Free template
Painting estimate template
The structure of a painting estimate that gets approved the same day — with enough detail to protect you when the customer adds rooms or changes their mind.
Sample painting estimate
| Item | Qty | Amount |
|---|---|---|
| Surface prep — patch, sand, caulk, tape (main level) | 1 | $420 |
| Primer coat — walls (living/dining/kitchen) | 3 | $360 |
| Interior walls — 2 coats (living room) | 1 | $480 |
| Interior walls — 2 coats (dining room) | 1 | $320 |
| Interior walls — 2 coats (kitchen) | 1 | $360 |
| Ceilings — 1 coat flat white (3 rooms) | 3 | $420 |
| Interior trim and doors — 2 coats semi-gloss (per door) | 6 | $540 |
| Baseboards — 2 coats semi-gloss (per LF) | 120 | $360 |
| Paint and materials (Sherwin-Williams SuperPaint) | 1 | $380 |
| Subtotal | $3,640 | |
| 30% deposit to schedule | $1,092 |
Anatomy of a painting estimate
1. Scope paragraph
Three sentences: what rooms/surfaces, how many coats, and what finish. 'Interior repaint of main level — walls, ceilings, and trim — 2 coats throughout, semi-gloss on trim' leaves no room for misinterpretation.
2. Surface preparation
Prep is where corners get cut and disputes start. List it explicitly: patching holes, sanding, caulking, taping, and plastic. If you're painting over a dark color or new drywall, note the extra primer coat.
3. Primer coat (when applicable)
List primer as a separate line when it's not standard — new drywall, stain-blocking, drastic color changes. This justifies the cost and explains why the job takes longer than the customer expects.
4. Labor by surface type
Price walls, ceilings, trim, and doors separately. A customer who balks at the total can choose to skip the closets or do the trim themselves — and you're protected because each surface has its own line.
5. Materials
Either include materials in labor or break them out separately. If you include them, say so. If the customer supplies paint, reduce the price and note it — you're not responsible for the coverage or finish.
6. Number of coats
Write it down. '2 coats throughout' prevents the customer from expecting 3 coats on the accent wall because 'you said you'd make it look good.'
7. What's not included
A short exclusion list is not defensive — it's professional. Moving furniture, ceiling fans, window treatments, second coat on previously unpainted surfaces.
What closes a painting estimate?
Frequently asked questions
Should I charge per room or per square foot?
Per room is simpler and easier for customers to understand. Per square foot is more accurate for large open plans or commercial work. Most painters use per room for residential.
Do I include paint in my estimate or have customers buy it?
Including paint gives you quality control and a markup opportunity. Having customers buy it reduces your upfront cost but means you're not responsible if they pick a low-quality product that needs 3 coats.
How do I handle a color change from dark to light?
List an extra primer coat as a line item and note the reason. Customers appreciate knowing why there's an extra charge rather than discovering it at invoice time.
What's a reasonable deposit for painting jobs?
20–30% is typical for smaller interior jobs. 40–50% for exterior or large commercial projects where material costs are significant.
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