Download Free Painter Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Painter Invoice Template

Best for:

Logo, PO and warranty terms.

Editable Painter Invoice Template

Best for:

Edit prep, hourly, change orders.

Printable Painter Invoice Template

Best for:

Totals, color notes, signatures.

Free Painter Invoice Template

Best for:

Rooms, surfaces, coats, materials list.

How to Invoice as a Painter

A simple flow that gets you paid on time and keeps the scope tight.

Free Online Invoice Generator

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In 5 Steps:

Scope the job and agree on areas, paint specs, and number of coats.
Send an estimate that includes a deposit invoice and payment terms.
Log time, materials, and any approved changes while the work runs.
After completion, create the final invoice and apply the deposit to the balance.
Send the invoice with photos if helpful and a receipt on payment.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Painter Invoice

These are the must-have fields for clear, compliant invoices.

Business name, logo, and contact info
Client name and contact info
Service address for the work
Invoice number
Issue date and due date
Project or quote reference number
Contractor license number and lead-safe certification ID if required. Check local rules.
Payment terms and late fee policy
Deposit received reference and balance due
Tax ID and tax treatment on materials if applicable. Check local rules.
Warranty terms and start date
Accepted payment methods

Billing Scenarios for Painters

How to label charges so every invoice makes sense the moment your clients see it.

Surface prep and masking; Two coats interior paint

Interior rooms repaint in an occupied home

Separates prep from application and sets expectations on coverage.

Power washing and scrape; Caulking and exterior paint

Exterior repaint that needs washing and sealing

Shows durability prep is billed apart from the finish work.

Drywall or plaster patching; Primer and spot texture

Repairing walls before painting

Clarifies repairs are extra and priming is required for adhesion.

Trim and door sanding; Enamel finish coats

Finishing trim, doors, and baseboards

Add your license number and any required lead-safe certification ID, and note required notices. Check local rules.

Degrease and sand cabinets; Sprayed finish coats

Cabinets painted with a sprayed finish

Signals shop-level prep and controlled finish process.

Added work labor; Extra materials

Makes new work visible and prevents scope disputes.

Free Online Invoice

No sign-in. Save as PDF.

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Standard charges and fees for painters

Itemize square footage, coats, prep, masking, color changes, and warranty terms with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Interior wall prep & paint

Time

Repainting rooms or halls

Qty × hourly rate. Include masking, sanding, cut-in, rolling. Separate materials on their own line.

Exterior repaint

Time

Whole house or facade repaint

Qty × hourly rate. Include scraping, caulking, spot-priming, and two topcoats as specified.

Drywall repair & texture

Item

Holes, cracks, or seams before paint

Qty × unit rate. Patch openings, tape seams, and blend texture to match before finish coats.

Cabinet painting/refinishing

Item

Kitchens, baths, or built-ins

Qty × unit rate or milestone. Remove hardware, degrease, sand, prime, and spray or brush to finish level.

Paint & sundries

Item

Taxable

Supplying paint and consumables

Cost × (1 + markup%). Includes paint, caulk, tape, rollers, plastic, and rags. Keep color and sheen codes.

After-hours/weekend surcharge

Item

Nights or weekends requested

Qty × after-hours rate. Use when scheduling outside normal hours to limit client downtime.

Paint waste disposal

Item

Leftover paint, thinner, debris

Qty × unit rate. Contain, label, and dispose per local rules. Keep disposal receipts or manifests.

Lift or scaffold rental

Item

High work or multi-story access

Pass-through as billed. Attach vendor invoice and dates. Use for fascia, stairwells, or tall exteriors.

Permit/inspection handling

Item

Street closure or HOA approvals

Pass-through as billed or flat fee. Record permit numbers and inspection dates in the notes.

Change order work

Time

Client adds scope mid-project

Qty × hourly rate. Reference approved change order ID and describe the added tasks.

Save and reuse your painting rates and fees

Create a free account and save square-foot rates, prep items, and warranty terms once, so nothing gets retyped.

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Common Painter Invoicing Mistakes

If invoices feel messy or get pushed back, it is usually small gaps. Close them fast and stop the back and forth.

Mistake

How to fix it

Missing invoice number and dates slows approvals and confuses bookkeeping.

Include a unique invoice number, issue date, due date, and a project reference every time.

Not showing the deposit and how it was applied makes the balance look wrong.

Record the deposit as received and subtract it from the total so the balance due is clear on the final bill.

List brand, product line, sheen, and approved color codes, and attach signoff if used.

Add your license number and any required lead-safe certification ID, and note required notices. Check local rules.

One lump labor total hides scope and invites pushback.

Group labor into simple stages or areas and add brief descriptions so clients see value without reading a novel.

No payment terms or late policy delays cash and weakens follow up.

State due date, payment methods, late fees, and warranty start, and send a receipt immediately after payment.

Painters Invoice FAQs

Build accurate bids and clean bills with the Painters Invoice Template. Line items, prep, coatings, markup, terms, and retainage made simple, clear answers.

How should I price prep work versus paint application on a bid?

Break prep out from finish. List masking, patching, sanding, and primer as labor and materials. Example: Prep and Masking, 6 hours @ $55/hr = $330; Primer, 3 gal @ $28 = $84.

What line items do I use for a color change that needs extra coats?

Call out build coats. Add primer if needed and an extra-coat labor line. Example: Color Change Extra Coat, 5 hours @ $60/hr = $300; Primer, 2 gal @ $30 = $60.

How do painters bill for drywall repairs discovered after start?

Use a change order. Add repair labor, mud, texture, and spot-prime. Example: Drywall Repair, 3 hours @ $65/hr = $195; Joint Compound, 1 box @ $18 = $18.

Can I charge separately for materials markup and sundries?

Yes. Painting contractors typically add 10% to 20% on paint and sundries. Example: Materials Markup, 15% on $420 paint = $63; Sundries Kit, 1 set @ $25 = $25.

What’s the right way to bill cabinets, per door or time and materials?

House painters use per-piece pricing or hourly plus materials. Make the unit clear. Example: Cabinet Doors, 22 @ $35 = $770; Drawer Fronts, 10 @ $20 = $200.

How do I structure a commercial progress invoice with retainage?

Bill by milestones with retainage shown each draw. Example: Progress Draw 2, 30% of contract = $12,000; Retainage, 10% of draw = $1,200 held. Rules vary—check local rules.

Do I add fees for high ceilings, scaffolding, or difficult access?

Yes. Add equipment and access time. Example: Scaffold Rental, 2 days @ $85/day = $170; High-Ceiling Labor Uplift, 10% on 24 hours = $132.

Do I need to note EPA Lead-Safe compliance on the invoice for pre-1978 homes?

Yes. List lead-safe setup and cleanup as separate lines and add your certification number. Example: EPA RRP Setup and Containment, 1 job @ $95; HEPA Cleanup, 2 hours @ $60/hr = $120. Rules vary—check local rules.