Use a structured approach to evaluate design proposals and make a confident, informed decision
Introduction
Once you’ve received proposals from one or more design professionals, the next step is comparing them side by side. Every proposal will look different, some are short and informal, others are highly detailed. Your job is to make sure you’re comparing scope, services, timeline, and pricing in a way that’s clear and aligned with your project goals.
We’ve provided a Design Proposal Comparison Spreadsheet to help you stay organized during this process. You can use it to line up proposals across the same categories, highlight what’s missing, and track areas that need clarification before making your decision.
Use the Design Proposal Comparison Spreadsheet
Start by entering each candidate or firm across the top columns. Use the rows to track services, pricing, and other key proposal elements. This lets you see what’s included, what’s not, and what needs to be clarified.
If a line item is missing, vague, or not clearly defined, mark it as “Needs Clarification.” This is your list of questions to follow up on before you move forward.
The spreadsheet helps normalize different proposal formats and gives you a shared basis for comparison, even if one is a formal PDF and another is a quick email.
What to Include in the Comparison
Here are some of the categories you’ll want to track:
- Scope of work
- Design phases (schematic design, design development, construction docs)
- Deliverables (drawings, layouts, permit submittals)
- Timeline estimates
- Coordination with engineers or consultants
- Revisions included (number or range)
- Meetings or site visits
- Permitting or HOA review support
- Construction support (if any)
- Exclusions or disclaimers
- Pricing and payment terms
You can also add notes on anything specific to your project, like whether the firm has worked in your area, their experience with ADUs or additions, or unique constraints like wildfire zones or historic districts.
How to Decide What Goes in the Left Column
Since every proposal is formatted a little differently, there’s no single “correct” list of services to compare. The left-hand column of the spreadsheet is where you define what’s being compared, and it’s okay if you need to customize it.
Here’s how to decide what to include:
- Start with categories from your Initial Design Checklist or Scope of Work, and then add categories that the proposal includes or excludes
- Pull items directly from the proposals, if one designer includes “permit submittal support” and others don’t, list it anyway
- Don’t be afraid to create new rows if one proposal includes a unique service you want to track
- Include anything you care about, whether it’s 3D renderings, HOA forms, or number of included meetings
- Keep it flexible, some line items may not apply to every proposal, but they help reveal what’s missing
This section is designed to work like a checklist; not everything has to be “yes” across the board. The more clearly you define what’s important to you, the easier it is to compare what’s being offered.
Clarify Before You Decide
If any part of a proposal is marked “Needs Clarification” on your spreadsheet, reach back out to the designer or architect. You might ask:
- Can you confirm if [specific service] is included?
- Is coordination with engineers part of your scope?
- What’s your process for revisions, and how are they billed?
- Are permit submittals included or handled separately?
- Do you provide construction support or respond to RFI/change requests?
Design professionals expect follow-up questions. In fact, they appreciate when you’re thoughtful and thorough, it shows you’re taking the process seriously and trying to make the right choice.
Types of Billing Methods and What They Mean
You’ll likely see a few different pricing models in the proposals. Here’s how they generally work:
- Flat Fee
One set price for the defined scope.
Pros: Predictable, easy to plan for.
Cons: May limit revisions or include exclusions, clarify assumptions. - Hourly
You pay for actual time worked, often in phases.
Pros: Flexible for evolving projects.
Cons: Total cost may vary; requires more oversight. - Phased Pricing
Each phase (e.g., schematic, permit docs) is billed separately.
Pros: Aligns costs with progress.
Cons: Can create budgeting gaps if later phases are unclear. - Hybrid
A combination of flat fees and hourly add-ons.
Pros: Offers predictability and flexibility.
Cons: Be sure to understand what triggers hourly charges.
Use the spreadsheet to note how each proposal is priced and whether certain services or phases fall under different billing methods.
Price vs. Value
Design fees can vary widely, and it’s not always about one being more expensive; it’s about what you’re getting. A lower proposal might reflect a limited scope, fewer revisions, or less hands-on involvement. A higher fee might include broader support, higher-quality drawings, faster response times, and more coordination handled on your behalf.
Architects and designers typically build their pricing around the staff involved. For example:
- Junior designer or draftsperson: $75–$125/hr
- Project architect or lead designer: $150–$200/hr
- Principal or firm owner: $250–$400/hr
The more time senior staff spend on your project, the more the proposal will reflect that.
Think of it like hiring a chef: you can get a solid meal from a good cook at a fair price, or you can go to a Michelin-starred chef who brings a different level of creativity, precision, and presentation. Both feed you, but the experience and results are different.
Some architects charge more simply because they’re in higher demand or have more experience managing complex projects, and that can translate to fewer delays, stronger permitting support, and smoother execution later.
So when comparing price, look beyond the number.
Consider Fit, Process, and Communication
As you narrow your options, think back to your conversations with each professional:
- Did they seem genuinely interested in your project?
- Were they responsive and clear in their communication?
- Do you understand their process and timeline?
- Do you feel confident in their ability to guide you through what’s next?
Design is a collaborative process that can span several months. Make sure you’re choosing someone you trust and enjoy working with, not just someone with the lowest fee.
Making the Final Call
Once your spreadsheet is complete and all questions have been answered:
- Review your comparison side by side
- Reach out with any final questions or clarifications
- If needed, schedule a short follow-up call
- Confirm scope and pricing before signing
- Ask what the onboarding process looks like and what they’ll need from you to get started
Before You Sign: Reviewing the Design Contract
Once you’ve selected your design professional, the last step before getting started is reviewing and signing a design agreement. These contracts vary a lot, some are informal one-page documents, while others follow formal AIA (American Institute of Architects) templates that are several pages long with attachments.
Regardless of format, your contract should clearly outline the working relationship, responsibilities, and financial terms. If the agreement you receive is missing key details or doesn’t match what was in the proposal, it’s okay to ask for revisions before signing.
At a minimum, it’s best that your design contract includes:
- Clear scope of services (what is and isn’t included)
- Project address or site location
- Total fee or hourly rate, with a payment schedule
- List of deliverables (drawings, submittals, site visits)
- Estimated timeline or phase durations (even if approximate)
- Clarification on revision limits, if applicable
- What’s not included (engineering, permitting, HOA submission, etc.)
- Who owns the drawings and what rights you have to use them
- Cancellation or termination terms (if the project pauses or changes)
If the contract leaves anything vague or open-ended, don’t hesitate to ask for clarification or to have specific points added. It’s much easier to align on expectations up front than to deal with misunderstandings later. A good design professional will understand that clarity protects both parties
What’s Next: Architecture Process Overview
Once you’ve selected your design team, you’re ready to move into the design process itself. The next section explains how the design phases work, what happens at each stage, and how your team turns your goals into construction-ready plans.
Continue to Architecture Process Overview to learn how ideas become drawings, and drawings become your project.