Trades Invoice Template

Free Painter Invoice Template

Send professional invoices for interior and exterior painting jobs. Itemize prep work, labor, and paint clearly so clients know exactly what they are paying for.

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What is a Painter invoice?

A painter invoice is a billing document issued by a painting contractor after completing interior or exterior painting, staining, or coating work. It details surface preparation, labor, paint and primer quantities, specialty coatings, and any equipment costs. The invoice distinguishes between different surfaces and rooms to give clients a clear breakdown of how the total was reached.

What to include on a Painter invoice

Common painter invoice line items

Service Typical Rate Unit
Interior Painting Labor $1.50 - $4.00 per sq ft
Exterior Painting Labor $1.00 - $3.50 per sq ft
Paint and Primer $30 - $80 per gallon (cost + 20-30%)
Surface Preparation (patching, caulking) $50 - $100 per hour
Cabinet Painting and Refinishing $50 - $100 per door or drawer face
Power Washing (exterior prep) $0.15 - $0.35 per sq ft

How to invoice as a painter

Painters typically quote a flat price per room, per square foot, or by the job rather than hourly, as clients prefer price certainty for painting projects. Structure your invoice to reflect the work by area: list each room or surface separately with its own square footage, prep description, paint product, and labor cost. Always break out paint and materials as a separate line item with a markup of 20-30% over your cost. For projects lasting more than one day, a 30-50% deposit before starting covers paint purchases. The balance is due on completion. For exterior projects, build in a weather contingency note so clients understand that delays caused by rain do not affect the payment terms.

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Frequently asked questions

Should painters charge by the hour or by the project?
Most professional painters charge by the project rather than by the hour. Flat-rate or per-square-foot pricing gives clients clarity, reduces nickel-and-dime disputes, and rewards efficient crews. Hourly billing can work for small touch-up jobs or when the scope is genuinely unclear. If you do bill hourly, set a realistic estimate range upfront. Clients who receive a flat price are easier to invoice, and you are incentivized to work efficiently rather than pad hours.
How do I invoice for prep work separately from painting?
List surface preparation as a distinct line item covering patching holes, caulking gaps, sanding, and priming. Clients often undervalue prep, so itemizing it helps justify your total price. A room that requires extensive plaster repair costs more to paint than a room in perfect condition, and that difference should be transparent on the invoice. Detailed prep line items also protect you if a client questions why the job cost more than a competitor's bare-bones quote.
How much should painters mark up paint and materials?
A markup of 20-30% over your cost is standard for paint and materials. This covers your time spent purchasing, transporting, and managing leftover product. Professional-grade paint from suppliers like Sherwin-Williams or Benjamin Moore costs more than big-box paint but delivers better coverage and durability. Help clients understand the value of higher-quality products by noting the brand and product line on your invoice. Never buy cheap paint to inflate your margin, as callbacks from poor coverage will cost more than the saved margin.
What should a painter do when a client wants to supply their own paint?
It is reasonable to allow clients to supply paint, but adjust your pricing accordingly. If you are not supplying materials, reduce your invoice by the material cost, but do not reduce your labor rate. Be clear that you do not warranty coverage, color accuracy, or finish quality for client-supplied paint. If the client buys insufficient quantity or the wrong product, your time waiting or re-purchasing is billable. Note on the invoice that materials were client-supplied to protect yourself from quality callbacks.
How do I handle additional coats or work outside the original scope?
If additional coats are needed due to a difficult color change or surface condition not evident during the estimate, communicate this before applying them and issue a change order. Charging for a third coat without prior approval is a common source of disputes. In your original estimate, note the assumed number of coats and what triggers additional charges. If you discover extensive drywall damage behind old paint, stop, document it, notify the client, and get approval before proceeding.
What are typical payment terms for painting contractors?
A 30-50% deposit before starting is standard and necessary to cover paint and material costs. The balance is due on completion or within 7 days of completion. For multi-week commercial or exterior projects, a progress payment at the halfway mark is reasonable. Include a late fee clause in your contract and on the invoice. For first-time residential clients, requiring a larger deposit reduces the risk of non-payment after the most time-consuming work is complete.
Can I use this template for free?
Yes. Tidybill's free plan lets you create up to 5 invoices per month at no cost, with no credit card required. You can use the Painter invoice template straight away after signing up.
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