The Realities of FF&E in 2025: Why Sourcing Still Isn’t as Seamless as It Should Be

The world of interiors may be more connected and digitised than ever before, but let’s be honest: sourcing FF&E in 2025 still isn’t the streamlined dream we were promised. If you’re a designer, developer, or procurement professional, you probably already know: beautifully furnished spaces begin with spreadsheets, supplier calls, and often, a prayer to the logistics gods.

Despite the rise of tech platforms and procurement software, FF&E sourcing still comes with a familiar set of headaches. The stakes are higher, client expectations sharper, and the margin for error smaller. And while we’ve made leaps, some problems are proving stickier than others.

Let’s unpack the big four FF&E challenges every interior design professional should be watching and navigating this year.

1. Supply Chain Disruptions Haven’t Gone Anywhere

Remember when we all became semi-experts in freight shipping during the pandemic? Fast forward to 2025, and global supply chain fragility is still very much a reality. Whether it’s Red Sea tensions, climate-related port closures, or last-minute customs hold-ups, delays in materials and finished goods continue to bottleneck projects across the industry.

One London-based designer told us they waited nine weeks for a batch of Italian brass hardware “and that was after paying for expedited air freight.” The culprit? A combination of flooding in Northern Italy and sudden labour strikes at regional ports.

How to navigate:

• Prioritize working with suppliers who are transparent about their logistics and have backup options for critical SKUs.
• For bespoke items, build in a realistic buffer (and then some) in your timelines.

Diversify your vendor list to include local or regional makers who are less exposed to overseas disruptions.

2. Cost Fluctuations Are Making Budgeting a Puzzle

Sourcing in 2025 means playing financial whack-a-mole. From steel to oak to cotton, raw material costs are yo-yoing at rates that make even seasoned FF&E professionals wince. And it’s not just inflation, geopolitical conflicts, climate disruptions, and changing trade tariffs (thanks Trump) are all contributing to price volatility.

For instance, upholstery fabric from a trusted supplier might cost £45/m one quarter, then spike to £65/m the next without warning. That’s a big problem when you’re quoting 200 chairs for a hospitality project.

How to navigate:

• Lock in pricing when possible, especially on high-volume items.

• Consider quoting clients with dynamic ranges to reflect potential fluctuations.

• Build strong relationships with suppliers who offer visibility into future price shifts.

3. Communication Barriers Are Slowing Projects Down

The FF&E world is global by nature which often means working across time zones, languages, and cultural norms. And while tools like WhatsApp and Zoom help, they don’t always solve the root of the issue: misalignment.

Whether it’s misinterpreted measurements, differing definitions of “antique brass,” or confusion over shipping incoterms, these small missteps can lead to major delays.

Emma Johnson, a hospitality FF&E consultant recently shared how a 10-week delivery delay happened because the word “plinth” was misunderstood by a non-English-speaking manufacturer. It set the whole install back by a month.

How to navigate:

• Use visual references and spec sheets wherever possible.

• Set communication SOPs early—who’s the contact, what’s the response time, and how are changes confirmed?

When working with overseas partners, consider using sourcing platforms that help centralise and streamline interactions.

4. Quality Assurance Is Still a Gamble with New Suppliers

If you’ve ever unboxed a shipment and found wood tones that don’t match, leather that smells off, or joints that feel flimsy, you know the pain of poor QA. As FF&E scopes scale, so do the risks and for projects working with new or overseas suppliers, ensuring consistent quality becomes a high-stakes game.

It’s particularly tricky with artisan or small-batch producers where handmade variability is a feature, not a flaw but try explaining that to a client who wants ten identical side tables.

How to navigate:

• Always request production samples or prototypes before confirming large orders.

• Build in time for pre-shipment inspections or even hire third-party QA services.

Use supplier reviews or platforms that vet vendors based on previous trade feedback.

So, What’s the Future of FF&E Sourcing?

While challenges persist, so does innovation. New B2B platforms like Maison Source are emerging to bridge the gap between craftsmanship and professional-grade procurement. These platforms aim to offer curated, trade-friendly sourcing with transparent lead times, responsive vendor communication, and built-in quality checks.

But ultimately, the most powerful sourcing tool? Still you. Knowing how to navigate the nuances, ask the right questions, and build relationships that go beyond transactions is what separates good FF&E professionals from great ones.

Because in a world of fluctuating prices, complex logistics, and increasing pressure for originality, being able to source smartly isn’t just a skill, it’s your superpower.