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Painting estimate template: what it is
A quotation is a priced offer made before any work or delivery: the buyer accepts it, usually with a purchase order, and the accepted terms become the contract. Room by room, with prep, coats and paint specified.
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Example: a filled quotation
- The title says what the document is: a quotation.
- A reference from your own series.
- Your business name and address, and tax number if registered.
- Who it is for.
- Each line: description, quantity, rate and amount.
- Tax by rate.
- The total in the document's currency and format.
Worked example: the numbers behind the quotation above
| Item | Qty | Rate | Amount | Tax |
|---|---|---|---|---|
| Living room: wash, fill and sand walls; 2 coats matte; ceiling 1 coat | 1 | $980.00 | $980.00 | $0.00 |
| Hallway and stairwell, including scaffold tower | 1 | $1,150.00 | $1,150.00 | $0.00 |
| Interior doors and frames, 2 coats satin, each | 6 | $85.00 | $510.00 | $0.00 |
| Materials: premium interior paint, primer and sundries | 1 | $420.00 | $420.00 | $0.00 |
| Subtotal | $3,060.00 | $0.00 | ||
| Total | $3,060.00 | |||
No tax is charged on these lines, so the total equals the value of the supply.
How to fill in the painting estimate
- List rooms or exterior elevations as lines.
- Note the prep, the number of coats and the paint specified.
- Add materials on their own line, or include them per area.
- Give the estimate a validity date and deposit terms, then save.
What drives a painting price
| Factor | Effect on the estimate |
|---|---|
| Surface condition | Peeling or damaged surfaces add hours of prep |
| Colour change | Dark to light usually needs primer and an extra coat |
| Height and access | Ladders, a scaffold tower or a lift for upper floors |
| Trim and detail | Doors, windows and mouldings are slow, so often priced each |
| Paint quality | Premium lines cost more per gallon but cover better |
Typical terms
Painters commonly take a deposit for materials, 10 to 30% depending on the job and state rules, with the balance on completion and walkthrough. Give the estimate a 30-day validity and say that hidden damage, such as rot under old paint, is priced separately.
What to put on a quotation, field by field
| Field | What to enter |
|---|---|
| Document title | Say exactly what it is: "Quotation". The title tells the buyer and the tax authority how to treat it. |
| Number and date | A reference number of your own series and the date. Quotes and proformas do not use the tax invoice series. |
| Your business | Name, address, and tax ID if your state or client needs it |
| Customer | Name, address, and tax ID if your state or client needs it |
| Lines | Description, quantity, unit and rate. Each line carries its own tax rate. |
| Tax | Sales tax where you must collect it, at the rate for the delivery address. |
| Totals | Taxable value, tax by component and the total, in the document currency. Amounts in words are customary in India. |
| Terms | Validity period, delivery time, payment terms and what is excluded. |
United States rules for a quotation
- A quote accepted in writing is a contract. State the validity period, what is included, and whether sales tax is extra.
Mistakes to avoid
- No validity date, so an old price can be accepted months later.
- Leaving tax out of the total without saying so.
- Vague scope: list what is included and what is not.
- Not converting the accepted quote into the invoice with the same lines.
Quotation vs other sales documents
| Document | When | Asks for payment | Tax document | In the books |
|---|---|---|---|---|
| Quotation / estimate | Before the order | No | No | No |
| Proforma invoice | After the order, before supply | Advance only | No | No |
| Invoice / tax invoice | On supply | Yes | Yes | Yes: sale and receivable |
| Receipt | When paid | No, confirms payment | No (receipt voucher for advances in India) | Yes: payment |
| Credit note | After an invoice, to reduce it | No, reduces what is owed | Yes | Yes: reverses part of the sale |
Questions people ask
How do painters price a job?
By wall area, by room, or by labour hours plus materials. Area pricing is common for repaints; hourly suits heavy prep or repairs.
Should the estimate name the paint?
Yes: brand, product line, sheen and colour. It stops a customer comparing your estimate with one that uses cheaper paint.
What prep should be listed?
Washing, scraping, sanding, filling, caulking, priming bare surfaces, and protecting floors and furniture.