As a new painting contractor, one of the biggest challenges you may face is handling the administrative tasks that come with running a painting business. Fortunately, technology can be your best friend when it comes to simplifying the process of creating and managing painters invoice templates.

Our free painter invoice template is an easy way to get started because it provides a guide of what elements to include in the invoice. The painter invoice template is downloadable and fully editable so you can customize it to your business needs. It also completes a house painting invoice example that you can use for inspiration.

As you progress in your painting business, you may want to consider using business software such as Houzz Pro to become even more proficient and efficient in not only creating invoices but running all aspects of your business. Explore more of our invoice templates for painting contractors with a free trial of Houzz Pro.

What is a painting invoice?

A painting invoice is a billing document reflecting the interior or exterior painting services a pro provides their clients. It details the amount of materials used, labor and other costs associated with the painting project. The invoice, sometimes referred to as a bill or receipt, is presented to the client for payment. View the painting contractor invoice example above to visualize the end result.

Painting professionals use various types of invoices depending on their needs and circumstances. Here are some common ones:

• Standard The most basic form of an invoice, this lists the painting services performed and the total amount the client owes you.
• Recurring Use this type of invoice to charge clients who are paying on a recurring basis, perhaps monthly or the plan agreed upon. 
• Prepayment This is sent to clients who are paying for a portion or all of the painting job up front as agreed upon. 
• Credit Clients who have a credit to their account or are receiving a refund are issued this type of invoice.
• Time-based This details the time spent on a project with the hourly rate. 
• Debit A debit invoice reflects an increase in the project amount as the result of price increases or change orders, for example. 
• Mixed This details all the charges and credits attributed to a clients account to come up with the total amount due. 

Why are painting invoices important?

As a new painting contractor, understanding the purpose of a painter's invoice is crucial for the success and growth of your business. The main goal of an invoice is to provide a detailed record of the services you have provided and the amount owed by your clients. 

By sending out a professional invoice, you establish yourself as a reliable and organized contractor. It helps in building trust and credibility with your clients, which can lead to repeat business and referrals. 

Moreover, an invoice serves as a legally binding document that outlines the terms and conditions of your agreement with the client. It clearly states the payment due date, accepted payment methods, and any additional fees or discounts. This helps prevent any confusion or disputes in the future. It also helps assure that you are paid promptly for your services.

An invoice is a key tool for tracking your business's financial performance. It allows you to monitor your income, expenses, and cash flow, which are essential for making informed decisions about pricing, budgeting, and future investments.

When do you send a painting invoice?

When you send an invoice depends on the terms and conditions you set up with your client. For example, you may send a prepayment invoice at the start of a project to collect the initial deposit for the work. Typically, a final invoice is sent at the end of the painting project to bill for the final balance due. View the sample invoice for a painting job above to see an example of a final invoice.

It is crucial to send invoices as quickly as possible after the completion of the work - ideally within 48 hours - because the sooner you submit an invoice, the sooner you will get paid.  Before sending, make sure the homeowner has signed off on the work to avoid confusion and having to do touch ups farther down the road. 

What should be included in a painting invoice template?

When creating a house painters invoice, there are certain basic elements that you should include to ensure clarity and professionalism. These elements will help both you and your clients understand the details of the services provided and the amount owed.

• Your Business Information Include your name, contact information, and logo at the top of the invoice. This not only adds a professional touch but also makes it easier for clients to identify your invoice among others.
• Invoice Number & Date This information is crucial for record keeping and helps both you and your client stay organized.
• Payment Due Date Make it clear when the payment is due, and any late payment fees you will charge if the payment is late.
• Services Include a breakdown of the services provided, along with the quantity and unit price. Be specific about the materials used, hours worked, and any additional expenses incurred. This level of detail ensures transparency and helps avoid any misunderstandings or disputes later on.
• Taxes Don't forget to calculate and clearly state the subtotal, any applicable taxes, and the total amount due. Including this information makes it easier for your clients to understand the total cost of your services.
• Payment Instructions  List the accepted payment methods and any additional fees for late payments or early discounts. This ensures that your clients are aware of the terms and conditions of payment. Make it as convenient as possible for clients to submit their payment to help you get paid on time.

Optional Sections to Include in a Painters Invoice Template

In addition to the basic information, here are some other sections to consider adding to your painters invoice template to provide clarity,  build trust with your clients and help to gain referrals and future projects.

• Thank You Note Adding a personal touch with a hand signed card or note can show your clients that you go beyond business as usual. These extras can increase your chance that they will call you again or recommend your work to family, friends, and colleagues.
• Your Website Information such as your website address and any social media accounts will help them keep in touch with you or make a referral to others.
• Future Painting Projects Offer suggestions for any additional painting projects you can help them with going forward.
• Review Instructions Make it easy for them to write a review of your services by providing a reminder and clear instructions.

How to Create a Painter Invoice Template Step-by-Step

When creating a house painter invoice, it's crucial to include specific job details to ensure transparency and avoid any confusion or disputes with your clients. Here’s a step by step guide to get started:

• Choose the Right Tool Today’s technology means there is no need to start from scratch. Choose an invoice template that is downloadable so it is easy to print and email to clients. Make sure it is editable so you can customize it with your branding  and to meet your specific  business needs. Better yet, use a business software for painters to ease your invoicing burden, and run all aspects of your painting business more efficiently.
• Review  Refresh your memory by reviewing the initial estimate, quote or bid, change orders, time/expense tracking logs and any other pertinent documents you will need to write up the invoice.
• Specific Job Details This section of the invoice provides a breakdown of the services you provided, the materials used, and any additional expenses incurred during the project.
• Materials Include a thorough description of the materials used. This includes the brand, color, and quantity of paint, as well as any additional materials such as brushes, rollers, or drop cloths. Providing this information allows your clients to see the value they are receiving and demonstrates your professionalism.
• Labor Clearly list each individual service you provided, along with the hours worked and hourly rate.  Specify  the type of painting (interior or exterior), the rooms or areas painted, and any special techniques or finishes used. This level of specificity shows your clients that you pay attention to detail and ensures that they understand exactly what they are paying for.
• Other Expenses Itemize any additional expenses incurred during the project, such as travel costs, permits, or fuel. By including these details, you show your clients that you are honest and transparent in your billing practices.
• Markup & Overhead Did you fold in the overhead expenses of running your business and incorporate your profit margin?
• Calculate Total Costs With all the costs accounted for, add up the total and do not forget to add and itemize any applicable taxes. Double check your math. 
• Review & Send Ask someone you trust to look over the invoice, then proofread it again, review and hit send. 
• Track Payments & Follow Up Set up a system to track payments and follow up with a thank you for prompt payment or a nudge for overdue ones. 

Alternatives to Painter Invoice Templates

In addition to painter invoice templates, there are tools that can streamline your invoicing process, saving you time and effort. They include features like automated reminders for overdue payments and the ability to track the status of your invoices. By leveraging technology, you can eliminate the need for manual calculations and paperwork, allowing you to focus more on what you do best – painting. Using technology to simplify the invoicing process not only saves you time and effort but also helps you maintain a professional image with your clients. 

Painter business software is more advanced than downloadable templates. Estimates, invoicing and lead generation are built into Houzz Pro Software for Painters so you can reach your goals more quickly. Explore how painter business software can help you with your billing, invoicing and more. 

Final Tips for How to Write an Invoice for a Painting Job

• Document Your Pricing Make sure you have documentation that backs up all of your charges for materials and services in case questions arise. 
• Use Time & Expense Tracking Tools Using the right tools up front will save you at the end of the job. Use an accurate and efficient tracking tool during the painting project so that you will have easy to access records of the time and money spent on the job.
• Be Detailed Be as detailed as possible about the services and materials you provided. This level of specificity shows your clients that you pay attention to detail and ensures that they understand exactly what they are paying for. It also helps your clients to see the value they are receiving.
• Request Deposits Asking for an initial down-payment provides you with more cash flow and helps assure that your clients are serious about the job. 
• Offer Payment Schedules Pacing project payments throughout the lifecycle of a project can help your clients budget for the work and provide your business a steady flow of revenue.
• Store Invoices Safely No, a truck is not the place to keep important documents like invoices. Make sure that are stored safely should questions arise in the future, and to assure your clients contact information is kept private. You may also need these documents during tax season.
• Follow up on Past Due Invoices Create an intuitive system to keep your invoices organized and track when they are overdue. Online systems will offer you the most efficiency to help assure that you receive the hard-earned money you deserve. If a client's payment is overdue, it's essential to follow up promptly. Send a friendly reminder email or make a polite phone call to inquire about the status of the payment. Be professional and understanding, as the client may have simply overlooked the invoice. If the client still does not respond after your initial follow-up, it may be necessary to take further action. Consider sending a more formal letter, outlining the consequences of non-payment and stating that you may need to pursue legal action or involve a collections agency if the issue remains unresolved.
• Offer Convenient Ways to Pay Make it easy for your clients to pay their bills. Offer multiple payment methods including online options that  are reputable, safe and secure.
• Make Payment Terms Clear Set your payment terms policies and make sure they are clearly stated on your invoices to avoid confusion. 

Conclusion

Few painting contractors want to spend their time sitting at a desk filing invoices. But invoicing is a crucial part of ensuring that you are paid fully and quickly for the painting services you provide. With these tips and the right tools, creating accurate, professional-looking invoices gets easier over time. Now that you know how to write a painting invoice, it’s time to step up your invoicing skills.

Many painting pros use Houzz Pro all-in-one business software to help them invoice more quickly and run all facets of their business more efficiently. Explore our invoicing features in our painting contractor software. 

Learn more about ways to grow your painting business and How to Do a Paint Estimate.