Invoice app and templates for painters
Prep, patching, coats and cleanup. Painters sell the finish but spend most of the time on everything before it, and the invoice should show that.
Clients see the paint on the wall and think the job is the painting. You know the job is the preparation: moving and covering furniture, filling holes, sanding, caulking, priming, taping. If your estimate and your invoice only say “paint three rooms”, the client has no idea why it takes two days, and every extra hour looks like padding.
What makes painting invoices different
- Most of the labour is prep, which clients do not see and often do not price in their head.
- Paint is a large material cost and varies a lot by brand and finish, so who chose it matters.
- Jobs are priced by room, by area or by the day, and the invoice should follow the method the estimate used.
- Surprises such as wall repairs or extra coats change the price, and need writing down when they happen.
What goes on a painting invoice
- Surface preparation as its own line, with hours, so the client sees the effort behind the finish.
- Painting labour by coat or by area, stating how many coats were applied.
- Paint and primer as materials, with the product, quantity and price.
- Supplies such as tape, drop cloths and caulk, either itemised or as one supplies line.
- Any deposit received, and the balance due.
Example: two bedrooms and a hallway
| Item | Qty | Price | Amount |
|---|---|---|---|
| Surface preparation and patching (hours) | 6 | $45.00 | $270.00 |
| Painting, two coats (hours) | 16 | $45.00 | $720.00 |
| Primer and paint (gallons) | 6 | $48.00 | $288.00 |
| Tape, drop cloths and caulk | 1 | $60.00 | $60.00 |
| Total | $1,338.00 | ||
| Deposit received | -$400.00 | ||
| Balance due | $938.00 |
Total $1,338.00 with a $400 deposit received, leaving $938.00 to pay. The prep line is the one clients question least when it is written down and most when it is hidden inside the painting price.
Three billing problems painters run into
Underpricing the prep
Prep is where jobs lose money. Estimate it as its own line, and if a wall turns out worse than expected, say so and add the hours.
Paint costs that move
Prices change between estimate and job. Put a validity date on the estimate and invoice paint at actual cost.
Extra coats and colour changes
A bold colour over a dark wall can need an extra coat. Write down the change and the extra cost the moment the client approves it.
Estimates, deposits and getting paid
Write an estimate that states the rooms, the number of coats and what is and is not included, such as ceilings or trim. A deposit at acceptance covers materials and secures the dates. Our guide on pricing a painting job shows how to build the number from the walls.
How Invoice Mint fits painting work
- Save prep, coat and supply lines with your rates so an estimate takes minutes.
- Turn an accepted estimate into an invoice and show the deposit already received.
- Send the invoice from the driveway as a link when the last room is done.
- Keep track of which jobs are paid, so a finished job never sits unbilled.
How much do painters make?
In the United States, the Bureau of Labor Statistics (BLS) puts the median annual wage for painters, construction and maintenance at $49,400 as of May 2025, about $23.75 an hour. BLS projects 3 percent job growth from 2025 to 2035, as fast as average.
| Measure | Amount |
|---|---|
| The lowest-paid tenth earn less than | $37,440 |
| Median wage | $49,400 |
| The highest-paid tenth earn more than | $78,810 |
| Projected job growth, 2025 to 2035 | 3 percent |
These figures are for employees. BLS wage data does not include self-employed workers, so an owner’s income depends on the prices they charge, the work they win and the costs they carry. Say you want to take home the median, $49,400, and your ladders, sprayer, supplies, vehicle and insurance cost $6,000 a year. If you can bill 1,300 hours (most of a self-employed year goes on quoting, driving, buying materials and paperwork), you need $42.62 for each billable hour just to get there, before tax and before any profit.
Do painters need a licence, and how do you learn the trade?
BLS lists no formal educational credential for painters and moderate on-the-job training, with painting apprenticeships of three or four years available in some places. It also notes that some states require licensing for lead paint removal, and that the Environmental Protection Agency provides certification for lead paint work, which matters on older homes.
Taxes and costs when you run a painting business
For self-employed work in the United States, the IRS lists a self-employment tax of 15.3 percent, with 12.4 percent going to Social Security and 2.9 percent to Medicare. Estimated tax payments may be due quarterly. Costs that are specific to painting include:
- Ladders, scaffolding, sprayers and the brushes and rollers that wear out.
- Drop cloths, tape and caulk on every job.
- Insurance, and lead-safe certification if you work on older homes.
- Disposal of paint and materials.
- Time spent on estimates and colour consultations.
Rules in Canada, Australia, the UK and elsewhere are different, so check with your own tax office. A habit that works everywhere: move a fixed share of every payment into a separate account the day it arrives, and ask an accountant what share suits your income.
Free tools for painters
- Free estimate template for contractors and small businesses A free, clean estimate template in PDF, Word and Excel. Fill in your lines and prices, send it, and win the job. Open
- Free invoice template for contractors and small businesses Free invoice templates in PDF, Word and Excel. Pick a style, add your lines and prices, and send a professional invoice. Open
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Service price calculator
Free service price calculator. Enter hours, your rate, costs and a profit markup to see what to charge for the job.
Open
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Markup and margin calculator
Free markup and margin calculator. Enter your cost and a markup, margin or price to see the selling price and profit.
Open
Common questions
Should painters charge by the hour or by the room?
Either works if it is clear. Pricing by area or room suits standard interiors. Hourly suits repairs and unpredictable prep. State the method on the estimate and use the same one on the invoice.
How do I show prep work on an invoice?
As its own line with hours and rate. Clients accept prep once they see it is a separate task, and it protects you from being asked to cut it.
How much deposit should a painter ask for?
Enough to cover paint and supplies and to secure the start date. Check what is customary where you work, and put the amount in the estimate.
Is there a free painting estimate template?
Yes. The free estimate and invoice templates can be edited for painting and downloaded as a PDF, Word file or Excel sheet.
