Why painting professionals should send great invoices
You have the knowledge, technique, and attention to detail needed to create flawless paint jobs. You need a truly flexible invoice that can clearly detail the amount of labor you put into every job, as well as all the required paint and materials. And don’t forget the clean-up – that’s part of your service as well.
On top of that, your invoice needs to be organized and easy-to-understand so your customers know exactly what they are paying for.
Besides painting experience and expertise, you also supply great customer service by getting contractor jobs finished on time. Make sure your invoice is as polished and professional as the work you provide, and adds to your shining reputation.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our array of beautifully designed painting invoice templates and pick the one you like best
- Download the invoice template in the format you prefer to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
- Add on your painting business name, address, phone number, and email address. If you offer specialty decorative painting services – mention it here
- Then put in your painting company logo and your website address. You can also add in some graphics or images
- Insert your customer’s name and their up-to-date contact information. This is critical as you don’t want to send your invoice to the wrong address and delay payment
- Generate a unique invoice number
- Add on the date of the invoice, and the payment due date
- Include a detailed list of your painting services, as well as descriptions of each, and the hourly or flat rate you charge
- Include a list of paint and other materials or supplies to be charged directly to the customer, with descriptions and costs for each
- If you provided other services, such as staging or interior design consulting, you can easily add lines to include all the details. This template can be tailored to make sure you cover all the services you have provided
- If you are including a discount for a regular customer, or a corporate or government client, add a line explaining the discount so they know they are receiving a special price for your expertise
- Add up the total price, including all applicable taxes, and enter the total
- Include your payment terms, including methods of payment
- It you’d like, add a personal note to thank your customers for the painting business – and ask them to refer your painting services to their family and friends
- Save a copy for your records – and give the invoice to your customer
When is the right time to send an invoice to your painting customers?
As a professional painter, you do it all – everything from big corporate multi-building jobs, to getting the nursery painted before the baby arrives. The right time to send an invoice depends on the size of the job and your relationship with the customer.
For small jobs, many painters invoice upon completion, but if it’s a big job requiring a large quantity of paint and materials, as well as many hours of labor, many painters ask for a percentage of the cost up front, with the remainder when the painting job is finished.
To make sure there is no misunderstanding about the scope of your services, you can give your customer an estimate or a proforma invoice before you start work.
Quick invoicing tips for painting professionals
Be courteous and kind
Everyone may think they know how to paint, but you are a professional. Make sure you patiently and politely explain the necessary work and costs involved. It pays to have great customer service, as it can lead to referrals in the neighborhood.
Include a payment due date
It actually does work! A payment due date can help you get paid promptly. It also reinforces your image as a professional.
Accept a variety of payment methods
The world has changed and the way we pay for goods and services has changed along with it. To get paid immediately for your hard work – why not accept some of the more convenient payment methods available, such as e-Transfers or direct bank deposits.
Send a proforma invoice before you open that can of paint
Make sure your customers know exactly how much your painting services will cost – especially if it is a big job. Send them a proforma invoice before you start work, detailing all the costs and materials. It can help prevent any misunderstandings that can delay your payment after the job is finished.