiple tabs to find specific details often feels like searching for a needle in a haystack. But we must admit, the hurdles don't stop there.

Excel’s layouts are built for accountants, not interior designers

The Struggles of the Old Ways

I'm afraid you know all too well that making updates in spreadsheets is yet another story. One small change – like swapping out a product – can mean scrolling endlessly through rows and columns to make sure everything matches.

And let’s not forget the chaos of having multiple Excel sheets for the same project. One for clients, another for suppliers, a separate one for product margins, and so on. When even one item changes, you’re stuck updating every file manually, which is a recipe for errors and wasted time.

Then there’s the challenge of showing alternatives to clients. You might create separate spec sheets for each option, so they can see the overall cost and how it all comes together. But once they pick a mix of alternatives, as they often do, you’re back to square one, creating yet another new spec sheet to reflect the changes.

So let's be honest. While Excel has been the trusted choice for years, it often falls short when projects get more complex. It gets the job done, but it doesn’t make the process easy. Or enjoyable.

A New Way to Organise

When it comes to structuring spec sheets, flexibility is key. With thesheet, you can organise your project details the way that works best for you – whether by spaces, product categories or even subcategories.

For example, you can group items by spaces, like living room or kitchen, to keep room-specific details in order. Or, if you prefer, group by product categories like furniture, lighting, or finishes to get a bigger picture.

Want to get even more detailed? Add subcategories to break things down further. Pendant lights versus floor lamps, or sofas versus dining chairs. It’s all about making sure everything is exactly where you need it, so nothing falls through the cracks.

And it's not just about being organised – it's also about working smarter. Giulia Consentino, a Freelance Interior Architect, says that thesheet doubled her efficiency: “With thesheet I can do two projects in the time it took to do one.”

No more fighting with formatting, images, or multiple versions

Benefits of a Flexible Structure

A well-structured spec sheet isn’t just about looking good. With thesheet, you can customise the organisation to fit the unique needs of each project. This means no more wasting time recreating templates or struggling to make a rigid format work. Instead, you can quickly find what you need without digging through endless tabs or files.

Having a well structured spec sheet also keeps everyone – your team and your clients – on the same page. Clients can easily review details without feeling overwhelmed by messy documents or confusing spreadsheets. It also leaves clients feeling like they’re receiving a high-end service. As Lukas Senkus from LS Architects puts it, "For the end-client, thesheet is very good. You can put everything together quickly, and it’s easy to share."

With a better system in place, you’re not just saving time, you’re giving yourself more freedom to focus on the creative side of your projects.

Control what you see

How to Structure Spec Sheets in thesheet

Setting up your spec sheets in thesheet is all about flexibility and doing what works best for your project. First, think about how you want to organise things – by room, category, or a mix of both. For smaller projects, it might make sense to focus on categories like furniture, lighting, and finishes. For larger projects, grouping by room keeps things tidy and easy to manage.

You can also add subcategories to keep everything super clear. For example, within “Furniture,” you could create sections for sofas, chairs, and tables. Or, under “Lighting,” split things into pendant lights and sconces. The idea is to set up a structure that makes it easy to find exactly what you need without digging around.

And don’t forget the Web Clipper! It’s a handy tool that lets you grab product details straight from websites and drop them into your projects. With thesheet, organising your spec sheets is as simple and straightforward as it gets.

Forget copy-pasting – get products to your projects in seconds with our Chrome clipper

Why Structure Matters in Interior Design

A well-structured spec sheet doesn’t just keep things tidy, it makes your whole design process smoother. When everything’s in the right place and easy to find, you’re not wasting time digging through files or second-guessing details. Plus, with thesheet, you can reuse the same templates for new projects, so you don’t have to start from scratch every time. It’s a huge time-saver, especially when you’ve got multiple projects on the go.

A clear structure also means fewer mistakes. When your spec sheets are organised, you’re less likely to miss important details or make errors, whether you’re placing orders or sharing plans with clients. And speaking of clients, they’ll love how easy it is to follow your vision without endless explanations or back-and-forth.

In the end, it’s not just about saving time. It’s about creating a workflow that lets you focus on what really matters – designing amazing spaces.

Watch thesheet co-founders Oliver and Ronald talk about all things Sorting in this live replay

Simplify Your Projects with thesheet

A well structured spec sheet saves time, reduces mistakes, and keeps everyone – your team and clients – on the same page. With thesheet, managing spec sheets is easy. Organise projects your way, reuse templates, and grab product info effortlessly from the web.

The best part? Your first three projects are free, so you can try it risk-free. Why stick with clunky tools when there’s an easier way? Give thesheet a try today and focus more on designing, not organising.