Estimate templates · Painting
Painting Estimate Template — Free & Fillable
“Two coats of paint” tells the homeowner nothing. A winning painting estimate names the prep, the product and the sheen, the surfaces and the coats. This template starts with a real exterior repaint so the structure is there — swap in your house and your production rates.
Make your painting estimate
Prefilled with a sample exterior repaint — every line, the terms and the notes. Change the quantities and rates to your own, add your logo and the customer’s details, and download a clean PDF. No signup, no watermark.
What goes on a painting estimate
Prep first, as its own labor lines — it’s half the job on an exterior and the half cheap bids skip. Then the surfaces (body, trim, doors) with coats and application method, then paint by the gallon with the exact product and sheen, then sundries, repairs and equipment.
| Line item | How it’s priced | Example |
|---|---|---|
| Prep — wash, scrape, sand, caulk | Hours | $68/hr |
| Walls, two coats | Per sq ft of wall (or per room) | $1.35/sq ft |
| Ceilings, one coat | Per sq ft | $0.85/sq ft |
| Baseboard and crown | Per linear ft | $1.60/ft |
| Doors and frames | Per opening | $85 |
| Paint | Per gallon — brand, line, sheen | $79–$98/gal |
| Sundries | Per room | $28 |
| Carpentry repairs | Per linear ft | $18/ft |
| Lift rental | Per day or week | $640 for 2 days |
Example prices come from the True Coat Painting demo price book (Portland, OR). Your market, crew and suppliers will differ — use them for structure, not as a rate card.
How to price a painting job
Price from production rates — how many square feet your crew actually covers per hour on that surface — and convert to either hours or a per-square-foot price. Walls, ceilings and trim each have different rates; doors and windows are per opening. Per-room pricing is fine for simple interiors, but measured square footage wins disputes.
Name the product: brand, line and sheen. Premium paint costs more per gallon but covers better and lasts longer, and it’s the clearest way to show a homeowner why your number is higher than a bid that says “paint.” Figure roughly 350–400 sq ft per gallon per coat, more on rough siding.
Prep is where estimates are won and lost. Spell it out — wash, scrape, sand, spot-prime, caulk — with hours. Customers who see it on paper stop comparing you to the crew that rolls straight over chalky siding.
Deposits and payment schedule
A 30% deposit is common on exteriors to hold the start date and order paint, with the balance at the final walkthrough. Cabinet refinishing often runs higher (up to 50%) because doors go to the shop for spraying. Small interior jobs are typically paid on completion; HOA and commercial repaints are billed by phase or building.
- Approval30% deposit — start date held, paint ordered
- Mid-jobChange orders written and approved before the work
- Final walkthroughBalance due
Lead-safe rules, rot and change orders
For homes built before 1978, the EPA’s Renovation, Repair and Painting (RRP) rule requires a certified renovator and lead-safe work practices when you disturb painted surfaces. Put the containment and cleanup on its own line — it’s real cost, and it signals you’re doing it by the book.
Add a rot clause: wood that fails once scraping starts is quoted per linear foot before it’s replaced. And have the customer sign off on colors in writing; repainting because “it looked different on the chip” should be a change order, not your loss.
Frequently asked questions
How do painters estimate a job?
Measure the surfaces (wall square footage, linear feet of trim, number of doors), apply your production rate per surface to get hours, add prep time separately, then price paint by the gallon from coverage, plus sundries, repairs and equipment. Name the product and sheen on the estimate.
How many gallons of paint should I put on an estimate?
Divide the paintable area by the product’s coverage (typically 350–400 sq ft per gallon per coat), multiply by the number of coats, and round up. Rough or porous surfaces like cedar siding or stucco take more.
Should prep work be on a painting estimate?
Yes, as separate labor lines. Prep is often half the hours on an exterior and the biggest quality difference between bids. Customers who see it itemized understand why your price is what it is.
What is a change order on a painting job?
A written, priced addition to the original estimate — another room, an accent wall, rotted trim — approved by the customer before you do the work. Put the process on the estimate so adding scope never becomes an argument at the walkthrough.
When the job is done
An approved estimate becomes your invoice — same lines, same numbers. Grab the painting invoice template, or open the invoice generator and bill what you quoted. Not sure which document you need? Read estimate vs. invoice.
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