Painting is hard work, and you want to make sure you get paid in full — and on time. One key step to achieve this is to send out professional invoices that detail the right information, laid out so customers understand what they're paying for, how to pay, and when.

But you're a busy painter. While you're an expert in cutting in and rolling techniques, designing an invoice might not be in your skill set. Our downloadable free painting invoice template is here to make your life easier.

Read through our invoicing tips for more advice on sending the best invoices you can.

Common items on painting invoice templates

While each painting job is unique, a painting company will usually include sections for consultation, labour, and materials on the invoice template. You may also want to include a category for extras when applicable.

At the same time, always be sure to include the standard information on your professional invoices.

This includes your painting business name and contact details, your business address, the client information, and a unique invoice number.

Here are some line items you might include:

Consultation

Painters will often spend time offering consultation, but not charge clients for the service. Consultation services can include:

• Visiting the local paint shop to pick up colour samples
• Meeting the client beforehand to discuss colour combinations
• Visiting to give an estimate on the cost of painting a room

Keep track of all the time you invest and include it in your painting invoice. You can choose to charge the client for consultation work or to put it down as a free service.

Labour

This section is where you charge for the time spent actually painting the house. Some painters charge by the area, some charge a flat daily rate, and others charge an hourly rate. You may have discussed your chosen method with your customer before sending your quote.

If you charge by the area, be sure to include the square footage of each room. If you work with a team, you may find that it’s easier to charge a flat daily rate and then divide the profits among your crew after the job is over. If you charge by the hour, include the exact time and dates when you started and completed working. Be sure to also include details on the area painted and the services provided within the house or property. 

Materials

It’s not uncommon for clients to source the required materials themselves while hiring out a painting service. However, if you purchased any of the required materials for the project, it's a good idea to track them. Remember to save receipts.

In addition to paint, other materials to include on the painter invoice template might include:

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

Let the client know in advance about any required materials and if their cost is included in your rate. You can add each material by line item in your invoice. Add a detailed description for each item and include the unit cost, total cost, and any applicable tax. 

Extras

Did your team end up having to peel wallpaper to make a surface paintable? Did you have to power-wash the exterior of a building? Or maybe the client requested that you also paint the kitchen trim, which requires an expert’s touch.

If you or your crew had to perform extra duties or specialty orders beyond what was initially agreed upon, you deserve to be compensated. Your extras section is where all the miscellaneous charges go.

Sales tax

If you charge sales tax, it needs to be included on the invoice in a separate line along with your registration number. Not sure if you should be charging tax? The Canada Revenue Agency has information on when small businesses should charge GST/HST. 

Payment terms

Be sure to always include invoice payment terms on your painting invoice templates. These payment instructions spell out to customers how and when to pay you for your services. This is where you can add accepted payment methods for your painting business, the payment due date, and any applicable taxes.

Identifying such payment information and making it clear what the client owes is essential to getting paid on time for your painting services.

What to charge on your painting invoice

There are many factors to consider when charging your clients, including your experience and skill level. Check sites like Payscale or Talent.com for the most current pay rates for painters in Canada, and ask around your network.

According to Talent.com, in Canada, the average hourly rate for a painter is $22.50 in 2024. However, that rate may be higher or lower depending on your region.

When to provide a painting invoice

Providing a painting invoice upon completion of the project is standard in the home improvement industry. However, if you're undertaking a large project with many responsibilities — like painting large commercial properties, including interior and exterior painting — you might consider progress invoicing, which means invoicing at specific milestones in the project. That way, you're sure to get paid at regular intervals.

Many clients like to handle payments online or through their mobile device. QuickBooks Online makes sending online invoices a breeze. You can use QuickBooks Online to automate the invoicing process entirely, helping ensure that you get paid as soon as the project is finished.

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