Painting Invoice Generator — Room by Room, Coat by Coat
Itemize prep, labor, paint, and change orders on a clean, branded PDF that shows the customer exactly what was painted and with what. Works for interior, exterior, residential, and commercial jobs.
No signup required. 100% free.
Sample painting invoice
A filled-in example with made-up details. Open it in the editor, click anything on the paper and change it to yours, then download the PDF.
True Coat Painting Co.
2715 Belmont BlvdNashville, TN 37212(615) 555-0174Home Improvement Lic. #HI-31427[email protected]INVOICE
No. TC-0412
Terms: Due on receipt
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Living room — walls and ceilingPatch and sand, 2 coats finish, about 420 sq ft1 × $720.00No sales tax | 1 | $720.00 | $720.00 |
| Primary bedroom — walls, trim and closetCaulk trim, spot prime, 2 coats finish1 × $640.00No sales tax | 1 | $640.00 | $640.00 |
| Kitchen cabinets — 18 doors and framesDegrease, scuff-sand, bonding primer, 2 coats1 × $2,150.00No sales tax | 1 | $2,150.00 | $2,150.00 |
| Wall paint, gallonsEggshell, colour Harbor Fog HF-2104 × $62.00 | 4 | $62.00 | $248.00 |
| Cabinet enamel, gallonsSatin, colour Wren White WW-042 × $89.00 | 2 | $89.00 | $178.00 |
| Prep suppliesTape, plastic, caulk, spackle, sanding discs1 × $95.00 | 1 | $95.00 | $95.00 |
| Change order: hallway ceilingAdded 6 Oct, approved by text1 × $260.00No sales tax | 1 | $260.00 | $260.00 |
- Subtotal
- $4,291.00
- Sales tax (9.25%)
- $48.19
- Total
- $4,339.19
Notes
Deposit of $1,200 received 21 September (TC-0388); balance due $3,139.19. Leftover paint is labelled and left in the garage for touch-ups.Terms
Balance due on completion. Free touch-ups within 30 days; 2-year warranty against peeling and blistering on prepared surfaces.Painting Billing Problems, Fixed
One Big Number Hides the Work
'Interior painting — $4,200' makes the customer wonder what they paid for. Breaking it down by room and surface, with coats and square footage, shows the work behind the price and makes it easy to compare against the estimate.
Prep Time Gets Overlooked
Scraping, sanding, patching drywall, caulking, priming stains, and masking can take longer than the painting. When prep sits on its own lines, customers understand why a room with damaged walls costs more than one that only needed a fresh coat.
Colours and Products Get Forgotten
A year later the customer wants a touch-up and nobody remembers the colour. Writing the brand, product line, sheen, and colour code on each line or in the notes gives them a record they'll thank you for, and brings the touch-up call back to you.
Change Orders Pile Up
'While you're here, can you do the hallway?' happens on almost every job. Each addition as its own dated change order line keeps the final total honest and stops disputes about what was in the original quote.
How to Create a Painting Invoice
Add Your Business and the Job
Enter your business name, phone, logo, and license number if you have one. Add the customer's name and the job address, which may differ from their billing address for landlords and property managers.
Itemize by Room and Surface
Add each room or area with the surfaces and coats, prep work, paint and supplies, and any change orders. Mark labor lines not taxable if only materials are taxed where you work, and note the deposit received.
Download and Hand It Over
Download the PDF and email or text it to the customer yourself. Sign up free to save repeat customers and property managers, keep your layout as a template, and track which invoices are paid.
Features Painters Need
Painting Invoicing Tips
Name the room, the surface, and the coats
'Primary bedroom — walls and ceiling, patch and sand, 1 coat primer + 2 coats finish — $780' tells the customer exactly what they got. It also protects you if they later say a wall was missed or only one coat went on.
Put the paint spec in the notes
List each colour with brand, product, sheen, and code, e.g., 'Walls: Benjamin Moore Regal Select, Eggshell, Chantilly Lace OC-65'. It's the most useful thing on the invoice a year from now, and it brings touch-up work back to you.
Show supplies separately from paint
Tape, plastic, drop cloths, caulk, patching compound, and primer are real costs. A line like 'Prep supplies — tape, plastic, caulk, spackle — $85' is easier to accept than a padded paint price, and it keeps your margins visible.
Quote first, then reuse the quote
Rename the title to ESTIMATE and give the customer a room-by-room breakdown before you start. When the job is done, rename it back to INVOICE, add any change orders, and note the deposit received, so the final bill matches what they approved.
Write your touch-up policy in the terms
State what you'll come back for and for how long, e.g., 'Free touch-ups within 30 days; 2-year warranty against peeling and blistering on prepared surfaces'. It answers the call-back question before it's asked and sets clear limits.
Frequently Asked Questions
A painting invoice should include your business name, phone, and license number where your state requires one, the customer's name and the job address, the job dates, each room or area painted, the surfaces (walls, ceilings, trim, doors, siding), prep work, number of coats, paint brand, product and colour, labor, materials, any change orders, tax where it applies, the deposit already paid, the balance due, your payment terms, and your touch-up or workmanship warranty.
All three are common. Per-room or per-square-foot pricing ('Living room, walls and ceiling, 2 coats — $650') is easiest for homeowners to compare. Hourly ('14 hrs @ $55/hr') suits repair work, touch-ups, and jobs where prep is hard to predict. In Invoita you can rename the Qty column to Hours or Sq ft, or remove Qty and Rate entirely for flat per-room prices.
Many painters ask for 20–50% up front to cover paint and supplies and to lock in the start date, subject to any deposit limits in your state. Send a deposit invoice, e.g., 'Deposit — interior repaint, 5 rooms — $1,400', due on receipt. On the final invoice, list the full job and note 'Deposit of $1,400 received 2 April (INV-063)' so the balance due is clear.
Add each change as its own line and write that it was added, e.g., 'Change order: hallway ceiling added 14 May — $280'. Agree the price before you paint, ideally in a text or email you can point to. Clear change order lines stop the 'that wasn't in the quote' conversation when the final invoice arrives.
It depends on where you work. In many places paint and materials are taxable while labor on a home is not, but some states tax painting services too. Invoita applies one tax rate per invoice and lets you mark individual lines as not taxable, so you can tax the paint lines and leave labor untaxed, or tax everything. Check your local rules.
Yes, completely free. Create unlimited painting invoices and estimates with your logo, room-by-room breakdown, and paint details, and download clean PDFs with no watermark and no signup. A free account adds saved customers, saved templates, and paid/unpaid tracking.
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Professional Painting Invoices, Free
No signup, no watermarks. Itemize rooms, prep, paint, and change orders, and download a clean PDF in minutes.