The Designer’s Guide to Organizing a Receiving Process (or Why You Need One)

Tips anyone can follow to stay organized, avoid damage, and keep your project on track

We talk a lot about design plans and furniture picks, but what happens after you hit “order”?

If you're furnishing a room (or an entire home), all those boxes, backorders, and bubble wrap can turn into a logistical nightmare. That’s where a well-organized receiving process makes all the difference.

Whether you're working solo or getting help from a designer, here’s how to set yourself up for success with five easy tips.

1. Start a Master List (Before You Order the First Item)

As a mom of five, I learned the hard way that if I didn’t keep a Christmas list... someone wasn’t getting their gift. Design installs are no different. Without a master list, things will slip through the cracks. Trust us, future you will thank you.

Create a simple spreadsheet with columns like:

• Item name + link

• Price

• Store/vendor

• Estimated delivery date

• Room it belongs in

• Status (ordered, shipped, received)

This becomes your one-stop reference for tracking what’s coming, what’s delayed, and what still needs to be ordered. No surprises, No chaos.

2. Designate a "Staging Zone" in Your Home

If you’ve ever had boxes taking over your entryway or random lamps arriving weeks apart, you know how fast things can spiral. At one point, I had so many deliveries for an install that my entryway and dining room were completely blocked. We couldn’t even sit at the kitchen table or enter through the front door. Let’s just say the chaos was real.

Choose a dedicated spot: garage, guest room, or even a cleared-out corner of the living room, where all deliveries can land. Group boxes by room and clearly label them so you're not scrambling later. Bonus points if you tape off sections of the floor or label the walls (Kitchen, Living Room, Office) to visually map where everything belongs.

3. Unbox and Inspect Within 48 Hours

This is the step people always want to skip… until it bites them.

Even if you're not installing right away, unbox and inspect items as soon as they arrive:

• Look for visible damage

• Take photos of any issues

• Check that all pieces/hardware are included

• Save the boxes (at least until you’re sure the item stays)

If there’s a problem, you’ll need photos and documentation to file claims or get a replacement.

4. Keep a Visual Record

When you're dealing with dozens (or even hundreds) of items arriving over time, don't rely on

memory. A visual record makes it so much easier to scroll back in your photo album to confirm what’s arrived, spot what’s missing, and handle any damage quickly.

Use your phone to take quick snapshots of each item as it arrives. It doesn’t have to be pretty, just clear:

• The box

• The product label or tag

• Any scratches, cracks, or damage

• The actual item once unboxed

Having this visual paper trail makes returns or claims so much easier, and helps your designer or vendor troubleshoot, too.

5. Prep for Install Day Like a Pro

Organization is one of my superpowers, and one of the things clients compliment me on the most. So take it from me: the key to a smooth install day starts days (or even weeks) before the first item is placed.

Whether you’re doing it yourself or working with a delivery team, plan ahead:

• Move boxes to their assigned rooms the night before

• Have tools handy (measuring tape, level, screwdrivers, etc.)

• Remove trash and clutter so you’re working with a clean slate

• Group accessories in one place so styling goes smoother

• Don’t forget: snacks and water and a little music! These especially help if you’re pulling a long install shift.

Even a little prep makes the install process way more fun (and way less stressful).

Bonus: What the Pros Do Differently

Designers have this down to a science, and it’s not because we’re magical (well… maybe a little).

Most of us use professional receiving warehouses that:

• Log each delivery

• Inspect and document items

• Organize by project

• Deliver everything in one seamless trip

And now, we’re thrilled to bring that same level of professionalism and organization to the East Valley.

Gio Warehousing - our new designer-exclusive receiving warehouse - opens within the next week! We built it to simplify every part of the process for interior designers: flat-rate pricing, a climate-controlled facility, and a client portal that keeps everything transparent and on track.

It’s not open to the public, but it’s the same system we use behind the scenes to ensure our turnkey installs run flawlessly for Gio Design Co clients.

If you’re a designer ready to simplify your receiving and storage process, visit our new site at www.giowarehousing.com to learn more and join the waitlist for launch.

An d if you're feeling overwhelmed by your own version of a “receiving process,” it might be time to consider a designer-led process that handles it for you. Visit us at www.giodesigncompany.com/contact-us to get started.