Painting estimate template.
A painting estimate lives or dies on measurement and prep. This template breaks the job into walls, ceilings, trim and prep so the customer can see why two coats on a dark room costs more than a refresh.
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Notes
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A worked example.
Two bedrooms (12×12 and 10×12, 8 ft ceilings): walls and trim, two coats, ceilings one coat.
JobTwo bedrooms (12×12 and 10×12, 8 ft ceilings): walls and trim, two coats, ceilings one coat
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Walls, 2 coats — 2 bedrooms (≈ 621 sq ft after openings) 621 sq ft × $1.50 | 621 sq ft | $1.50 | $931.50 |
| Ceilings, 1 coat (264 sq ft) 264 sq ft × $1.10 | 264 sq ft | $1.10 | $290.40 |
| Baseboards and door/window casing 120 lin ft × $1.25 | 120 lin ft | $1.25 | $150.00 |
| Prep: fill nail holes, sand, caulk gaps, mask and cover floors 3 hr × $60.00 | 3 hr | $60.00 | $180.00 |
| Wall paint (eggshell), 4 gal; ceiling paint, 1 gal; trim enamel, 1 qt · taxed 1 lot × $265.00 | 1 lot | $265.00 | $265.00 |
| Tape, plastic, caulk, patch, rollers · taxed 1 lot × $45.00 | 1 lot | $45.00 | $45.00 |
| Subtotal | $1,861.90 |
| Tax (6% on taxable lines) | $18.60 |
| Total | $1,880.50 |
NotesEstimate valid 30 days. Price assumes walls are in sound condition; extra drywall repair quoted separately. 30% deposit to book the start date. Furniture moved by customer.
Illustrative prices; use your own rates. Totals are calculated by the same code as the generator.
How the numbers add up
- Wall area = perimeter × height. Room 1: (12+12+12+12) × 8 = 384 sq ft. Room 2: (10+12+10+12) × 8 = 352 sq ft. Total 736 sq ft.
- Openings: 2 doors at about 20 sq ft and 3 windows at about 15 sq ft = 85 sq ft, plus about 30 sq ft for closet openings. 736 − 115 = 621 sq ft.
- Ceilings = floor area: 144 + 120 = 264 sq ft.
- Paint: two coats on 621 sq ft is about 1,242 sq ft of coverage. Most paint labels list roughly 350–400 sq ft per gallon, so 4 gallons with a little spare. Check the label of the product you use.
- Only materials are taxed here. Rules for painting labour vary by state.
How to measure for a painting estimate
Measure each wall’s width, add them up for the room’s perimeter, and multiply by the ceiling height. Subtract doors and windows — a standard door is about 20 sq ft and an average window about 15 sq ft. Ceilings are the floor area.
Trim is priced by the linear foot: baseboards around the room plus door and window casing. Write the measurements on the estimate. If the customer questions the price, the numbers answer for you.
What changes the price on a painting job
Spell these out as separate lines or notes so they don’t become arguments later:
- Number of coats — colour changes (especially dark to light) often need a primer or a third coat.
- Prep — patching, sanding, caulking and masking can take as long as the painting on older homes.
- Ceiling height — anything above about 9 ft means ladders or staging and slower work.
- Sheen and product — premium paint costs more per gallon; list the product so the customer knows what they’re getting.
- Furniture moving and access — say who moves it.
Terms worth putting on every painting estimate
How long the price is valid. The deposit required to book, and what it covers. What’s excluded — drywall repair beyond small patches, wallpaper removal, lead-safe work on pre-1978 homes. Lead-safe work falls under the EPA’s Renovation, Repair and Painting (RRP) rule.
Questions and answers.
Should I price painting by the square foot or by the hour?
Both are common. Square-foot pricing is easier for customers to compare and rewards you for being fast. Hourly suits repair-heavy or unpredictable jobs. Many painters price walls by the square foot and prep by the hour, as the example on this page does.
How many gallons of paint do I need per room?
Work out the wall area (perimeter × height, minus doors and windows), multiply by the number of coats, and divide by the coverage on the paint label — usually listed around 350–400 sq ft per gallon. Rough or porous surfaces take more.
Should a painting estimate include a deposit?
Many painters ask for a deposit to book the start date and to cover materials. Whatever you choose, write the amount and what it covers on the estimate. Some states limit deposits on home-improvement contracts, so check yours.
What’s the difference between a painting estimate and a quote?
People use the words interchangeably. In practice, write clearly whether the price is fixed or may change, and what would change it, such as hidden damage found during prep.
Can I convert this estimate into an invoice when the job is done?
Yes. Switch the document type to Invoice in the generator, then enter the deposit you received so the balance due is correct.
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