How to write a painting estimate that wins the job

Most painting jobs are won or lost before a single wall is touched. The client is comparing two or three estimates, and the one that looks clear and complete usually gets the call, even when it is not the cheapest. Here is how to write that estimate.

Start with the walk-through, not the price

Measure every surface you will paint and write it down room by room. Note the things that change the amount of work: ceiling height, the condition of the walls, repairs needed, trim, doors and how much furniture has to be moved or covered. Take photos. They protect you later if the client says a crack or a stain was not there.

What a painting estimate should include

• Your business details: name, phone, email and license number if your state requires one.
• The client and the job address.
• Scope of work, room by room: which surfaces, how many coats, and what preparation is included (patching, sanding, priming, caulking).
• Materials: brand and line of paint, finish, and who supplies it.
• What is not included. Wallpaper removal, drywall replacement or moving heavy furniture are the usual sources of arguments.
• Price, with labor and materials shown separately.
• Payment terms: deposit, when the balance is due and how the client can pay.
• Dates: when you can start, how long it will take, and how long the estimate is valid.

Price it with numbers, not instinct

A simple way to avoid underbidding is to build the price from three parts:

1. Labor. Estimate the hours for preparation, painting and cleanup, and multiply by what an hour of your crew really costs you, not only the wages.
2. Materials. Paint, primer, tape, plastic, rollers and patching compound. Add a small margin for waste.
3. Overhead and profit. Insurance, vehicle, tools and the time you spend on estimates that you do not win. If this is missing, you are working for free part of the week.

Keep a record of how long real jobs took you. After a few months your own numbers will be more accurate than any average you find online.

Three details that make clients say yes

• Send it the same day. The first complete estimate in the client's inbox sets the reference for the rest.
• Offer options. A basic version and a better one (premium paint, extra coat, trim included) lets the client choose between your prices instead of between you and someone else.
• Follow up. If you have not heard back in two or three days, a short message asking if they have questions closes more jobs than a discount.

From estimate to invoice

When the client approves, the estimate should become the invoice without typing everything again. That is the part where most paperwork time goes, and where mistakes in the amount appear.

With InvoiceCrafty you write the estimate on your phone at the job, send it by email or text, and get a notice when the client opens it. When they say yes, you convert it into an invoice with one tap.

See how it fits your trade on our page about invoicing for contractors.