How We Keep Office Fit-Out Budgets on Track: Q&A with Joe

Staying on budget is one of the biggest concerns for companies planning an office fit-out. With so many variables at play, from design decisions to site conditions, it’s no wonder clients want reassurance that costs won’t spiral out of control.

At Soul Spaces, we believe in complete honesty and proactive management when it comes to budgets. In this Q&A, Joe our co-founder has broken down how we approach cost control, why transparency is key, and what clients should look out for when reviewing fit-out proposals.

What does budget adherence mean in the context of office design & build?

Budget adherence is all about keeping project costs in line with the agreed figures. The real test comes once we’re on site. Even with fixed-price contracts, provisional sums, design changes, or unforeseen site issues can shift costs.

That’s why our clients value having a contractor who’s not just technically solid, but also open and upfront, someone who does everything possible to stick to the agreed numbers.

Why is budget adherence such a common concern in this industry?

Frankly, it’s because the industry doesn’t always have the best reputation. Some contractors bid low to win work, then introduce a stream of extras once they’re on site when the client is committed and can’t easily walk away.

We do the opposite. We often pitch high at the start, providing clients with a ‘GOLD’ or worst-case scenario. Then we work together to value-engineer the project by identifying what delivers the best return on investment and aligns with their goals. That way, we’re giving clients financial clarity and value.

How does Soul Spaces keep fixed prices truly fixed?

Two key ways:

• We reduce provisional sums before contract. That means we iron out any grey areas early, so the final contract figure is solid. Costs only rise if the client requests changes or upgrades.
• We cost everything in detail from the start. Our estimates are aligned with accurate drawings and verified figures. By starting with a well-considered number (not a hopeful guess), we minimise surprises.

How do you avoid unexpected costs during the scoping and design phase?

We always survey with contractors on every project. This gives us full ownership of both design and build and allows us to validate costs based on real site conditions.

These are not desktop estimates pulled from photos, they’re expert numbers based on actual site visits. That’s what gives us, and our clients, real confidence in the pricing.

What role does transparency play in managing budgets?

It’s absolutely central. We’re often open book with our clients, sharing real costs and agreeing an upfront margin, which is unusual in the design & build world. But it means clients feel we’re on their side, working with them rather than for ourselves. That level of trust changes everything.

Can you share an example of a project that stayed on budget?

Absolutely – Click here. This project stayed within the agreed budget because we applied all of the above: real-world surveying, transparent pricing, and ongoing collaboration with the client.

What are the common pitfalls that cause budgets to go off track?

One big issue is the imbalance between client expectations and fair treatment of good contractors. If the lowest bid wins regardless of quality or sustainability, it often leads to problems down the line.

Clients should speak to a contractor’s previous clients, understand their values, and be clear on what kind of service they want. At the same time, contractors need to run sustainable businesses that allow them to do their best work.

How do you balance cost control with delivering high-quality, creative design?

It’s about focus. We help clients identify the highest-return elements, the ones that matter most and make sure those are done to a high standard.

It’s far better to do fewer things really well than to spread a budget thin across lots of average decisions. Quality is what stands the test of time.

What should clients look for in a proposal to know if costs are truly fixed?

Three things: creativity, integrity, and social proof.

• Who has the company worked with?
• Are they known for smart, original ideas?
• Do they come across as honest and clear in person?

Ultimately, meet the people. Look them in the eye. You’ll quickly get a sense of the kind of business they run and whether you can trust them with your space and your budget.

Any advice for companies budgeting for a fit-out in 2025?

Some rough benchmarks still hold:

• Around £45 per sq ft for a fit-out
• £1,000 per person for furniture
• A fit-out cost is often equal to one year’s rent

But beyond the numbers, talk to people. Call project managers and fit-out companies, ask questions, get advice. We’re always happy to help, even informally. A five-minute chat early on can save months of stress later.