Painting Invoice Template

What Is a Painting Invoice Template?

A painting invoice template is a pre-designed document that streamlines the process of creating professional invoices. With an efficient billing system, you can easily track the services you provide and payments received – while maintaining a professional image with your clients.

Painting invoices should include these key elements:

• Property details
• Services provided
• Payment terms
• Breakdown of charges

How to Use Our Painting Invoice Template

Our free painting invoice sample is designed to be simple and user-friendly. Start by downloading the template in your preferred format—Word, Excel, or PDF. Next, complete the required fields:

1. Business Details: Fill in your business name, physical address, and contact information so your clients can reach you for queries or payments.
2. Customer Information: Add the client’s full name, address, and the location of the project site.
3. Invoice Details: Record the invoice date and assign a unique invoice number so you can track payments.
4. Description of Services: Detail the services and materials used in your work. For instance, specify whether you painted walls, applied decorative finishes, or handled any specialised tasks.
5. Taxes and Fees: To stay compliant with Australian regulations, you must calculate and display the GST.
6. Total Amount Due: Add up all the costs—services, materials, and taxes—and indicate the total payment due. Being clear helps to avoid disputes or payment delays.
7. Payment Terms: List the payment methods you accept and any conditions, such as late fees or instalment options.

By following these steps, you can make the most of our painting invoice sample for fast and accurate invoicing.

Benefits of Using Professional Painting Invoice Templates

Using custom painting invoice templates makes billing easier and improves client relationships. Here are some key benefits of using pre-designed templates:

• Clear and Accurate Billing: Using a professional template makes it easy to outline all of your charges and encourages clients to pay quickly.
• Saves Time and Effort: Quickly fill out a sample invoice for painting jobs instead of creating invoices from scratch for every project.
• Simplifies Tax Reporting: Save time during tax season by using templates and keeping your records organised.
• Builds Professionalism and Trust: A clean, well-designed invoice shows clients that you’re a professional and encourages return business.

How to Calculate Costs for a Painting Project

While the cost of each project is unique, a properly designed painting invoice template includes fields for different services and materials. Here’s what you might include in your painting invoice:

Consultation

Painters often provide consultation services, including:

• Picking up colour samples from a paint shop
• Meeting with clients to discuss colour options
• Providing cost estimates for specific projects

Track your time and include it on your painting invoice, whether you charge for a consulting service or offer it for free.

Labour Costs

This section of the invoice is where you bill for your painting service. Some painters charge by the square metre, others prefer a flat daily fee, and some use an hourly rate. Whatever method you use, it’s likely something you discussed with your client when quoting the job.

If you charge by the area, specify the square footage or size of each room you painted. For those managing a team, a flat daily rate might be simpler — just divide the earnings among your crew once the job is done. If you charge by the hour, include the exact dates and times you worked, along with a description of the areas you painted.

Materials and Supplies

Sometimes clients prefer to buy materials themselves and hire you to do the painting. But if you’re the one picking up supplies for the job, you should keep track of what items you purchase and include them on the invoice — and don’t forget to save your receipts.

Besides paint, you might need to include items like:

• Masking plastic
• Paper
• Caulk
• Primer
• Tape
• Brushes
• Rollers

On your painting invoice, list each supply as a separate line item. Add a clear description for each one, along with the unit price, total cost, and tax.

Taxes and Additional Fees

In Australia, if you’re registered for GST, include this number on your invoice, along with your ABN (Australian Business Number). GST is typically 10% of the total amount charged for goods and services.

Not sure if you need to charge GST? The Australian Taxation Office (ATO) provides guidelines on GST registration and compliance for small businesses. Generally, if your business has a turnover of $75,000 or more per year, you’ll need to register for GST.

What to Charge on Your Painting Invoice

Your painting service fees should reflect your experience, skill, and the local rates. According to Talent.com, as of 2025, the average painter’s salary in Australia is approximately $76,500 per year, equating to about $39.28 per hour.

However, this rate can vary depending on your location and expertise. To set competitive and fair rates, research current pay scales on platforms like PayScale, and talk to your network to gauge the going rates in your area.

Common Payment Terms for Painters

Including payment terms in your painting invoice builds client trust and simplifies billing. By outlining your payment expectations, you minimise the risk of late payments and misunderstandings.

Terms on a standard painting invoice template should include:

• Accepted Payment Methods: Specify if you accept bank transfers, credit cards, cheques, or digital payment platforms like PayPal or PayID.
• Payment Due Date: Let clients know when you expect their payment — whether immediately upon receipt of the invoice or within a specific timeframe, such as 7, 14, or 30 days.
• GST and Other Charges: Clearly indicate any taxes or additional fees due, and include your Australian Business Number (ABN) if you're registered for GST.

Here are some invoice common terms and how they apply to different painting projects:

Immediate Payment Upon Project Completion

Charging for payment after the job is complete is often the best choice for smaller painting jobs or one-off tasks. For example, repainting a single room or adding a fresh coat of paint to a small area are usually straightforward jobs that are suited to immediate payment.

30 Day Payment Terms

A 30-day payment period is typical for large-scale projects like house painting. This gives your clients more time to arrange their finances, which can be helpful when it’s an expensive job. To avoid confusion, make sure your invoice clearly states the exact due date.

Partial Payments or Instalments for Long-Term Projects

For long-term projects, partial payments or instalment plans can be useful for you and your clients. They give your clients the financial adaptability required for bigger projects and provide your business with consistent cash flow.

When Should You Send Your Painting Invoice?

Generally, the size of the painting project determines when you should send your invoice:

• Small jobs: Issue invoices immediately after completing quick tasks, such as painting one room or patching walls.
• Medium-sized projects: A good approach for medium-sized projects is to invoice in two parts. Request a deposit before starting work and the rest upon completion of the project.
• Large projects: Send invoices to clients when you reach specific milestones or set up a recurring (weekly/bi-weekly) billing system. This ensures a consistent cash flow throughout the project.

The Importance of Compliant and Correctly Rendered Invoices

Invoices must comply with tax and legal standards and honour the contract with the client. Painting invoices should be:

• Compliant: This term refers to an invoice that adheres to specific legal requirements, such as those outlined by the Australian Taxation Office (ATO). A tax invoice must include details like your business’ ABN, the GST amount, and the date of issue.
• Correctly Rendered: A correctly rendered invoice contains all contractual details, including project specifics, payment schedules, and milestones. If the invoice has errors or missing details, the client could reject it or delay payment.

In practice, a correctly rendered invoice must also be compliant, especially for businesses registered for GST in Australia.

Learn more about tax compliance for small businesses.

Simplify Your Painting Invoices Today

Streamline your business with QuickBooks invoicing software. With professional painter's invoice templates, you can create and send professional invoices quickly. QuickBooks Online also automatically tracks payments and integrates with expense management tools to keep your business finances in order.

Whether you're managing a small team or working solo, QuickBooks simplifies your workflow, so you can focus on delivering exceptional results.

Download our free templates or explore QuickBooks invoicing software today!