How do you handle a specification change after the factory order has been placed?

Contact the manufacturer immediately to confirm whether the change is possible before production begins. If accepted, issue a revised purchase order and update the specification on the client's quote record. Any cost implications should be agreed with the client in writing before confirming the amendment with the factory - verbal changes without a paper trail are the leading cause of bespoke furniture disputes at delivery.

What is the correct process when a bespoke item arrives with a defect or incorrect specification?

Record the discrepancy on the delivery note and photograph the item before installation. Do not install a defective or incorrect item - once in situ, the supplier's liability becomes significantly harder to enforce. Notify the manufacturer in writing, referencing the original purchase order specification, and request a replacement or remedy within a confirmed timeframe. Update the job record to reflect the outstanding item before confirming the installation date to the client.

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Office Furniture - Bespoke Made-to-Order Project Management

Spec locked. Lead times tracked. Invoice on time.

Step by step

Specification LockQuotes

Confirm fabric, finish, dimensions, and configuration with the client in writing. Tie the final specification to the accepted quote so every item ordered is traceable to an agreed brief.

Factory Order PlacementPurchase Orders

Raise purchase orders to each manufacturer covering the confirmed specification, price, and lead time. One PO per supplier.

Lead Time TrackingJobs

Open a job record and link all purchase orders to it. Track delivery ETAs by supplier and update expected dates promptly when lead times change.

Delivery Receipt and CheckDelivery Notes

Record items arriving from each factory against the relevant PO using delivery notes. Flag specification discrepancies, damaged items, or shortfalls before confirming the installation date.

Site InstallationeForms App

Complete a digital installation checklist on site covering every item delivered and installed. Record any remediation items - finish defects, missing components, or assembly issues - before leaving.

Final InvoiceInvoices

Raise the final invoice once installation is signed off and any remediation items are resolved. Apply any deposit paid at order stage against the balance due.

What this workflow solves

Bespoke factory lead times stretch to 12-16 weeks with no system tracking whether orders have been placed or where items sit in production.

Specification changes agreed verbally after the factory order is placed leave no audit trail, causing disputes at delivery when the wrong item arrives.

Multiple bespoke items from different manufacturers arrive on different dates, and coordinating them into a single installation visit is managed entirely by memory and email.

Frequently asked questions

Modules used

Quotes Purchase Orders Jobs Delivery Notes eForms App Invoices

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