Free painting estimate template that protects your prep time
This free painting estimate template splits the job into the four things that actually determine price: prep, materials, application, and labor. Surfaces are measured in wall square feet, not floor square feet, and the number of coats is stated on the estimate. A downloadable PDF version of the template is on this page.
Prep
| Line item | Unit | Note |
|---|---|---|
| Surface prep and patching labor | hr | cap included prep in writing, bill beyond it hourly |
| Painter's caulk | ea | |
| Painter's tape | ea | |
| Drop cloth | ea | |
| Sandpaper and sundries | ea |
Materials
| Line item | Unit | Note |
|---|---|---|
| Interior paint 5 gallon | ea | about 350 sf per gallon on smooth walls, two coats |
| Primer 5 gallon | ea | stain blocking and drastic color changes |
| Exterior paint 5 gallon | ea | |
| Roller cover | ea |
Application
| Line item | Unit | Note |
|---|---|---|
| Interior paint, walls | sf | wall square feet, not floor square feet |
| Ceiling paint | sf | |
| Primer coat | sf | |
| Stain and sealer | sf | decks and fences drink more than the label says |
| Elastomeric coating | sf | stucco and masonry, roughly double standard exterior cost |
Labor
| Line item | Unit | Note |
|---|---|---|
| Painter labor | hr | |
| Trim, doors, and detail labor | hr | doors and casings run per-unit, price them that way internally |
| Cleanup and touch-up walk | ls |
Example scope
Repaint the interior of a 2,100 sf two-story: walls and ceilings in all rooms, two coats, plus trim and 14 doors in semi-gloss. Includes standard prep with caulk and nail-hole fill, furniture moved to room centers and covered. Excludes wallpaper removal and drywall repair beyond patching, billed hourly at the written rate if found.
What a painting estimate must include
Surfaces listed with wall square footage
Walls, ceilings, trim, and doors are different rates, so list them separately and measure wall area, which typically runs 2.5 to 3 times the floor area of a room. An estimate built on floor square footage undercounts the actual painted surface and the error is always in the client's favor.
The number of coats, in writing
Two coats over primer where needed is the standard spec. Say it. A deep color change or covering dark red can take three, and one written sentence about coverage on drastic color changes is what lets you charge for the third coat instead of donating it.
The product named on the estimate
A gallon of good interior paint covers roughly 350 sf on smooth walls, and a 5 gallon bucket runs about $168. Naming the product line and sheen stops the comparison against a bid using builder-grade flat, and it settles the touch-up question two years from now.
Prep defined and capped
Nail holes, minor cracking, caulk, and light sanding are included. Skim coating, wallpaper removal, and major drywall repair are not, and they bill hourly at a written rate. Prep is where painting margins live and die, so the boundary belongs on the estimate.
Lead paint on pre-1978 homes
If the house predates 1978 and you disturb painted surfaces, the EPA RRP rule applies: certified firm, containment, and documentation, with serious per-violation fines. Put an RRP line on the estimate for older homes. Bids that ignore it are cheaper because they are breaking a federal rule.
Expiration and color change terms
Hold the price 30 days. State that color or sheen changes after work begins, and any surface added mid-job, get a signed change order. Repainting a finished wall because the client rethought the gray is billable work, and this line is what makes it so.
Estimating mistakes that cost painters money
Bidding off floor square footage
A 12 by 12 room has 144 sf of floor and roughly 380 sf of wall. Price the floor number and you just gave away 60 percent of the surface. Measure walls, or use a wall-to-floor multiplier you trust and write down which one you used.
Unlimited prep for one price
The walkthrough showed nail holes. Move-out day reveals gouges, crayon, and a water stain. Without a written prep cap and an hourly rate past it, all of that is yours for free. Cap it in the estimate.
Two-coat pricing on a drastic color change
Covering dark red or navy with a light color routinely takes a tinted primer plus two finish coats. Quote color changes with the primer line included, and note that final coverage on drastic changes may need an additional coat, priced per coat.
Ignoring RRP on older houses
Pre-1978 homes trigger the federal lead rule the moment you sand or scrape. Containment and certification cost real money and time, and violations carry five-figure fines. Bid it, name it, and let the unlicensed bid be cheaper.
Ceilings and closets as afterthoughts
Ceilings are overhead work at a different rate, and closets are all cutting and edges with terrible production rates. Line them separately. When they ride free inside the wall price, every room quietly loses an hour.
Frequently asked questions
How do painters measure a job for an estimate?
By wall square footage per surface type: walls, ceilings, trim, and doors, each at its own rate. Wall area typically runs 2.5 to 3 times floor area, so a floor-based price undercounts badly. Doors and windows usually count at flat per-unit rates rather than being deducted.
How many coats should an estimate state?
Two finish coats is the standard spec, with primer as its own line where the surface or a color change needs it. Drastic changes like covering dark red can require a third coat, so good estimates state that extra coats on drastic color changes are priced per coat.
What about lead paint in older homes?
Any home built before 1978 falls under the EPA RRP rule when painted surfaces are disturbed: certified renovator, containment, cleanup verification, and records. Fines run to five figures per violation. A painting estimate on an older home should carry an RRP line item.
Should paint be billed separately from labor?
Showing materials as their own lines helps: a 5 gallon bucket of quality interior paint is about $168 and covers roughly 1,750 sf per coat. When the client upgrades to a premium line or adds an accent color, the material delta is visible and easy to change-order.
How do I fill this template out fast?
Describe the rooms and colors by voice and Eddie, Staxen's estimator, drafts this same structure with quantities and prices, ready to review and text for e-signature. Eddie costs $59 per month, and your first job is free with no card and no time limit.
Start free with Staxen: your first job is on us, no card required.