For many interior design and architecture teams handling complex FF&E projects, finding the right specification software can radically improve how they manage projects.

Gone are the days of documenting complex FF&E specs using spreadsheets, PDFs, InDesign or shared folders. Many solutions now exist that can help speed up the spec writing process dramatically, and help to avoid costly mistakes.

Modern firms need sophisticated FF&E spec writing software that can handle detailed documentation while enabling better team collaboration – whether they're working on a corporate office, multi-family development, or high-end residence.

In this guide, we'll examine some of the leading FF&E specification software solutions available today, analyzing their strengths, limitations, and ideal use cases.

Whether you're a growing studio looking for your first FF&E spec writing software or an established firm considering a switch, this comparison will help you understand your options.

What to Consider When Choosing FF&E Specification Software

Before diving into specific solutions, it's important to evaluate your firm's unique needs. Here are some key factors you may want to consider:

Team & Workflow Requirements

• How many team members need access?

• Who on your team will be using the software?

• Do you need real-time collaboration features?

• Will external stakeholders (clients, contractors) need access?

• How important is ease-of-use vs. depth of features?

Project Complexity

• What types of projects do you typically handle? (commercial, residential, hospitality)

• How detailed are your specifications?

• Do you need to track revisions?

• How do you handle product data and images?

Technical Considerations

• Do you prefer cloud-based or desktop software?

• What other tools does it need to integrate with?

• How important is mobile access?

• Do you need offline capabilities?

Business Requirements

• What's your budget?

• How much training will your team need?

• Do you need customizable templates and exports?

• How important is reporting functionality?

With these considerations in mind, let's examine the leading FF&E specification software options available today...

Gather

Overview

Gather is a modern, cloud-based FF&E specification platform that combines powerful specification capabilities with an intuitive user experience. It's designed for mid-sized architecture and design firms who need to handle complex commercial and large residential projects efficiently while enabling real-time team collaboration.

Best For

• Mid-sized architecture and design firms (5-50 people)

• Teams handling diverse project types (commercial, residential, light hospitality)

• Firms wanting to modernize their specification process

• Teams that value ease-of-use and the ability to get set up quickly

Notable Features

• Visual-first, modern, drag-and-drop interface

• Automated revision tracking and management

• Customizable data fields and templates

• Comprehensive spec package exports

• Powerful web clipper for fast product sourcing

• Real-time team chat

• Cloud-based library for firm-wide selections

• Optional client portal for deep collaboration

Pricing

• Spec Lite: $99/month (1 seat + $39/additional)

• Spec Pro: $199/month (1 seat + $39/additional)

• Premium: Custom pricing for larger teams

• 20% discount on annual contracts

Pros

• Modern, intuitive interface that teams actually enjoy using

• Sophisticated revision tracking automation

• Powerful specification capabilities without complexity

• Real-time collaboration features

• Fast in-app customer support chat

• Regular feature updates and improvements

Cons

• May not be as deep as enterprise solutions for large hotel projects

• Lack of features for complex multi-location brand management

• Some advanced features only available in Pro plan

Fohlio

Overview

Fohlio is an enterprise-focused FF&E platform that emphasizes procurement and supply chain management alongside specification capabilities. Their solution targets large corporations with complex purchasing workflows, particularly in hospitality and retail.

Best For

• Large enterprise organizations/corporatations

• Hotel groups and retail chains

• Organizations needing multi-location standardization

• Corporations that require custom SLAs and single sign-on

Notable Features

• Procurement and purchasing workflows

• Supply chain management

• Cost tracking and analysis

• Product data management

• Multi-location support

• Vendor management

• BIM integration

Pricing

Enterprise pricing only (contact sales)

Pros

• Comprehensive procurement features

• Strong vendor management

• Built for large organizations

• Good for standardization

• Detailed cost tracking

Cons

• Complex interface

• Steep learning curve

• Can be overwhelming for non-multisite projects

• High price point

• Focused more on operations than design

• Less emphasis on collaboration

SpecSources

Overview

SpecSources is a legacy FF&E specification system that's been used by large design firms since 2000. While it’s user interface is dated, it offers deep specification capabilities and is particularly entrenched with major hospitality design firms.

Best For

• Large established design firms

• Teams with extensive hospitality projects

• Firms needing traditional specification workflows

• Organizations already using the platform

Notable Features

• Traditional specification tools

• Built-in product marketplace

• Vendor bidding system

• Purchase order management

• Integration with Revit

• Extensive reporting options

Pricing

• $995/user/year

• Additional costs for Revit integration

• Enterprise options available

Pros

• Comprehensive feature set

• Proven track record

• Strong with large firms

• Extensive reporting capabilities

• Built-in product marketplace

Cons

• Dated user interface

• Expensive per-user pricing

• Complex to learn and use

• Limited collaboration features

• No automated revision tracking

• Older technology

• Not updated regularly

DesignSpec

Overview

DesignSpec is a specification platform focused on hospitality and commercial projects. Recently acquired by Design Manager, it's established itself as a technical solution for detailed specification writing, particularly among firms handling mostly hotel projects.

Best For

• Hospitality design firms

• Teams needing highly detailed technical specifications

• Firms with dedicated specification writers

• Projects requiring extensive documentation

Notable Features

• Comprehensive specification templates

• Detailed reporting capabilities

• Integration with Revit

• Multi-office support

• Advanced user permissions

• QuickBooks integration

• Client approval system

Pricing

• Studio: $53/user/month (paid annually)

• Complete: $71/user/month (paid annually)

• Pro: Custom pricing

• Annual billing may be required

Pros

• Deep specification capabilities

• Strong technical documentation features

• Robust reporting options

• Professional-grade output

Cons

• Steeper learning curve

• Less intuitive and attractive interface

• Can be complex for smaller projects

• Limited real-time collaboration

• Manual revision tracking

Spexx (Lojik Design Systems)

Overview

Spexx is one of the oldest FF&E specification platforms, recently acquired by Design Manager. It's split into two products: Spexx for specifications and Exxpedite for purchasing. While it is still being used by some established firms, its technology is notably dated and must be installed manually on computers in your office.

Best For

• Teams already using the platform

• Firms not wanting to move to the cloud

• Firms needing basic specification capabilities

• Organizations with simple purchasing workflows

Notable Features

• Traditional specification tools

• Basic purchasing system (Exxpedite)

• Report generation

• Basic image management

• Standard templates

• Local database storage

Pricing

Contact for pricing (now a part of Design Manager)

Pros

• Established platform

• Comprehensive reporting

• Simple learning curve for basic features

• Integrated purchasing system

• Familiar to long-time users

Cons

• Extremely dated interface

• Desktop-only software

• No cloud capabilities

• Limited collaboration features

• Split into two separate products

• No modern workflows or automation

• Not updated regularly

• Users may have to migrate to Design Manager

Spec Designer

Overview

Spec Designer is a UK-based web platform offering basic FF&E specification capabilities. While it was an early adopter of web-based technology, the platform appears to have had minimal updates in recent years.

Best For

• Teams needing basic specification tools

• Small firms with simple projects

• Organizations wanting basic web access

Notable Features

• Basic web-based specification

• Time tracking

• Simple image library

• Basic revision history

• Report generation

• Client collaboration portal

Pricing

Contact for pricing (UK-based)

Pros

• Web-based access

• Simple to use

• Built-in time tracking

• Basic collaboration features

• Straightforward reporting

Cons

• Limited feature set

• Dated technology

• Basic specification capabilities

• UK-centric platform

• Minimal recent development

• Limited support outside UK

How to Choose the Right FF&E Specification Software

When evaluating FF&E specification software for your firm, consider these additional factors:

Key Questions to Ask Vendors

1. Usability

   • Can I trial the software with my team?

   • What training is required?

   • How long does implementation typically take?

2. Technical

   • Is the platform cloud-based or desktop?

   • How are updates handled?

   • What happens to our data if we cancel?

3. Support

   • What support options are available?

   • Where is support located?

   • What are typical response times?

Red Flags to Watch For

• Long-term contracts with no trial period

• Outdated technology that may be discontinued

• Poor customer support

• Hidden fees or unclear pricing

• Lack of regular platform updates

The best FF&E specification software for your firm will balance power and usability while aligning with your team's workflow and project needs. Take time to evaluate options thoroughly, as switching platforms can be time-consuming and potentially disruptive to your firm's operations.