01 / CLIENT & APPROVERClient: Approve Quantities, Budget & Final Selections
Confirm priorities, quantities, room needs and the approved budget. Name one authorized approver or record exactly which person can approve each part of the order.
PROJECT RESPONSIBILITIES & HANDOVERS
Furniture Sourcing Responsibility Matrix
Connect each sourcing task to the people, approvals and records it needs. Agree the handovers before your furniture order moves forward.
PROJECT RESPONSIBILITY MATRIX
Furniture Sourcing Tasks & Responsibilities by Project Stage
Confirm who prepares, who approves and which record moves the order to the next stage. The roles below are a planning baseline, not a replacement for your agreed scope.
10 responsibilities5 project parties4 project stages
10 responsibilities
| Task | Client / approver | Designer | Arcaya / sourcing | Supplier / factory | Logistics / receiving | Handover record |
|---|---|---|---|---|---|---|
| Budget and priorities | Approve | Advise | Coordinate | Advise | - | Approved project brief |
| Site dimensions | Provide / approve | Confirm if appointed | Review supplied data | Use approved data | - | Verified dimensions |
| Furniture specifications | Approve | Prepare if appointed | Coordinate | Confirm feasibility | - | Signed specification revision |
| Samples and finishes | Approve | Review if appointed | Coordinate | Provide agreed samples | - | Sample approval record |
| Quotation and scope | Approve | Review if appointed | Prepare agreed scope | Confirm product costs | Quote agreed logistics | Approved quotation |
| Production updates | Resolve decisions | Support if appointed | Follow up if included | Produce / report progress | - | Milestone update |
| Pre-shipment checks | Review report | Support if appointed | Check if included | Address agreed defects | - | Inspection / issue record |
| Packing and item labels | Confirm receiving needs | - | Coordinate if included | Pack to agreed scope | Confirm handling needs | Packing list |
| Freight and import arrangements | Approve / appoint parties | - | Coordinate if included | Provide agreed documents | Execute contracted scope | Shipping / broker records |
| Receiving and installation | Appoint receiving team | Support if appointed | Support if included | Provide agreed instructions | Deliver contracted scope | Receiving / defect record |
Approve · Authorized written decisionCoordinate · Connect the parties and recordsIf included · Confirm in the agreed scope
Planning template only. The actual project agreement determines responsibilities, included services and liability. Appoint qualified parties for site measurements, specialist testing, import requirements and installation where needed.
CLIENT, DESIGNER, AGENT, SUPPLIER & LOGISTICS
Client, Designer, Agent, Supplier & Logistics Roles
A role is not a blanket promise. Confirm the appointed parties, decision authority and included work for your actual project.
01 / CLIENT & APPROVER
02 / DESIGNER, IF APPOINTEDDesigner: Review Layouts, Specifications & Finishes
Prepare or review the product schedule, proportions and finish references. Agree whether the designer checks site measurements, reviews technical details or only advises on selection.
03 / ARCAYA & SOURCINGSourcing Agent: Coordinate Quotes, Checks & Records
Coordinate the agreed sourcing work, quotations and decision records. Confirm which production updates, inspections and packing checks are included; keep extra work visible before approval.
04 / SUPPLIER & FACTORYSupplier: Confirm Specifications, Produce & Resolve Defects
Confirm feasibility and the product specification. Provide agreed samples and progress information, identify changes and address issues within the agreed order scope.
05 / LOGISTICS & RECEIVINGLogistics: Confirm Pickup, Delivery & Handling Scope
Record the collection and delivery endpoints, package information and contracted handling. Appoint the broker, local receiving and installation parties where needed.
No designer appointed? Assign the design and specification decisions explicitly. A task still needs an owner.
Plan the furniture purchaseDECISION POINTS
Approval Owners for Specifications, Samples & Changes
A person should own each final decision. Keep specifications, samples and quotations attached to the approved revision.
Dimensions, Materials & Quantity Approval
Confirm sizes, materials and quantities before ordering.
Finish & Product Sample Approval
Record the finish or sample reference used for approval.
Substitution, Price & Schedule Approval
Approve substitutions and revised costs before work proceeds.
Inspection Scope & Receiving Responsibilities
Confirm inspection scope and who receives the goods.
Approval & Evidence
Responsibilities for Missing Details, Failed Samples & Delivery Issues
A role matrix explains the normal workflow. A separate decision record keeps missing information, failed samples and delivery issues from becoming an unowned task. Appoint the people below for your project; these are proposed roles, not automatic service commitments.
| Exception | Proposed owner and response | Release record |
|---|---|---|
| Site measurement is missing | Client appoints the site measurer; designer checks interfaces if retained. Hold the affected item. | Verified dimensions, drawing revision and named approver. |
| Sample does not match the agreed reference | Supplier identifies the mismatch; sourcing contact coordinates options; client approves the resolution. | Revised sample or documented concession, with cost and date effect. |
| Supplier proposes a substitution | Supplier identifies the changed component; designer reviews if retained; client authorises or rejects it. | Old/new specification, price effect, lead-time effect and written decision. |
| A batch has unresolved inspection issues | Supplier supplies correction evidence; appointed checker reviews the agreed scope; release approver decides. | Issue log, recheck evidence and explicit hold or release. |
| Destination delivery or installation is not ready | Client-appointed receiving team confirms access and readiness; logistics party revises its contracted plan. | Receiving appointment, storage arrangement and agreed extra costs. |
| Damage is found at receiving | Receiving team records package and item condition; agreed claim contact coordinates next steps. | Item code, package ID, photographs, dates and proposed remedy. |
For every exception, keep the decision owner separate from the person collecting information. An unresolved item should remain on hold rather than be treated as approved by silence.
PRODUCTION & PACKING RECORDS
Production, Packing & Handling Evidence by Item
A progress photo is useful when you can connect it to the correct item, approved revision and next decision. Generic workshop or warehouse images are not an inspection report.
Website workflow references show the type of activity. They are not evidence that any particular order has been inspected or approved.
PROJECT HANDOVER REGISTER
Task Approvals, Open Issues & Handover Records
Use the approved specification and sample revision, record the decision-maker, and keep unresolved questions visible before the next agreed milestone.
- Approval. An authorized name, date and specification revision.
- Open issues. The item, issue owner, proposed action and target date.
- Handover. What was passed to whom, and the supporting record.
- Closure. The agreed outcome and who confirmed it.
PROJECT DETAILS
Project Contacts & Handover Register
Planning worksheet only. The project agreement determines the appointed parties, responsibilities and included services.
DESTINATION RESPONSIBILITIES
Unloading, Carry-In, Assembly & Installation Responsibilities
Delivery, unloading, carrying upstairs, assembly and installation are different tasks. Keep their owners and scope visible before dispatch.
- Site access. Confirm doors, stairs, lift capacity, vehicle access and the receiving appointment.
- Receiving team. Name the contact who counts packages and records visible condition.
- Local work. Specify unloading, carry-in, assembly, installation and packaging removal where needed.
- Problem reporting. Keep package labels and photos, and follow the agreed reporting and remedy process.
A sourcing coordinator does not automatically take on specialist testing, import compliance or local installation responsibilities. Appoint the appropriate qualified parties for the project.
Confirm my delivery scopeBEFORE YOU START
Furniture Sourcing Responsibility Matrix FAQs
Clear decisions before a confirmed order.
Is this a contract?
No. This is a planning template. Responsibilities, liability and included services are governed by your project agreement and any relevant supplier and logistics agreements.
Who approves the final product specifications?
The authorized project approver should confirm the specifications in writing. Identify that person before orders are placed.
What if a designer is not involved?
Assign design and specification decisions to the client or another explicitly appointed party. Do not leave an approval step without an owner.
Does a quality check guarantee compliance?
No. Define the check scope and any required independent tests or documentation separately. A visual inspection is not a substitute for all project or destination requirements.
Who approves a substitution or a changed finish?
The authorized approver should confirm the specific change in writing. Connect that approval to the revised item schedule, sample reference and any agreed change in price or timing.
Does door-to-door delivery include assembly or installation?
Not automatically. Confirm the delivery endpoint and separately agree unloading, carrying into the room, assembly, installation and packaging removal where needed.
What should be recorded when an issue is still open?
Record the item code, current revision, issue evidence, responsible contact, proposed action and target date. Keep the issue visible until the agreed outcome is confirmed by the appropriate decision-maker.
Who approves a supplier substitution?
Name one authorised approval owner in the project records. The supplier should describe the old and proposed specification plus price and date effects. A coordinator collecting information does not automatically have authority to approve the change.
What happens when a required approval is late?
Record the missing decision, its owner and the affected milestone. Agree whether only that item or the relevant batch is held, then update the schedule. Do not treat no reply as approval.
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