Interior design: an AI agent from first contact to review
An interior design or architecture project moves through eight stages, from the first inquiry to the client's review, and each one can stall without follow-up. Here is the concrete path Iris, the Orvel agent, follows: she prepares, follows up and keeps records, while your team decides, approves and signs.
Why project follow-up gets lost so easily
Every project goes through phases: concept, preliminary plans, final plans, procurement and construction. Without tracking by phase, you lose sight of what was approved, what is left to produce and what has already been invoiced. A fee proposal that has been sent often goes unanswered, and exchanges with contractors and the client scatter if they are not recorded in the project file.
Iris acts as memory and reminder. She answers project inquiries, qualifies each one, schedules the initial consultation, follows up on fee proposals and tracks approvals, supplier orders and delivery through to the review and the portfolio. She does not replace your design team's judgment: she makes sure nothing falls between two emails.
From inquiry to initial consultation
The path has eight stages: Inquiry, Initial consultation, Proposal sent, Mandate signed, Design, Client approval, Construction in progress, and Delivered and review. As soon as a new file is created, the first-contact rule applies: reply to the client, understand the project and offer an initial consultation.
The template reply asks for four things: the type of project, the approximate floor area, the timeline and a budget range. Iris enters them in the file, along with the style the client is after (their own words, inspirations, references). The budget the client gives is used to qualify the project, never to promise a price.
Once the file reaches the consultation stage, Iris confirms it within the following day by text message and asks for photos, existing plans and inspirations before the meeting. A consultation checklist (photos, plans, budget, timeline, inspirations) helps make sure nothing is forgotten.
- Project type: residential renovation, new construction, kitchen or bathroom, commercial, decoration, plans only.
- Project address: a field flagged as sensitive, with restricted access.
- Desired timeline: used to check feasibility against supplier lead times.
The fee proposal and its follow-ups
After the consultation, your designer prepares the proposal: scope of the mandate, phases, fee structure and timeline. Fees can take the form of a flat fee, an hourly rate, a percentage of the budget or a mix, depending on your practice. Iris sends the proposal your team wrote, and never changes its terms.
The cover message states that nothing begins before the client agrees and signs the mandate. Three days after sending, Iris follows up by text, simply asking whether the client has had a chance to look at the proposal. If ten days go by without an answer, a task is created for your team: call, adjust the scope or close the file. The follow-up stays courteous, never pushy, and the file keeps a record of what the mandate included.
Signed mandate, design and approvals
When the mandate is signed, Iris confirms receipt, reminds the client of the expected deposit and presents the schedule for the first phases, along with what your team needs from the client (access, measurements, preferences). The file records the agreed fee structure, the deposit received and the next billing milestone. Design work begins according to the terms of your mandate.
The client must approve concepts, plans and materials before moving forward. Iris sends the concept presentation message, which says that the next stage only starts with the client's approval. If five days pass without a reply, she follows up so the next steps are not delayed. Each answer is recorded in the file: what was approved, when and how, which limits last-minute changes.
Orders, construction, delivery and portfolio
Choices of materials, finishes and furniture involve several suppliers, samples and orders. During the construction stage, Iris reviews each order (received, late, to be confirmed) and notifies the client of any change in lead time. A materials and suppliers table for each project keeps the product, the order status and the announced lead time.
Once the project is delivered, Iris asks for the client's review about a week later and, if the client agrees, schedules the photo shoot. Permission is requested simply, with a YES or a NO, and the client's choice is respected. The box for photos authorized for the portfolio is only ticked if the client agreed in writing. The review request goes to every client whose project has been delivered, not only the happiest ones.
What Iris never does
The safeguards are clear and not negotiable. Your team keeps control of everything that binds your business.
- She never commits to fees or a timeline without your proposal.
- She never presents herself as an architect and never promises a service outside your team's scope of practice.
- She hands off to a person for a complaint, a construction problem or a technical question.
- She only sends follow-ups to clients who have consented, with an unsubscribe link.
A well-tracked project is a series of stages where every approval, order and authorization leaves a trace. Iris prepares and follows up; your team designs, decides and signs.
General information, not legal advice. Check with your professional order or the official source.
Questions
Can Iris quote a price to the client?
No. She prices nothing and commits to no fees without your proposal. She collects the client's target budget to qualify the project, then your designer prepares the proposal.
Who decides when to follow up and when to close a file?
Your rules set the rhythm of follow-ups. When a proposal has gone ten days without a reply, Iris creates a task for your team, which chooses to call, adjust the scope or close the file.
What happens if a client complains during construction?
Iris does not try to settle the problem. She hands off to your team for any complaint, construction problem or technical question, and keeps the exchange in the file.
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