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As an interior designer, when a client trusts you - THAT.IS.EVERYTHING!

And we also know that project lines can often get blurred.

Sometimes, this is fine. Designers can easily expand the scope to add in a selection or two. Other times, it’s not. Projects become overwhelming, and there is no end in sight.

I have my own recommendations on how to handle scope creep to ensure it’s a positive experience for both the client and the design business. But, we also wanted to hear from designers on this topic so we asked designers to share their own experiences and philosophies on scope creep. We are so excited to share their responses (with their permission).

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What is Scope Creep?

Scope creep occurs when a client requests additional design work that was not included in their original project contract. While we all hope for additional business to come our way, there are some inherent issues when a single project escalates:

When the scope of one project increases, the start of other projects may be delayed. Now, you are starting off on the wrong foot with a new client whose project launch has been pushed back.
The alternative is that you may scramble to get the increased scope for the current project completed within the planned time frame. Great for the client, but for you and your team, the increased work may cause stress and overwork.
The present client requesting the extended scope will have a disjointed experience, with add-ons presented out of sequence. They may also pull out their checkbook several times to pay again and again for one.more.thing. This is NOT a luxury experience!

Hopefully, when the current project began, you developed a clear scope of work document clearly outlining the parameters of the project. Yes, even if you bill hourly. That is just good business practice!!

The scope of work lets the client know what rooms or elements are included, what you will be doing in those rooms, what the project deliverables will be, and an estimated timeline for completion. This will help you out in this instance, because—when the client requests additional services or input from you—you can point out that scope of work document to confirm that the new request was not included and will incur additional fees.

The designer has a few options when increased scope is requested:

Agree to include the additional work within the project execution. This works very well for a project that is billed hourly because the additional work will just be invoiced. The designer should let the client know the timeline implications—how much extra time the project completion will take.

The designer DOES need to consider their own work schedule. If the new request involves one or just a few simple selections, and the design has not yet been presented to the client, will this push back the scheduled presentation? Or will the project timeline be delayed? If the presentation has already occurred, how will the new selections unfold? And will the additional work delay the launch of other upcoming projects?

If the new scope request is fairly significant, it will likely make sense to create an addendum to the current contract and scope OR create an entirely new contract and scope—essentially treating the new work as a brand new project. Both these options work well for flat-fee billing, as you will then specify the new fee amount, timeline, and/or start date.

The biggest challenge I see with additional scope requests is when designers say yes to several small add-ons, and suddenly, the dynamic feels like the designer is an employee of the client. This is not good! The designer is working outside of their established process, feeling overwhelmed, and falling behind on other contracted projects.

Part of managing your pipeline, honoring your contracts with each client, and providing an excellent client experience is knowing how long a project is going to take at each phase and then establishing those expectations with clients by booking start dates, key meetings, and installs based on your overall project status and availability.

Pro tip: learn how to fill your pipeline and manage a project waitlist here.

When clients ask for more design work to be completed within their project execution timeline, and your pipeline is full with new client work, how can you possibly fulfill BOTH the expanded demands of the current project AND the upcoming ones? How can you find the time to manage MORE details and selections while still providing top-notch service to your other contracted clients? You can’t. And new requests may become a runaway train, with the client finding they can expand their project requirements while you are right at hand.

Scope creep is understandable. Once clients are fully involved in your process, they FEEL the satisfaction of attaining an elevated home. I call it the domino effect of good design. Once one space begins to take shape, there is a natural desire for more.

How Do Interior Designers Handle Scope Creep?

We asked interior designers about their general experiences with requests for increases to contracted scopes. Here’s what a few of them shared:

“Happens on every single project, especially as clients see what we can do and then realize we can help make the rest of their home so much better.”
“Sometimes, even when it is outlined in the contract, it still feels very hard to go back to the client and tell them that this is out of the contract and that it was not covered in the initial fee. I think I'm always worried about getting a bad review or bad word of mouth. But I know it is crazy, because a dentist wouldn't cover other procedures in just a cleaning. I'm working on being better about stopping where the job was defined.”
“In my experience this happens most with acquaintances who become clients. Being in the "start-up phase", it's difficult to not accept these projects, however it's hard to keep the lines from getting blurred. They tend to want to "pick my brain" via a consultation, and then keep picking until the project is complete, without committing to the contract. It's hard to reign this in without affecting the personal relationship.”

Next, we asked about designers’ responses to scope creep. Nearly two-thirds indicated they accommodate and absorb the requests for additional services, but feel the project can feel out-of-control for both the designer and the client with things happening out of sequence and while managing various phases of work.

Here is what some of the interior designers shared:

“I bill new scope at an hourly rate & add on as requested, but then the project feels disorganized and I am without the expendable time to follow through at their mercy.”
“If I can see it as a packageable add-on, creating a change order is a pretty straightforward process. BUT... when it's death by a thousand small cuts, that's when it is harder to repackage.”
“The more typical scenario is them just asking questions about furnishing and decor, sending photos if something looks good, etc., and I will tack that on as hourly, but make sure they know that this is above our project scope and it's going to be billed as hourly.”

Other designers did note that they try to separate the initial project from the new work by developing a new contract (or at least an addendum to the existing contract - PS, our contract template includes two scopes of work AND an addendum), scope, and timeline:

“…we advise that we can discuss the second scope once we complete the first scope. We don't like multiple scopes and project phases to happen at the same time for a client - we want them to complete their first scope first to ensure they have the budget.”
“If it's a whole new room, we wait. We want to ensure the integrity of the first design AND make sure they have the budget to implement the first design. We've experienced in the past when clients have multiple scopes and rooms in different phases, they often get overwhelmed and can't afford to fully implement everything because of all the money going out.”

How Interior Designers Respond to Clients When Additional Scope is Requested

We also asked designers how they typically respond when a client first begins speaking about additional work:

“We respond with genuine enthusiasm and say something like, ‘Oh we agree, that would be great and really complete and/or take the design/project to the next level; however that is not part of the original Scope of Work so if you'd like to consider adding that we're happy to write up a brief proposal and contract addendum for the additional items.’”
“I'm not going to turn down additional scope if I think it'll make the client happy, make the project better, or add more $$. The goal is to get it managed into something definable.”
“I respond positively, but explain that I may not be able to tackle the project right away, depending on where other projects are in the pipeline.”
“We are very clear the moment the client brings up an addition to the scope that this is not part of the project and that we're happy to create a proposal and addendum for the addition. Being clear at every phase is key. We don't believe in working for free but we also don't feel it's fair to the client to send a "surprise" bill so clear and timely communication is EVERYTHING!”

Contract Language to Protect Interior Designers in the Event of Scope Creep

We also wanted to know about the language designers have in their contracts and scopes to guard against incurring scope creep along the way. One designer noted:

“Nothing. I'm happy to have scope creep - it means more work and that my client is happy to continue working with me!”

But other designers were more guarded in their contractual language:

“My fee proposal and contract are very specific on what the project entails, and lists in multiple places that anything above and beyond is billed at my hourly rate.”
“…now I'm more vigilant about situations that can grow from an inquiry to a whole mini-project. I have to be more forward thinking (what might this become) vs. doing as requested in the heat of the moment.”
“We include a detailed SOW that outlines what is included and makes clear that anything not described in the SOW is additional. We also make sure to verbally explain this to the client and have even started recording our meetings (both virtual and in-person) and then use an AI transcriber to send meeting notes after to all involved so no one can later say. "I don't remember" or "I forgot". We have learned the hard way that clarity, clarity, clarity is a MUST if we want the project to end well.”

Do Proposal Meetings Help to Reduce Scope Creep

We also wanted to know if designers felt it was helpful to have an in-person or Zoom proposal meeting when the contract and scope of work are presented to the client (as opposed to just emailing these docs to the client). Read more here about whether interior designers should hold a proposal meeting or not.

The majority of designers responding to our survey DID indicate they hold a proposal meeting, while others felt it was not a good use of time. This designer’s response was insightful:

“Between the contractor and my company, we've just asked the client for a pretty big hunk of money… We've been talking about scope for the past few days if not 2 weeks. So that doesn't feel like the right moment to throw a wet blanket of rules on top of the client. I also think people who "accidentally" exceed scope are quick to self-correct if you mention that a request is out of scope or worthy of a change order.”

Scope Creep Horror Stories from Interior Designers

We asked designers to share any particular horror stories they had experienced. These were enlightening:

“During the initial consultation, I was shown the whole home and every space that would be redone. After that consultation, I sent a thorough proposal for the scope of work, to which they responded ‘oh I don't think we'll be needing your help with all those spaces’. Little by little, scope creep has crept in and I am being asked to do multiple floor plans, mood boards, etc. for every room. The clients expect immediate responses, yet do not reply to my emails for weeks or make decisions. Our meetings are rapid-fire questions, bouncing around from topic to topic & introducing new design dilemmas, despite me trying to stay on agenda, leaving me feeling like a deer in headlights. Not only that, they are 2 months behind on paying my invoices.”
“Essentially what was a simple refresh for painting kitchen cabinets, replacing countertops, backsplash and floors became more and then more and then more and we found ourselves essentially being the GC. It was so painful. We had to do a ton of research, unbilled, for hood vent fan duct sizes and ended up having to EAT the cost of a hood vent insert that was the wrong duct size. Horrible all around and so frustrating.”

Interior Designers Share Their Advice on Handling Scope Creep

Finally, we asked designers to share their advice with others. Thank you so much to those who contributed!

“COMMUNICATION!!! Being clear on the front end saves so many headaches (and tears if we're all being honest) on the back end.”

—Shayla LaFreniere, Halcyon Interiors Co.

“When you set firm boundaries with your clients and communicate them up front, they will respect them. Don't make this personal - it's business. Solid boundaries are professional and profitable.”

—Anonymous

“These are pieces of advice that I've patched together into my own heirloom quilt: Honor your clients but LOVE your business. Instead of thinking of yourself as a designer, think of yourself as a business owner who meets the design needs of homeowners.”

—Cyn Coulouthros of YesPlease.GARDEN

“Don't do anything for free.”

—Heather West - Designs by Heather, LLC

Additional Articles on Scope Creep

Full Service Residential Contract Template for Interior Designers - ours includes two sample scopes of work and an addendum agreement, making it so easy to capture allllll the scope in a project and quickly write up an addendum when needed
Pricing & Proposals Workshop - learn how to price your projects and easily scope a project
How to Handle Scope Creep as an Hourly Designer - a deep dive into how to handle and bill for scope creep