Free template · Excel · Estimates by trade
Free painting estimate template
A painting estimate that spells out the prep, the coats and the paint, room by room or surface by surface, so the customer can compare it with the others they get.
Painting estimate template
Excel workbook (.xlsx) · 20 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Prep | Move furniture, cover floors, fill and sand (hours) | 6 | 55.00 | 330.00 | Y |
| Walls | Living room, hall and bedroom: 2 coats (sq ft) | 1150 | 1.60 | 1,840.00 | Y |
| Ceilings | Flat white ceilings, 1 coat (sq ft) | 520 | 1.10 | 572.00 | Y |
| Trim | Baseboards and door casings, 2 coats (linear ft) | 260 | 2.40 | 624.00 | Y |
| Doors | Interior doors, both sides (each) | 5 | 85.00 | 425.00 | Y |
| Primer | Spot prime patched areas | 1 | 90.00 | 90.00 | Y |
| Paint | Premium interior paint and supplies (gallons) | 9 | 72.00 | 648.00 | Y |
| Subtotal | 4,529.00 | ||||
| GST | 226.45 | 5% | |||
| ESTIMATE TOTAL | 4,755.45 | ||||
| Deposit required | 1,000.00 | ||||
| BALANCE ON COMPLETION | 3,755.45 |
Why a painting estimate needs its own layout
Customers often choose a painter by comparing three numbers that describe three different jobs. One includes patching and primer, one uses better paint, one is a single coat. An estimate that states the prep, the number of coats and the paint product is easier to compare, and wins more often.
This template prices walls by area, trim and baseboards by length, and lists prep, primer and paint. The example is three rooms of interior painting in Alberta.
What to include on a painting estimate, and why
- The number of coats. Two coats and one coat are different jobs at different prices. Say which.
- The paint product and sheen. Paint lines vary widely in price and durability. Naming it lets the customer compare.
- What prep is included. Patching, sanding and caulking are where painters differ. List what's included and what isn't.
- Areas by room or surface. The customer can drop a room or add one, and you can re-price quickly.
- Exclusions. Drywall repair, wallpaper removal and heavy furniture: say they're extra.
How to price it
By area
Walls and ceilings by square foot, trim by linear foot. Fast to quote once you've measured.
By room
A set price per room by size. Simple for the customer; you need to know your averages.
Labour plus materials
Hours at your rate plus paint at cost or marked up. Common for small or unusual jobs.
Deposits and payment terms
- Deposit to book the dates and buy paint
- Balance on completion and walk-through
- Larger exterior jobs in stages
- Price valid for 30 days
Put the deposit and payment schedule on the estimate itself, so the customer signs up to them and they carry straight onto the invoice. For how to record a deposit you take up front, see customer deposits and retainers.
Sales tax, GST/HST and PST on painting work
United States
Painting a building is treated as a service or a real property improvement depending on the state. Many states don't tax the labour; paint may be taxed to you when you buy it, or to the customer.
Check your state's rules, and say on the estimate whether tax is included.
Canada
GST/HST applies to labour and paint alike once you're registered.
In Saskatchewan, PST applies to painting a building on the total charge. In British Columbia, PST generally doesn't apply to the customer for work on a building; you pay PST on paint and supplies.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one estimate works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Estimate sheet opens filled in with the example in the preview: an Alberta painter quoting three interior rooms, estimate PT-2210 for an example customer. The lines come to a subtotal of $4,529.00 and a total of $4,755.45, with a deposit required of $1,000.00 and a balance on completion of $3,755.45. The price holds for 30 days. The figures are made up to show the layout; they are not market rates.
Alberta has no PST, so a registered painter charges 5% GST on labour and paint.
The notes box reads: “Includes two finish coats on walls and trim, patching of small holes and cracks. Excludes drywall repair beyond small patches and moving heavy furniture. Price holds 30 days.”
Lines on the price list sheet
The Price list sheet starts with the lines painting businesses usually charge for. Add your rates once and copy them onto each estimate.
| Line | Unit | Note |
|---|---|---|
| Walls | per sq ft (2 coats) | By wall area, not floor area. |
| Ceilings | per sq ft | Flat or textured. |
| Trim and baseboards | per linear ft | Brush work. |
| Doors | each | One or both sides. |
| Cabinets | per door or drawer | Spray or brush. |
| Exterior siding | per sq ft | Prep and coats stated. |
| Prep | per hour or flat | Patching, sanding, caulking, masking. |
| Paint and supplies | per gallon or flat | Product named. |
| Colour change surcharge | per room | Dark to light needs more coats. |
What's in the file
| Sheet | What it holds |
|---|---|
| Estimate | The printable painting estimate, filled in with the example on this page: your details, the customer, job, 15 lines, two tax lines, deposit required, scope and terms, and signature lines. |
| Price list | The lines painting businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each estimate. |
| Estimate log | One row per estimate: status (Pending, Accepted, Declined, Expired), the invoice number once billed, a follow-up date and your win rate. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the painting estimate template (.xlsx)
Or send it from AcboBooks
Need one estimate today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your painting price list, turns an accepted estimate into the invoice (see estimate software), tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
- Government of Saskatchewan: provincial sales tax
- Government of British Columbia: provincial sales tax (PST)
Questions
How do I measure walls for a painting estimate?
Perimeter of the room times wall height, minus large openings. Ceilings are length times width. Trim is the total length in feet.
Should paint be a separate line?
It helps. Customers see the product and quantity, and you can show the cost of upgrading to a better line.
How do I handle colour changes?
Price an extra coat or primer for big colour changes, especially dark to light, as its own line.
What should I exclude?
Anything you won't do or can't price without seeing it: major drywall repair, wallpaper removal, lead paint work. Say it in writing.
Related
- Customer deposits and retainers
- Markup and margin calculator
- Estimate (glossary)
- General invoice template
- Accounting software for painters
- General estimate and quote template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
AcboBooks
Send your next painting estimate from AcboBooks
A spreadsheet estimate stops at the signature. In AcboBooks the estimate stays with the customer and the job, and becomes the invoice when the work is done, so nothing is retyped and nothing is billed twice.
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