How to Make a Painting Invoice: Step-by-Step Guide & Template Tips for Painters & Contractors (2026)
Writing a clear, professional painting invoice is more than sending a bill—it’s how you communicate value, justify your pricing, prevent misunderstandings, and get paid quickly. Whether you’re doing interior room repaints, full exterior house jobs, cabinet refinishing, drywall repair + paint, or commercial touch-ups, a well-structured invoice shows clients exactly what they’re paying for and reduces the chance of “I thought that included…” disputes.
In this guide, we’ll cover the essential elements every painting invoice needs, how to itemize labor vs. materials, billing structures for different job sizes, trade-specific best practices, and how to create one fast using a free tool like GenerateInvoice.net (no signup required for basics and instant PDF/share links and auto-calculations).
Why a Strong Painting Invoice Matters
Builds client trust with transparent breakdowns (labor vs. paint vs. prep)
Speeds up payment by removing questions and objections
Protects your profit margins (separate taxable materials from non-taxable labor)
Minimizes disputes and chargeback risks
Reinforces professionalism (branded invoices make you look like the expert you are)
What to Include on Every Painting Invoice
Your Business Information
Company name / DBA / your full name
Logo (paintbrush, roller, house silhouette—simple works best)
Physical address
Phone number & email
Website (if you have one)
Contractor licence number (if required in your state/province)
Tax ID / EIN / VAT number (if applicable)
Client & Job Information
Client name
Property address (critical for painting—jobs are site-specific)
Client phone & email
Job reference line: “Interior Repaint – Living Room & Hallway” or “Exterior Full House – 456 Oak Lane”
Invoice Details
Unique sequential invoice number (e.g., PAINT-2026-001 or JOB-045)
Invoice date
Due date/payment terms (Net 7–15 common; Due on Completion for small jobs)
Detailed Itemised Breakdown. This is the most important part—break it down so nothing is vague. Common categories:
Labor / Man-Hours
Surface preparation (sanding, scraping, patching, priming)
Taping & masking
Painting (walls, ceilings, trim, doors)—note coats if relevant
Cleanup & final touch-ups
Materials / Supplies
Paint (brand, type/sheen, color code, gallons used)
Primer
Supplies (painters' tape, plastic sheeting, drop cloths, brushes/rollers)
Drywall compound, caulk, sandpaper, etc.
Additional Charges
Travel/mileage (outside service area)
Equipment rental (paint sprayer, scaffolding)
Disposal fees (old paint cans, debris haul)
Change orders/extras (approved add-ons during the job)
Pricing & Totals
Quantity (hours, gallons, square feet, flat rate per room/door)
Unit rate
Subtotal per line
Sales tax (usually applies only to materials—confirm local rules)
Discounts (repeat client, volume, cash payment)
Grand total (large, bold font)
Payment Terms & Methods
Clear due date
Accepted payment options: Cash, cheque, bank transfer, credit card, PayPal, Venmo, Zelle
Deposits (30–50% upfront, very common for larger jobs)
Late fees (1.5–2% per month after due date)
Early-payment discount (optional incentive)
Trust-Building Extras
Workmanship warranty (“2-year guarantee on interior paint application). ”)
Thank-you message + referral request
Job notes (“Weather delay—no charge applied")
Before/after photos (attach PDF or link if tool allows)
Step-by-Step: How to Write & Create a Painting Invoice
Decide Your Billing Structure
Small jobs (< $500): Full balance due on completion
Medium jobs ($500–$3,000): 30–50% deposit, balance on final walkthrough
Large/full-house projects: 30% deposit, 40% at midpoint, 30% after final inspection
Recurring commercial maintenance: Monthly flat-rate invoice
Choose a Template
Pick a clean/modern or contractor/service-based template
Fill in Your Fixed Details
Add logo, business info, licence number, default tax rate
Set sequential numbering with prefix (PAINT-, JOB-, etc.)
Build the Itemized Lines
Use the item library: presave common entries once. Examples:
“Interior Wall Painting – per sq. ft."
“Sherwin-Williams Emerald—per gallon”
“Prep Work (sanding + patching) – per hour”
Separate labor from materials
Apply tax only to taxable items (materials usually)
Customize for This Specific Job
Enter exact property address
Add job reference in notes
Include any approved change orders
Add warranty text or thank-you note
Review, Finalize & Send
Preview PDF (check mobile view)
Download PDF or generate a shareable link
Email and text the client: “Invoice for [Job] sent—due in 15 days."
Best Practices for Painting Invoices
Always separate labor from materials (transparency + correct tax application)
Specify paint brand/color/sheen when it matters to the client
Charge sales tax only on materials (common rule—double-check locally)
Use deposits for jobs with significant paint/material costs
Attach before/after photos when possible (proof of quality)
Keep payment terms short (Net 7–10 for residential, Net 15–30 for commercial)
Pre-save recurring items for maintenance contracts (monthly touch-ups)
Common Mistakes Painters Make on Invoices
Using one vague line (“Painting services – $2,500 ”)
Forgetting sales tax on paint and supplies
No upfront deposit on material-heavy jobs
Sending the invoice days/weeks after completion
No clear payment methods or due date
Create Your Painting Invoice Right Now
A professional, detailed invoice reflects the care you put into your work and helps you get paid faster with far fewer questions.
Head to https://generateinvoice.net, choose a template (200+ professional designs), add your most common painting services to the item library once, set your terms, and generate/download/share for free in minutes. No card required, no signup for basics, multi-currency ready, privacy-focused.