Trades & home services
Free Painting Invoice Template
Free painting invoice template with prep hours, coverage by square foot and paint by the gallon. Customize the lines and send the PDF straight to the client.
Free · No signup · Editable · PDF in under a minute
Painters quote by the square foot, by the room or by the job, but the number always comes down to two things: how much surface, and how much prep. This template separates them. Prep — patching, sanding, caulking, masking, priming bare drywall — is where estimates go wrong and where customers most need to see the labor they are paying for. Coverage lines state the measured area and the number of coats, so a repaint over a dark color is visibly not the same job as a fresh neutral. Paint bills per gallon by product and sheen, which is worth showing when you specified a premium line; it also gives the homeowner the exact product for touch-ups two years later. Doors, trim and cabinet fronts price per unit rather than per foot. Exterior work adds rows for pressure washing, scraping and carpentry repair. Record the color codes on the invoice — customers lose them, and you will get the call.
Invoice
Rivera Studio
INV-0042
Jul 1, 2026
Bill To
Northwind Coffee Co.
402 Bleecker Street
New York, NY 10014
- Number
- INV-0042
- Issue Date
- Jul 1, 2026
- Due Date
- Jul 1, 2026
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Interior wall and ceiling painting — two coats | 1850 sq ft | $2.75 | $5,087.50 |
| Surface prep: patching, sanding, caulking, masking | 8 hour | $65.00 | $520.00 |
| Premium interior latex, eggshell | 9 gallon | $68.00 | $612.00 |
| Doors and casing — brushed enamel | 6 door | $95.00 | $570.00 |
- Subtotal
- $6,789.50
The template opens with these lines already filled in. Change any of them — they are a starting point, not a price list.
What a painter invoice usually contains
These are the lines this template starts with, at illustrative US rates for 2026. Every description, quantity, unit and rate is editable.
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Interior wall and ceiling painting — two coats | 1850 sq ft | $2.75 | $5,087.50 |
| Surface prep: patching, sanding, caulking, masking | 8 hour | $65.00 | $520.00 |
| Premium interior latex, eggshell | 9 gallon | $68.00 | $612.00 |
| Doors and casing — brushed enamel | 6 door | $95.00 | $570.00 |
| Total | $6,789.50 | ||
- Default unit
- sq ft
- Payment terms
- Due on receipt
- Suggested layout
- modern
Terms this template starts with
Payment is due on receipt of the final invoice. A deposit covering the material order is due before the paint is purchased and is credited against the total. Workmanship is warranted for 24 months on interior work and 12 months on exterior work; the warranty covers peeling, blistering and flaking attributable to application, and excludes substrate failure, moisture intrusion and settlement cracking. Additional coats needed for extreme color changes are quoted before work begins.
- Your logo, accent colour and business details
- Any currency, with named tax rates per line
- Six layouts on A4 or US Letter
- Hosted payment link and read receipts with a free account
Painter invoicing questions
- Per square foot or per room?
- Per square foot of surface is more accurate and easier to defend on larger jobs, since it scales with what actually gets coated. Per-room pricing is faster to quote and works well on standard residential layouts. Whichever you use, state the measured area or the room count on the invoice so the number is checkable.
- Should paint be billed separately from labor?
- Itemizing it is usually better. It shows which product and sheen you specified, justifies the price gap against a bid using builder-grade paint, and gives the homeowner the exact product for touch-ups later. It also handles the case where a customer supplies their own paint without repricing the whole job.
- How much of the price is prep work?
- On repaints, frequently a third to half of the labor. Patching, sanding, caulking, masking and priming determine how the finish looks and how long it lasts, and a customer comparing two bids usually cannot see the difference until it is written down. Give prep its own line with the hours so the cheaper bid becomes explicable.
- Do painters take deposits?
- On larger jobs, commonly. A deposit covering the material order is normal and reasonable; a large deposit before any work has started is a red flag consumers are warned about, and some states cap what residential contractors may collect up front. Keep it proportionate, tie it to materials, and show it applied on the invoice.
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