What a painting invoice is for
Painting invoices are handed over at the walk-through, the moment when the customer looks for every missed spot. An invoice that matches the estimate room by room, lists any change orders and shows the deposit taken off makes that moment about the work, not the math. Add the paint colors and products used, so the customer has them for touch-ups.
What to put on a painting invoice
- Rooms and surfaces painted, matching the estimate.
- Change orders, each on its own line.
- Deposit received and the balance.
- Paint brand, color names and sheens used.
- Payment methods and the due date.
A worked example
The main floor repaint is done and touched up. The customer added the powder room during the job by change order. The deposit was paid at signing.
| Line | Qty | Unit | Price | Amount |
|---|---|---|---|---|
| Paint walls * | 1,017 | sq ft | $1.50 | $1,525.50 |
| Paint ceilings * | 432 | sq ft | $1.75 | $756.00 |
| Paint baseboards and door casings | 260 | ft | Your price | |
| Change order 1: powder room walls and ceiling | 1 | each | Your price |
Put the color names and sheens in the notes; customers ask for them years later when a wall gets scuffed. Enter the deposit in Already paid.
* Typical price from our free painting cost calculator, which lists its sources. Your own costs and market come first.
Line items painters use
| Line item | Unit | How to write it |
|---|---|---|
| Paint walls, two coats | sq ft | Wall area, not floor area; say the paint line and sheen. |
| Paint ceilings | sq ft | Flat ceiling paint unless the customer asks otherwise. |
| Paint trim and baseboards | ft | By the foot, or per room if you prefer. |
| Paint doors and frames | each | Both sides and the frame, or say otherwise. |
| Paint cabinets | each | Per door and drawer front; say whether boxes are included. |
| Drywall patching and sanding | hour | Nail pops, dents and small holes before paint. |
| Prime stains or new drywall | sq ft | Stain-blocking primer where water or smoke marks are. |
| Caulk gaps at trim | ft | Where trim meets wall. |
| Exterior siding, wash, scrape and paint | sq ft | Prep matters most outside; describe it. |
| Scrape and prime bare wood | hour | Exterior prep that varies by condition. |
| Move and cover furniture | room | Say whether you move it or the customer does. |
| Wallpaper removal | sq ft | Price separately; condition varies. |
| Lead-safe work practices | each | For homes built before 1978, where federal rules apply to disturbing paint. |
Terms and deposit language for painting
- Deposit. A deposit at signing reserves the dates and covers the paint order. On short interior jobs some painters take none. Check your state's rules on home improvement deposits.
- Payment. Balance due when the walk-through is done and touch-ups are finished. Larger exterior jobs can split payment at the halfway point.
- Warranty. State how long you cover peeling or flaking from your workmanship, and that it does not cover damage, moisture problems or surfaces you advised against painting.
- Colors are confirmed in writing before paint is bought; changing a color after purchase is a change order.
- Exterior work depends on weather; say how a rain day moves the schedule.
- Furniture moving, wall hangings and outlet covers: say who handles each.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for painting
The same invoice for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for painters: how painters run on Koira.