Automating Processes: An Advanced Guide for Interior Designers
Working Smarter, Not Harder
As a modern interior designer, your time is precious. Between client meetings, design development, sourcing, and managing your team, it's easy to get overwhelmed in the day-to-day operations. That's where automation comes in. At Jackie Bajuk Virtual Operations, we believe that automation isn’t just for tech companies. It’s a powerful tool that can streamline your business, give you back valuable hours, and elevate the way you serve your clients.
In this guide, we’ll walk you through the most effective areas of automation for interior designers, the tools that can make it happen, how to get started, and the real benefits of setting up smart systems.
What Can Be Automated in an Interior Design Business?
From Inquiry to Installation — Automate the Admin So You Can Focus on Design
The first step in automation is understanding what you can automate. Spoiler alert: it’s more than you think.
Client Onboarding: Create automated email sequences that welcome new inquiries, schedule consultations, and collect basic intake forms. No more manually chasing leads!
Human Resources: Automate team onboarding with templates, employee reviews, and training flows. Even the recruiting process can be streamlined when you are trying to sort through candidates.
Procurement Planning: Automate selection list population, PO creation, vendor communication, and delivery tracking with platforms like MyDoma and *Indema and Alcove.
Client Communication: Use a CRM like *Honeybook to automate status updates, follow-ups, and feedback requests.
Marketing: Automate your email newsletters, social posts, and content scheduling. Platforms like Flodesk, Later, and Buffer can manage it all. Push your content into planning queues within your project management software.
Pro Tip: Any process that is repeated frequently is a good candidate for automation.
Tools to Help You Automate Like a Pro
Software That Works as Hard as You Do
The right tools can turn a chaotic week into a streamlined operation. Here are some of our favorite platforms for interior designers looking to automate:
CRM & Client Management: *HoneyBook is ideal for client intake, calendar scheduling, questionnaires, proposals, contracts, templated communication and automated onboarding workflows.
Project Management: Asana and Wrike are software to help you map out timelines, assign tasks, and trigger automated check-ins.
Product Management: *MyDoma Studio, Programa, and Indema allows designers to manage product catalogs, purchase orders, and mood boards in one place.
Email Marketing: Flodesk makes it easy to set up beautifully designed automations for onboarding, nurturing, and promotion.
Appointment Scheduling: Calendly or Acuity can automate the back-and-forth of booking consultations- though I would utilize Honeybook for the same feature within one program.
Custom Software: For customized options such as Fibery, that allow the combination of most of the above capabilities with potential integrations to others, a call with Plumtree.it is encouraged.
Each of these tools offers templates, integrations, and automations that can save you hours every week.
*Anything with an asterisk may have a discount code on my Resources page.
Using AI to Supercharge Your Automation
Work Smarter with the Help of Artificial Intelligence
AI can seem like a buzzword, but when used intentionally, it becomes a powerful assistant.
AI Copywriting: Use AI tools like ChatGPT to generate blog content, social media captions, finesse client emails, or research onboarding docs.
Design Inspiration: Tools like Midjourney or Morpholio Board help with visual AI-based mood boarding, even if it’s just to start inspiration.
Smart Scheduling: Some CRMs now include AI that can predict best times for follow-ups or meetings based on historical client data.
Email Sorting & Prioritization: Gmail and Outlook use AI to sort high-priority messages, helping you stay on top of what matters.
These tools don’t replace your creativity—they support it, giving you more space to focus on your unique design vision.
Planning for Automation
Map the Workflow Before You Press "Auto"
Before jumping into tools and templates, take time to plan.
Workflow Mapping: Outline your current processes from start to finish. Identify bottlenecks and repetitive tasks. Tools like Lucidchart or even a simple Google Doc can help.
Standardized Templates: Create templates for client experience files, proposals, email responses, and presentations. This will serve as your base for automation.
Data Organization: Clean up your contact lists, product libraries, and SOPs so your tools can operate efficiently.
Integration Planning: Decide which platforms need to talk to each other. Tools like Zapier or Make can help bridge gaps between systems.
This planning phase is critical. You’re setting the foundation for smooth operations that scale with your business.
The Benefits of Automating Your Interior Design Firm
Why You Should Set It and (Almost) Forget It
Still wondering if automation is worth it? Here are some tangible benefits:
Time Savings: Reclaim hours each week by cutting down on repetitive admin work.
Client Experience: Automated updates, confirmations, and follow-ups create a polished, professional touch.
Consistency: Automation ensures every client receives the same level of care and communication.
Scalability: When your processes are automated, it’s easier to take on more clients or grow your team.
Reduced Errors: Templates and systems reduce the risk of forgetting a step or sending the wrong doc.
Peace of Mind: When you know your systems are running, you can focus on the high-touch parts of your job.
Here’s what one of our clients said: "Since automating our onboarding workflow, I have so much more energy to actually design. It's like a weight has been lifted!"
Conclusion: Start Small, Think Big
Automation isn’t about removing the personal touch—it’s about giving you more time to focus on what matters most. Whether you’re a solo designer or managing a growing firm, thoughtful automation can take your operations from reactive to refined.
Start with one area, test your systems, and scale from there. And if you need help mapping out your process or choosing the right tools, Jackie Bajuk Virtual Operations is here to guide you every step of the way.
Ready to get started? Let’s streamline your studio, together.
Click here to get in touch!
