How to Write a Painting Invoice That Gets You Paid Fast

Every painting contractor knows the frustration: you finish a beautiful three-room interior job, spend 20 minutes scribbling line items on a generic invoice, and then wait weeks for payment because the homeowner “has questions about the charges.”

Learning how to write a painting invoice that is clear, professional, and detailed eliminates payment disputes and positions your painting business as the professional operation it is. This guide covers everything from choosing the right pricing structure to documenting paint colors for future touch-ups.

Table of Contents

• Choosing Your Pricing Structure
• How to Write a Painting Invoice: Breaking Down Paint vs Labor
• Itemizing Prep Work on Your Painting Invoice
• Managing Multi-Phase Project Billing
• Documenting Paint Colors and Brands
• Handling Change Orders Mid-Project
• Complete Painting Invoice Line Item Examples
• Common Painting Invoice Mistakes to Avoid
• Frequently Asked Questions

Choosing Your Pricing Structure for Painting Invoices

Before you can write an effective painting invoice, you need to understand which pricing method fits each job. Our flat rate vs hourly pricing guide covers the tradeoffs in depth. Most painting contractors use one of three approaches.

Square Footage Billing

Square footage pricing works best for straightforward projects with standard conditions. Calculate your rate based on surface area, typically ranging from $1.50 to $4.00 per square foot for interior walls depending on your market and the complexity of the work.

When to use square footage billing:

• Standard height ceilings (8-10 feet)
• Minimal prep work required
• Similar surface conditions throughout
• Residential repaint jobs

How to calculate: Measure wall height times wall length for each wall, subtract window and door openings, then multiply by your per-square-foot rate.

Per-Room Pricing

Flat per-room rates simplify quotes for residential clients who want a bottom-line number. This approach bundles labor, standard prep, and sometimes paint into one figure.

Typical per-room ranges:

• Small bathroom: $150-$300
• Standard bedroom: $300-$600
• Living room: $400-$900
• Kitchen (walls only): $350-$700

Per-room pricing hides your profit margins, which some contractors prefer. However, it can backfire on rooms with extensive repair needs or unusual features.

Hourly Plus Materials

Hourly billing protects you on unpredictable jobs—older homes with lead paint concerns, extensive drywall repair, or commercial projects with changing specifications.

Current hourly rates for painters:

• Apprentice/helper: $25-$40/hour
• Journeyman painter: $45-$65/hour
• Master painter/specialty finishes: $70-$100/hour

Always specify in your invoice whether materials are billed separately or included in the hourly rate.

How to Write a Painting Invoice: Breaking Down Paint vs Labor Costs

Clients appreciate transparency. Separating paint costs from labor on your painting contractor invoice demonstrates professionalism and justifies your pricing.

Paint Cost Line Items

List paint products individually with specifics:

This level of detail accomplishes two things: it shows clients exactly what they are paying for, and it creates a permanent record of paint colors for future touch-ups.

Labor Cost Line Items

Break labor into logical categories:

Clients rarely question detailed labor breakdowns because they can see exactly where their money went.

Itemizing Prep Work on Your Painting Invoice

Prep work often accounts for 50-60% of a painting project’s labor hours. Failing to itemize it properly leads to underpricing and client confusion about why the job costs what it does.

Common Prep Work Line Items

Surface Preparation:

• Power washing (exterior): $0.15-$0.50 per square foot
• Sanding and scuff sanding: hourly rate
• Scraping loose paint: hourly rate
• TSP cleaning/degreasing: hourly rate

Repairs:

• Drywall patching (per patch, by size): $25-$150
• Caulking windows and trim: $3-$8 per window
• Wood rot repair: hourly plus materials
• Crack repair and skim coating: hourly rate

Protection:

• Masking and taping: hourly or flat fee
• Floor covering and furniture moving: hourly or flat fee
• Plastic sheeting for fixtures: included or itemized

Sample Prep Work Section for a Painting Invoice

SURFACE PREPARATION
- Remove outlet and switch covers (12 total).............$0.00
- TSP wash all surfaces.................................$85.00
- Sand glossy surfaces for adhesion.....................$165.00
- Mask windows, trim, and flooring......................$220.00
- Patch drywall damage (3 small holes, 1 medium)........$175.00
- Caulk window and door trim gaps.......................$95.00
                                        Prep Subtotal: $740.00

Itemizing prep work protects you when clients ask why painting takes longer than they expected. You can point directly to the prep section showing the work required before paint ever touched the walls.

Managing Multi-Phase Project Billing for Painting Contractors

Large projects—whole-house exteriors, commercial buildings, new construction—require structured billing to maintain cash flow and protect both parties.

Progress Billing Structure

For projects over $5,000, consider milestone-based invoicing:

Phase 1 - Deposit (25-35%) Due upon contract signing. Covers materials purchase and initial mobilization.

Phase 2 - Prep Complete (25-30%) Invoice when all prep work finishes and surfaces are ready for primer. This protects you if the client cancels mid-project.

Phase 3 - Prime and First Coat (20-25%) Bill when primer and first topcoat are complete on all surfaces.

Phase 4 - Final Completion (15-25%) Due upon final walkthrough and approval. Some contractors hold a small percentage until client sign-off.

Multi-Phase Painting Invoice Example

PROJECT: Exterior Repaint - 2,400 sq ft Victorian
CLIENT: Johnson Residence

INVOICE #2 OF 4 - PREP PHASE COMPLETE

Completed work this phase:
- Power wash all surfaces (completed 10/15)
- Scrape and sand peeling areas (47 hours)
- Prime bare wood and repairs (28 hours)
- Caulk all window and door trim
- Replace rotted fascia section (4 linear ft)

Phase 2 amount due: $3,850.00
Previous payment (deposit): $4,200.00
Remaining balance after this payment: $7,700.00

Documenting Paint Colors and Brands on Painter Invoices

Professional painters provide value beyond the paint job itself. Documenting every color and product used creates a reference clients will need for years.

What to Document

For each room or area, record:

• Paint brand and product line
• Color name and color code
• Finish (flat, eggshell, satin, semi-gloss, gloss)
• Surface applied to (walls, ceiling, trim, doors)
• Number of coats applied
• Date of application

Creating a Color Documentation Sheet

Include a separate color reference document with every final invoice. Many painting contractors attach this as a project addendum, but modern invoicing apps like Pronto Invoice let you attach photos and documentation directly to the invoice record. This means clients can pull up their invoice months later and find the exact color codes without digging through paperwork.

Some painters photograph each paint can lid next to the finished wall as additional verification. Attaching these photos to the invoice creates a permanent visual record tied to the billing documentation.

Handling Change Orders Mid-Project

Scope creep kills profitability. When a client asks you to add the hallway that was not in the original quote or decides they want a different color requiring additional coats, document it immediately.

Change Order Best Practices for Painting Invoices

1. Stop and document before proceeding. Never perform additional work on a verbal promise.

2. Create a written change order specifying:

   • Description of additional work
   • Additional materials required
   • Additional labor hours estimated
   • Price for the change
   • Impact on project timeline

3. Get client signature before starting the added work.

4. Reference change orders on the final invoice as separate line items.

Change Order Section Example

CHANGE ORDERS

CO-001: Add hallway to scope (client request 10/18)
- Labor: 4 hours @ $55.00..............................$220.00
- Materials: 1 gal Agreeable Gray......................$75.00
                                    Change Order Total: $295.00

CO-002: Third coat accent wall (color coverage issue)
- Labor: 1.5 hours @ $55.00............................$82.50
- Materials: included..................................$0.00
                                    Change Order Total: $82.50

Common Painting Invoice Mistakes to Avoid

Vague line items. “Painting services - $3,500” tells clients nothing and invites disputes. Itemize every category.

Forgetting prep work. Unbilled prep hours destroy your margins. Track prep time separately and bill for it.

No payment terms. State when payment is due (upon completion, net 15, net 30) and any late payment policies. See our invoice payment terms guide for options.

Missing contact information. Include your business name, license number, phone, email, and physical address.

Not keeping copies. Digital invoicing ensures you always have records. Handwritten invoices disappear into client filing cabinets or trash bins.

Skipping project photos. Before and after photos attached to invoices document your quality work and protect against damage claims. Mobile invoicing tools that support photo attachments make this effortless—snap photos on-site and attach them before sending the invoice.

Writing a Professional Painting Invoice: Final Thoughts

Your invoice represents your business after you leave the job site. A detailed, professional painting contractor invoice reinforces the quality of your work and accelerates payment.

The best painting invoices include transparent pricing structures, itemized prep and labor, documented paint specifications, and professional formatting. They answer client questions before they are asked and create a permanent record both parties can reference.

Whether you use square footage billing, per-room pricing, or hourly rates, the principles remain the same: be specific, be transparent, and document everything. Use our painting invoice template as a starting point and customize it for your mobile invoicing workflow. Your bank account—and your clients—will thank you.

Frequently Asked Questions About Painting Invoices

What is a painting invoice?

A painting invoice is a billing document issued by a painter or painting company to a client after completing a painting job. It itemizes the services provided, materials used, labor costs, and the total amount due for the work performed. Unlike a simple receipt, a proper painting contractor invoice includes detailed line items, payment terms, and project documentation.

What should a painting invoice include?

Every painting invoice should include: your business name and contact information, client name and billing address, unique invoice number, invoice date, itemized list of services with individual costs, materials used (including paint brands and colors), labor hours and rates, subtotal, applicable taxes, total amount due, payment terms, and accepted payment methods. For larger projects, also include the project address and any change order documentation.

When should you send a painting invoice?

Send your painting invoice within 48 hours of completing the job. Prompt invoicing reduces payment delays and prevents confusion about project details. For multi-phase projects, invoice at each agreed milestone—typically after deposit collection, prep completion, first coat application, and final walkthrough. The sooner you invoice, the sooner you get paid.

How do painters typically charge—hourly or by square foot?

Painters use three main pricing structures: square footage billing ($1.50-$4.00 per square foot for interiors), per-room pricing ($150-$900 depending on room size), or hourly rates ($25-$100/hour depending on skill level). Square footage works best for standard repaints, per-room pricing suits residential clients wanting simple quotes, and hourly billing protects painters on complex or unpredictable jobs.

How do you handle change orders on a painting invoice?

Document every change order in writing before performing additional work. Create a separate change order document specifying the additional work, materials required, estimated labor hours, and price. Get the client’s signature, then list each approved change order as a separate section on your final invoice with its own subtotal. This protects both parties and prevents disputes.

What payment terms should painting contractors use?

Common payment terms for painting contractors include: Due on Receipt for smaller jobs, Net 15 for residential projects, and Net 30 for commercial clients. For projects over $5,000, use milestone-based payments with 25-35% deposit upfront, progress payments at key phases, and 15-25% upon final completion. Always specify late payment penalties (typically 1.5% per month) in your terms.

How do you itemize prep work on a painting invoice?

List prep work as separate line items with individual costs. Common categories include: surface cleaning (TSP wash, power washing), surface prep (sanding, scraping, deglossing), repairs (drywall patching, caulking, wood repair), and protection (masking, floor covering, furniture moving). Since prep often represents 50-60% of labor hours, detailed itemization justifies your pricing and prevents client objections.

Should painters include paint color information on invoices?

Yes. Document the paint brand, product line, color name, color code, and finish for every surface painted. This information helps clients with future touch-ups and demonstrates professionalism. Many painters attach a separate color reference sheet or use invoicing software that allows photo attachments of paint can lids alongside the corresponding painted surfaces.