Painting Invoice: How to Create It Professionally

A painting invoice is a formal document freelancers, contractors, and agencies use to get paid for the provided services. However, billing clients involves more than just sending them the total amount due. You need to include all the important information, including a description of services, billable hours, and rates.

In this article, we’ll teach you what should be included in a painting invoice and what the different ways to create one are. We’ll also show you how to quickly and effortlessly generate it using our software and share with you four expert tips for painters, contractors, and freelancers who are billing clients.

What Is a Painting Invoice?

A painting invoice is a professional billing document issued by painters and painting companies to request payment for completed work. Its purpose is to document what’s been done, communicate it to the client, prove and justify the costs, and facilitate the transaction.

When describing the details of the job, painting invoices may contain information about the location (e.g., interior walls, exterior, cabinetry), the materials used, and the number of hours worked to calculate the final price and show it to the client.

The information on an invoice needs to align with the contract or service agreement made with the client and the estimate provided before the start of the project. However, unlike those details, which are subject to change, the invoice is the final demand for payment, and it’s legally binding.

As a result, accuracy and compliance with client agreements are paramount to ensure prompt payments, reduce instances of unpaid invoices, and optimize the cash flow of your business.

What Should Be Included in a Painting Invoice?

Before you can learn how to write a professional painting invoice, you need to understand what information it needs to contain.

#1. Painting Business Firm Name, Address, and Contact Details

A painting invoice must contain the necessary information about your company prominently displayed at the top of the document. You need to include your full name for a freelance painting invoice (since you can invoice without a company), or the name of your registered business, if you’re a contractor or a firm.

Following that, you need to include your mailing address, email address, and phone number. If you’re a licensed or certified contractor (e.g., EPA lead-certified), you can include the number of your license or certification here to enhance your legitimacy.

#2. Client’s Name and Case Reference

The client's name and billing address need to be listed in the same manner as your details. Depending on the situation, you may also want to include the job site address if it differs from the client’s billing address.

Additionally, you should include a way to reference the painting invoice, such as an invoice number. Establish a system (e.g., #001, #002, etc.) that will allow you to keep records and refer to specific invoices with ease.

Lastly, if you’re a subcontractor, you should include the PO number provided by the general contractor.

#3. Description of Services Provided

To substantiate the costs of your labor and the total amount due in your invoice, you need to provide a brief but granular description of the services you provided. If you’re billing the client for multiple items, you should create a list.

The more details you include in your invoice for painting services (e.g., specific color codes or the brand names of the products you used), the lower the chances a client will inquire or complain about your work.

#4. Billable Hours and Hourly Rate

Every item that you include in the description of services needs to come with billable hours and your hourly rate. This is a must if you’re using a standard time-and-materials type of contract.

On the other hand, many painters and companies prefer fixed-bid pricing. Even then, it can be beneficial to separate the costs of materials and labor and to show them to the client. This helps build trust as it can show that a significant portion of the cost went to high-quality materials instead of just to your pocket.

#5. Subtotal, Taxes, and Total Amount Due

Once you’ve added billable hours and hourly rates next to the rendered services, you can calculate the subtotals for each item or for all services and materials. With those figures, you can apply the necessary taxes.

The taxes vary significantly between states, so you should always refer to your state and local laws and regulations. For instance, in Texas, repainting residential property is not taxable, while you’ll be taxed on earnings from painting nonresidential properties.

Finally, you need to sum up subtotals and taxes for a total amount due, which you need to display clearly and prominently in your painting invoice.

#6. Payment Terms and Accepted Payment Methods

Specify when the payment is due to avoid chasing unpaid invoices. You can use one of the net terms (e.g., net 30 or net 60) and “Due upon receipt.”

Additionally, include your accepted payment methods (e.g., ACH transfer, credit card, PayPal, etc.) to facilitate faster payments by ensuring they don’t have to contact you and ask about it. Giving your clients an option to pay digitally can significantly expedite the process.

How to Create a Painting Invoice in 6 Easy Steps

The easiest way to create a painting invoice is by using a dedicated invoice generator, like the one at Paystub.org.

Alternatively, you can create your own invoice from scratch or use generic painting invoice templates, like Word templates or Excel ones. However, this requires proficiency in these programs and usually takes more time than when using purpose-built software. Plus, there’s more room for error, since you need to perform all calculations manually.

In a pinch, you can even bill your client with a handwritten invoice, but this happens rarely and is not the most professional way of charging for your work.

If you’re serious about growing your business, you need a tool that will allow you to create volumes of invoices quickly and effortlessly. By using dedicated software, you will save a lot of time, which you can then reallocate to running your operations.

Here’s a step-by-step guide on using the software at Paystub.org:

1. Go to the invoice generator.

2. Select an invoice template and pick a color that matches your brand. Optionally, you can upload your logo to enhance the branding of your invoice and your professional image.

3. Fill out the form by adding the relevant information into the designated areas.

4. (Optional) Add a note at the end of your invoice. This can be anything from a brief thank-you note to a client to specific terms and conditions.

5. Review your final invoice to see if anything needs adjustment.

5. Check out and download the document.

4 Handy Tips for Painters, Contractors, and Freelancers

Now that you know how to use our painting invoice generator and create a professional document, we’ll give you some expert tips on how to improve the entire process of charging your clients.

#1. Use “Milestone Billing” Instead of Single Invoices

Milestone billing helps you invoice successfully for larger projects (e.g., for a commercial building or a whole exterior). Instead of waiting to finish work and send a single invoice, create a structure that will protect you from potential losses and ensure a steady cash flow.

For example, you can use the 30/30/40 structure. The client will deposit 30% down payment before the work starts, to cover the initial costs. They’d pay another 30% after a certain milestone, and the final 40% upon project completion.

#2. Document Every Change Order Immediately

Any time a client makes a change to their order, you need to put it in writing and document it immediately. Changes often increase the amount of work and material needed, which must be reflected in the final invoice. Make sure that the client signs the change order document to prevent any disputes in the future.

#3. Clearly Separate Labor from Materials

In many cases, especially when working with new clients, you need to display the costs of labor and materials separately. Clients often underestimate the costs of materials and end up thinking that the cost of your labor was too high. Transparency helps prevent that, particularly when working with high-quality materials that come with a premium price.

#4. Use Final Walkthrough Sign-Off

It’s not uncommon for clients to ask for “touch-ups” weeks after the work has been completed, and even after paying the invoice. That’s why you should include a section in your invoice (or even a separate document) titled “Final Walkthrough Sign-Off.”

Once the client reviews your work and pays an invoice, they have to sign off on this part. This helps reduce the risk of post-completion disputes and requests for unpaid extra work.

Final Thoughts

Whether you’re creating a house painting invoice or an invoice for a large-scale commercial project, there are specific details that you need to include. Use your invoice to communicate the work you performed and to be transparent about your hours, rates, and materials. This will help you build trust with clients, ensuring smooth payments.

Make sure to try out our invoice generator if you need a quick and professional method for designing them. It’s much better than looking up a generic painting invoice example on the web and trying to create one from scratch.

Painting Invoice FAQ

#1. How do I charge for a painting job?

To charge for a painting job, you can do it by the hour (time-and-materials method) or by the job (fixed price). If you need to provide an estimate in advance, many professionals calculate the cost based on the area while taking into account the materials and the difficulty of labor.

#2. How do I make a painting invoice more professional?

To make a painting invoice more professional, you should use a well-designed template. Add your logo to the invoice for branding purposes, number the document, and write a concise description of services. Also, make sure that your name and contact details match the information in the official business register.

#3. Is it legal to create my own invoices?

Yes, it is legal to create your own invoices, provided they are accurate and contain the necessary information. If an invoice meets those criteria and it’s in alignment with the agreement you have with the client, it represents a legal request for payment.