Every painter knows it’s not the easiest to price out the painting job. You need to include the material and labor cost, whether it's an interior painting or exterior painting, some overhead costs, and every square foot you will be painting.

That makes the paint job estimate a pretty advanced calculation you need to keep track of in future references. But there is a way of making this process a bit more straightforward. Every painting company has a “painting estimate form.” It’s a standardized document that you can modify to create a personalized professional paint job estimate. In this article, we will go over the key elements you should include in such a document, how to assess an average painting cost, what a business owner should consider, and all that, with some free estimate templates for you to utilize. 

So, if you are into some paint jobs and want to find just how much paint you need, you have come to the right place. Let’s dive in!

Painting estimate is a document that can provide you with an estimated cost of an interior or exterior paint job. Whether it’s professional painting labor or something is done only occasionally, this kind of document can help you estimate the costs for the client and keep track of what you have already accomplished. 

The reason for creating such a document is to provide not only an estimate for the client but also a basis for negotiations, future reference, documentation, and other additional benefits that we will go into more detail in this document. 

For now, let’s just say that it’s a groundwork that will benefit you not only with this particular project but can be a great asset for future references. It can be many aspects, the coats of paint, maybe marketing elements, how much people are willing to bid for such work, and how fast they expect the job to be done.

Some of those may feel insignificant, but if you are determined to deliver the best service possible, those determine the higher satisfaction level. So, without further ado, let’s get into some details on the subject.

But first, let’s briefly review the software we will use for this project. There are plenty of methods to create such a document; some are better than others, that’s for sure. The safe bet is always the Microsoft Office package. It’s one of the most used software packages on the market, with millions of users all over the globe. Because of that, you can quickly transfer data between different users without installing or learning some “secondary” software. Here, everything is set for efficiency and quality.

For this project, you can use a powerful Excel spreadsheet, one of the best text editors on the market – Microsoft Word, or, if you prefer, PowerPoint. With those tools, you can easily create a painting estimate, fix costs for the entire house, and add some material costs.

And it’s not that expensive anymore. You can get a Microsoft Office Key for just a few dollars at Royal CD Keys. Considering that it’s a lifetime subscription that you can use for many different purposes, not only for thinking how many coats of paint you need to paint rooms upstairs, it’s a pretty exciting offer, isn’t it?

So, it's an excellent choice for small business owners concerned with further developing their painting business! Now, let’s get to the free estimate template we have prepared for you!

Painting Estimate Template #1

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First, we have a pretty standardized painting estimate for most purposes, interior and exterior paint jobs. Most professional painters use this for their work and a reason. Everything is easily accessible, there are no issues with modifying it to your needs, and it’s not an overcomplicated draft you cannot find your way around. It’s a pretty straightforward estimating process. And that is why people choose this template for their interior or exterior jobs.

If you want a template that will help you do the same job repeatedly without many other factors that come into play, this is a perfect fit for you. 

Painting Estimate Template #2

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Next, we have a professional painting estimate with adjustable elements. It’s a pretty common thing; we are not going to beat around the bush with these – there is a limited amount of changes you can make in a painting estimate to stand out among the competition. It’s a good starting point, that’s for sure. It will show you the total job cost, whether you need more paint, how many coats there will be necessary, and all the other essential elements for your job.

So, if you want to inform your clients better what exactly you are planning to do and the various costs related to this, this template is for you. And it has this “trade professionals” kind of visuals, so it’s an additional plus!

Painting Estimate Template #3

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And finally, if you were bored with our previous examples, this one is much more advanced. It’s an all-rounder with detailed elements regarding marketing costs, floor price, unit price, and all the client’s and company’s information – it’s just everything you may need.

Your customers will surely be happy, as it’s easy to see and calculate how much money they should invest. Whether it’s a bigger space or something closed down, with windows that need to be isolated, doors you need to go around, or any other potential obstacles. Everything can and should be put in the total price in the template.

So, now that we know what kind of software we will be using for this particular project and some template to pair it with. But what are exactly the benefits that it can bring to your company? Well, there are plenty of those, and we will go over every one of them. In cases like this, a painting estimate is something for the potential customer and the contractor.  Let’s now go over some of the critical benefits of painting estimates,

Cost Assessment

First of all, the cost assessment is crucial when planning and budgeting for this kind of painting project. It will provide you with a clear picture of your hourly rate, the cost per square foot, and what the customer should be prepared to pay.  This kind of assessment has plenty of potentials, especially if you are doing something more complicated, like painting ceilings or something that needs much more prep work.

Transparency

Additionally, it allows an additional level of transparency, not only for the customer but also for the contract. You can list all the material and labor costs necessary to finish the job. It serves as proof in future disputes regarding the scope of work and materials agreed upon before the appointment.

Clear Scope of Work

Speaking of the scope of work – a well-drafted painting estimate can help you greatly for future reference. You will be able to present all the surface area that was supposed to be painted and the preparation requirements that must be done. If anything arises, you can point to the agreed-upon terms and end all the discussions.

Different Options

Additionally, it does an excellent service for the customers, as they can just obtain different estimates from multiple contractors and see the cost of other parts of the painting job. It’s essential when it comes to the house interior. That can help them make an informed decision and see what professional painters charge and the cost of not-as-professional customers.

Up for Negotiations

Additionally, it’s the starting point when negotiating between the client and the painting. It’s a basis for discussing pricing, the potential deadline, and specific terms and conditions used to consider. Additionally, you can use it as a reference point in the future.

Professional Advice

And finally, an estimate can also be considered professional advice of sorts. This kind of estimate can help the client better understand your job and the elements you should keep in mind when deciding on different materials and additional services.

So, now that we know all the benefits of a painting estimate, let’s go over some of the key elements to include in this kind of document. You just need to remember one thing – it’s all up for a change. Whether it’s an interior or exterior painting, whether you need to be moving furniture, you need to make adjustments for that fact. Nevertheless, let’s dive into some key elements to include in the painting estimate.

Basic Information

You need to start by including all the basic information about the contract. This would mean the client's name, address, and contact.

Scope of Work

Also – be sure to create a detailed description of the scope of your work. You can never be too specific about those elements, as it can save you when future disputes arise. The most important aspects to cover are the areas to be painted, all the different surfaces, and any additional requirements.

Materials

Next, be sure to list all the materials necessary for this particular project. Specify the brand, color, and quantity of it. Don’t skip on the source of the materials, whether it comes from the contractor or the client.

Labor

The next thing to keep in mind is the labor costs. Of course, it can vary depending on the circumstances, but you can probably estimate, more or less, the number of people and days necessary to complete the job.

Costs Breakdown

Additionally, break down the costs for all the elements into different categories and itemize them accordingly. You can present it to the client and negotiate if necessary.

Additional Costs and Services

Of course, some additional costs will come with the painting. Those could include cleaning, sanding, wallpaper removal, mirror repairs, patching, and priming. Be sure to include those in your painting estimate, as you will be able to point later out, as it will influence the actual cost of the job.

Terms and Conditions

Finally, make sure to clearly outline the exact terms and conditions for accomplishing your objectives. This includes establishing a payment schedule and determining when payments will be received, whether an upfront amount is required, and other relevant details. The specifics will vary depending on the nature of the agreement you're pursuing. Additionally, keep in mind the cancellation fee that would apply if the client chooses to abandon the project.

Deadline

You should also consider adding the project's estimated start and end date. It will give the client a general idea of when to expect the results. Give yourself some wiggle room in that department, as some unfortunate circumstances may arise.

Of course, it’s not all bed and roses; sometimes, it’s the harsh truth of life. In this case, there are some things that you should consider before taking care of your painting estimate. Although those are not set in stone and can differ based on the situation, they are more-or-less what you’d expect when it comes to challenges you may encounter while drafting a painting estimate. Let’s dive in!

Fluctuating Costs

First up, you need to consider fluctuating costs. Prices on the building market like to go up and down for no particular reason, so be sure to see if the product you need is still available. The price may change rapidly, so follow the markets and try to understand where those changes and dependencies may come from.

Additional Work

Unfortunately, people are not always upfront about what they need and sometimes feel like getting something extra for the same price. It could be something as simple as cleaning the rooms before painting, additional windows/doors paint job, or anything in between. Be aware of those requests and always follow what has been written in the scope of work.

Competition

Next, we have the competition element that can be an issue for a company, especially if you are a professional painting company. Plenty of amateur painters on the market are willing to do your job for half the price. It can be pretty problematic, as those people tend to make amateurish mistakes that you will later have to correct. Additionally, they are just spoiling the market as a whole.

Bad Estimation

Imperfect estimation is another challenge you may encounter on your path, as the cost and time required for the painting project can scale up pretty quickly. Of course, that does not mean that you will always fall into this trap of becoming less and less profitable with every paint job, but you should always be flexible with your painting estimate, as the circumstances like to change.

Acts of God

But – no matter how prepared you are, you will never predict unforeseen acts of gods that destroy everything on their path. It can be anything from floods, pandemics, and even such things as hidden damage no one knew about, fungus in the walls, etc. Plenty of things that are entirely out of your control can happen, so if it happens to you – we are sorry.

Deadlines

Deadline is the painter’s worst nightmare, as there are plenty of things that can go wrong and not many things that can speed up the process. Be sure to communicate with the client, and don’t stay in the shadows hoping no one will notice. It’s somewhat complicated, so be transparent and upfront with everything.

Client’s Expectations

And finally – nothing is worse than the client’s expectations. No matter what you do, there will always be a person in whose mind it looked completely different. Well, you cannot do anything about it. Arguing does not seem to make sense, so just nod and take the 1-star review among many positive ones. That’s just the nature of the business.

Creating a painting estimate is not an easy task, that’s for sure. So, we have prepared a set of tips and tricks that may be useful for you. Check it out!

Detailed Assessment

One of the most important things to do when drafting a painting estimate is to be as detailed as possible. Do not overlook any potential issues, as those can and probably will come up in the process. Additionally, itemize your components, like materials, labor, etc. 

That way, the client will have a transparent view of everything in the project. What’s more, keep up with the latest trends in the industry. It can help you foresee the potential costs. Also – be sure to record all the changes, estimates, project details, and other essential elements you have utilized in the project. You will never know when this data may become applicable.

Communicate with the Client

Communicate everything to the client and just talk to them regularly. Be a human! Interact with other people in the usual way. If something comes up, contact the client and explain the situation. Communicating instead of just sitting around and feeling mysterious will always benefit you. And after the estimate has been sent, follow-up. Maybe something was unclear, and the client didn’t want to make a fuss. Maybe there are some potential problems with the pricing. Talk with the client, and your relationship will flourish.

Thank you so much for checking out our article on the painting estimate! As discussed, a comprehensive document can be great for contractors and clients. It can give a lot of transparency to their relationship, create a good scope of work, price assessment, and some ways of dealing with unforeseen conditions.

Of course, some things cannot be foreseen, but for all the others – there is a time and place for that. Being an effective communicator is essential when talking to clients, as most problematic elements are much easier to overcome if we are upfront about them.. 

As usual, if you liked this article, check out our incredible library of articles on various topics from the office, through software, and ending on gaming. There is a lot of information out there, so be sure to check it out! That is it from us. Thanks for stopping by, and we will see you in the next one!