ToolbeltDocsHow to use this invoice template
- Enter your business details and how customers can pay you. If you used our painting estimate template, "Convert to invoice" carries the customer, rooms and deposit over.
- List the rooms or surfaces you painted, then any extra prep, repairs or coats the customer approved during the job.
- Add the paint and supplies the way you quoted them, and enter the deposit already paid.
- Record the product, sheen and colors in the job fields so the customer has them for touch-ups.
- Download the invoice as a PDF, Word or Excel file, or share the PDF from your phone at the walk-through.
What should a painting invoice include?
A painting invoice should list the rooms or surfaces painted and the coats applied, any extra prep or repairs the customer approved, the paint and supplies if you bill them separately, the deposit already paid and the balance due. Recording the product, sheen and colors on the invoice also gives the customer exactly what they need for touch-ups later.
- Rooms or surfaces painted
- Each room, wall or exterior surface finished, matching how the estimate was priced.
- Coats applied
- How many coats went on, and any primer, so the customer can see what they paid for.
- Approved extras
- Drywall repair, extra coats or wood rot repair the customer agreed to during the job, each on its own line.
- Paint and supplies
- Gallons of paint and primer and other supplies, if you bill them separately from labor.
- Product, sheen and colors
- The paint line, sheen and color names, for touch-ups and future repaints.
- Deposit and balance due
- The deposit already paid, subtracted from the total, and when the balance is due.
- Touch-up terms
- Whether a touch-up visit is included after the customer moves back in, and for how long.
Painting invoice example
Example only Here is a filled-in example for an interior repaint of three bedrooms and a hallway, with extra drywall repair the customer approved once furniture was moved. The customer paid a 25% deposit when booking. The prices are made up for illustration only — your rates and paint costs will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Bedrooms painted as estimated – walls, 2 coats | 3 room | $520.00 | $1,560.00 |
| Hallway walls and ceiling, 2 coats | 1 job | $380.00 | $380.00 |
| Additional drywall repair (approved on site) | 2.5 hr | $65.00 | $162.50 |
| Paint used – premium acrylic, eggshell | 6 gal | $52.00 | $312.00 |
| Caulk, patching compound and masking | 1 lot | $48.00 | $48.00 |
| Subtotal | $2,462.50 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $2,462.50 | ||
| Deposit paid (25%) | $615.63 | ||
| Balance due | $1,846.87 | ||
Sales tax is left at 0% in this example because what is taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better painting invoice
- Write the colors on the invoiceCustomers keep invoices longer than paint cans. Listing the product, sheen and color names saves a call when a wall needs touching up.
- Show approved extras on their own linesDrywall repair or an extra coat agreed during the job reads clearly as its own line, rather than as a higher price for a room.
- Invoice at the walk-throughWalk the rooms with the customer, fix anything small on the spot, and send the invoice before you leave while the finished work is in front of them.
- Add before-and-after photosA photo page of the finished rooms is a useful record for you and for the customer, especially on rental and real-estate jobs.
How we built and tested this
This painting invoice template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 5 extra fields, the 2 starter lines and the 19-item list of common items were written for this painting invoice template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, total, deposit, then balance due. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this painting invoice template free?
Yes. You can make and download painting invoices as PDF, Word or Excel for free, with no sign-up and no watermark.
How do I bill extra prep work on a painting invoice?
Add each approved extra, such as drywall repair or wood rot repair, as its own line with the hours or quantity and the rate you agreed. Note in the terms that extras were approved before the work was done.
Should I put the paint colors on the invoice?
It helps. Listing the product, sheen and color names in the job fields gives the customer what they need for touch-ups and future repaints.
Can I bill a touch-up visit separately?
Yes, if your estimate or agreement says touch-ups after a set period are extra. Add the visit as its own line. If touch-ups are included, say so in the terms instead.
How do I bill paint the customer upgraded?
If the customer chose a more expensive paint after the estimate, show the paint on its own line at the new price, or add the difference as a separate line, so the change is easy to follow.
Can the customer sign off on the finished job?
Yes. Tick "Add a signature line and date" and the customer can sign on your phone or tablet at the walk-through, confirming the work was completed.
How do I send the invoice to my customer?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your invoice is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
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