AvoPainting Invoice Template (Free Fillable PDF)
Painting is priced by the room, the square foot or the hour, and the client usually got quotes in all three from different painters. The invoice has to be in the units the estimate used, with prep separated from painting and paint separated from labor, so the client sees why the kitchen cost more than the bedroom. This template is set up for that, with a line for the paint brand and colors that the client will need when they touch up in two years.
Free, fillable, US Letter. No email, no sign-up. Fill in your business once. For each job change the client, the rooms and the paint.
What the PDF looks like. The hints in the line table show the lines a painter typically bills; type over them.
Why painting invoices get paid late
Prep invisible
Patching, sanding and caulking are a third of a repaint and the client never saw them. Put prep on its own line or the price looks high.
Paint without the colors
“Paint and supplies, $460” leaves the client guessing which can to buy for a scuff. Write brand, product, color and gallons; it is also your warranty record.
Extras not approved
The client added the hallway on day two. Bill it as “Change: hallway, approved Mar 14” so it is not a surprise.
What to include on a painting invoice
- Your business name, contact and contractor license or registrationRequired on invoices in several states for jobs above a few hundred dollars.
- Client name and job addressWhere the work was done.
- Invoice number, date, due date and estimate referenceThe invoice should mirror the estimate's rooms and units.
- Areas or rooms with the unit used“Living room, walls and ceiling, 420 sq ft” or “Exterior siding, 2,100 sq ft, 2 coats”.
- Prep workPatching, sanding, caulking, priming, pressure washing: lines or one prep line per area.
- Paint and materials with brand, product, color and quantity“Benjamin Moore Regal Select, Chantilly Lace, 4 gal”.
- Labor by crew hours or included in the per-unit priceState which, so the per-room price is not double-counted.
- Change orders, deposit credited, warranty and termsTouch-up warranty (commonly 1–2 years) in the terms.
Example painting invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Living room: walls and ceiling, 2 coats, 420 sq ft | 1 room | $620.00 |
| Kitchen: walls, cabinets excluded, 2 coats, 260 sq ft | 1 room | $410.00 |
| Prep: patch and sand walls, caulk trim, prime repairs | 1 lot | $280.00 |
| Paint: Benjamin Moore Regal Select, Chantilly Lace, eggshell | 5 gal × $68.00 | $340.00 |
| Deposit received Mar 9 | −$500.00 | |
| Total due | $1,150.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each painter job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
How do painters usually price a job on the invoice?
Interior by the room or by the square foot of wall, exterior by the square foot of siding, with prep and paint either included or separate. Whatever the estimate used, the invoice should repeat; the client compares the two.
Should paint be a separate line?
Yes, with brand, product, color and gallons. It explains the price, gives the client the touch-up information and documents the product for the warranty. Mark up materials transparently or bill at cost plus a stated percentage.
Is prep work billed separately?
Either way works if the estimate said which. Separate prep lines protect you on repaints with heavy patching; a per-room price that includes prep is simpler for new construction.
What warranty should a painting invoice state?
One to two years on workmanship (peeling, blistering, flaking on properly prepared surfaces) is standard; many painters add free touch-ups for 30 days. Repeat whatever the estimate promised.
Do painters need a license number on invoices?
In many states painting contractors are licensed above a dollar threshold, and the license number is required on contracts and invoices. Check your state; include it regardless, it costs nothing.