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Estimates and invoices for painters, from the scope to the last coat.
A painting job is priced by the prep, the coats and what is under the old paint. Here is how to write all three down before you open a can.
By Abrar · Updated · 9 min read
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The short answer
A painting estimate has to say which rooms and surfaces, how many coats, how much prep and taping, and what is not included. For a home built before 1978, the EPA lead rule may apply to your prep. Write rot or peeling found under old paint as a change, and get a yes before you fix it. InvoiceWren holds the estimate, the changes and the payments on one job.
How a painting job runs on paper
Most painting disputes start with the word "paint" on its own. These eight steps replace it with a list.
- 1
The call
A customer wants a room, a floor or the outside of a house painted. Write down the address, how old the house is, and which rooms or walls they mean.
- 2
The walkthrough
Walk every room. Note the walls, the ceilings, the trim, the doors and the condition: cracks, peeling, stains, rot. Take photos.
- 3
The estimate
List each room and surface, the product and color, the number of coats, the prep and the taping. California's contractor board gives this as its own example of a good scope: two coats, with preparation and taping [1].
- 4
The lead check
The EPA's lead rule covers work that disturbs painted surfaces in homes built before 1978 [2]. If the prep will sand or scrape old paint in such a home, you need the right certification and a signed lead pamphlet receipt in the job file [3].
- 5
The yes, and the deposit
Get a signed contract. In California, a home improvement project over $500 needs one, and the down payment cannot be more than $1,000 or 10 percent of the price, whichever is less [1].
- 6
The work
Protect the floors, do the prep, paint. Keep the lead-safe practices if they apply to the job.
- 7
The extra
Rot, peeling or old damage shows up after the first scrape, or the customer says "while you are here, the hall too". Write it as its own line with a price, and get a yes before you start. In California, a price change must be in a written change order [1].
- 8
The invoice and the payment
The estimate, plus approved extras, less the deposit. Record the payment and give a receipt.
Where painting paperwork goes wrong
Four are about money and two are about rules that can cost more than the job.
"Paint the house" was too vague
The owner expects the ceilings, the closets, the trim and two coats. You priced the walls and one coat. The argument happens at the end, with a free redo or an unpaid balance.
What to do: Itemize the rooms and surfaces, the product and color, the number of coats, the prep and the taping.
Rot or peeling found under old paint
The first scrape shows damage nobody could see. You either absorb the cost or surprise the owner with a bill. In California, a change in price must be a written change order that becomes part of the contract [1].
What to do: Write it as its own line with a price and a photo. Get a yes before you start. Do not paint over it without telling them.
An older home, and no lead paperwork
The EPA says its lead program covers work that disturbs painted surfaces in homes, childcare facilities and preschools built before 1978 [2]. Its guide says all firms must be certified, even sole proprietors, that the owner must get the pamphlet before work and that you keep records for three years. It gives penalties of up to $49,722 per violation per day as of Jan 13 2025 [3].
What to do: For a pre-1978 home, check whether your prep is covered. Get the signed pamphlet receipt into the job file before you start.
A deposit that is too big, or paid ahead of the work
In California, the down payment cannot be more than $1,000 or 10 percent of the contract price, whichever is less, and payments cannot exceed the value of the work done [1]. New York says progress payments before substantial completion must be put into an escrow account in a bank in New York State, or covered by a bond [4].
What to do: Write a payment schedule: a small deposit, then payments tied to finished rooms. Check your state's rule.
The customer cancels after a home visit
California gives three business days to cancel when the contract is negotiated away from the contractor's place of business, and five if the buyer is 65 or older, with the money returned within 10 days [1]. New York gives until midnight of the third business day [4].
What to do: Put the cancel notice in the contract. Do not order tinted paint before the window closes.
The extra room said out loud
"While you are here, do the hall too." Later nobody has a record of what was agreed.
What to do: Write the added area as a change order with a price. The customer approves it before you paint it.
What InvoiceWren does for a painter
The scope, the lead-paperwork note, the extras and the payments stay in one place, on the phone you carry up the ladder.
An estimate with rooms, coats and prep on their own lines
Add each room and surface as a line, with the number of coats and the prep. Your customer reads it and signs on their phone.
Photos of what is there now
Add up to 3 photos to a line. The cracked ceiling and the peeling trim are on the paper before you start.
Saved items for the lines you write every week
Save "walls, 2 coats, per room", "trim and doors" and "patch and prime". The next estimate takes a tap per line.
Change orders for the rot under the paint
Found damage? Send a change order with a photo. The customer approves it on their phone before you fix it, and it is not counted as approved until they do.
A deposit, then payments that follow the work
Send a deposit invoice from the approved estimate. The final invoice shows the estimate, each approved change and each payment, line by line.
Paid by Zelle, bank transfer or your own link
Your customer pays you directly and we take no fee. They tap "I've paid", you check your account and confirm, and the receipt goes out.
Reminders that stop when they pay
If an invoice is late, InvoiceWren emails your customer for you. You set the schedule, and it stops once you confirm the payment.
Estimates and approval · Change orders · Deposits, progress and final invoices · Getting paid and receipts
Need a document right now? Make a free estimate or a free invoice with no sign-up, then bring the job into InvoiceWren when you are ready.
Rules to check, by state
Painting is governed by federal lead rules and by state home improvement rules. These are examples from official pages we read on Nov 13 2026. They are not every rule. Check yours.
- Federal: the EPA's Renovation, Repair and Painting program covers work that disturbs painted surfaces in homes, childcare facilities and preschools built before 1978 [2].
- Federal: the EPA's guide says all firms must be certified, even sole proprietors. Painting alone is not renovation if no sanding, scraping or other dust-making prep disturbs the surface, but painting with that prep is covered. A minor repair exemption exists for 6 square feet or less of paint per room inside or 20 square feet or less outside. The pamphlet goes to the owner and occupants before work, and records are kept for three years [3].
- California: a written contract is required for home improvement projects over $500 in combined material and labor. The down payment is capped at $1,000 or 10 percent, whichever is less. Payments cannot exceed the value of the work done. A price change needs a written change order. The buyer can cancel within three business days, or five if 65 or older [1].
- New York: a written contract is required for home improvement work that costs more than $500. Progress payments before substantial completion must go into an escrow account in a New York bank, or be bonded. The customer can cancel until midnight of the third business day [4]. Home improvement contractors must be licensed in New York City and several counties [4].
- We did not find an official page we could read on painter licensing in Florida or Texas, so ask your state.
This is general information, not legal or tax advice.
Checklist
Questions
What should a painting estimate include?
The rooms and surfaces, the product and color, the number of coats, the prep and taping, and what is not included. California's contractor board gives two coats, with preparation and taping, as its example of a clear scope [1].
Does the EPA lead rule apply to me?
It covers work that disturbs painted surfaces in homes, childcare facilities and preschools built before 1978 [2]. Painting with no sanding or scraping is not covered, but painting with that prep is [3]. Check the EPA guide for your job.
What does lead certification involve?
The EPA's guide says all firms must be certified, even sole proprietors, and that workers are trained as certified renovators or on the job by one [3]. The pamphlet goes to the owner before work, and you keep records for three years.
How big a deposit can I ask for?
It depends on the state. In California the down payment cannot be more than $1,000 or 10 percent of the price, whichever is less [1]. New York requires progress payments before substantial completion to go into escrow or be bonded [4].
What if I find rot under the old paint?
Write it as its own line with a price and a photo, and get a yes before you fix it. In California a price change must be in a written change order [1]. In InvoiceWren you send the change order and the customer approves it on their phone.
Can a customer cancel after signing?
In California, within three business days, or five if the buyer is 65 or older, when the contract is negotiated away from your place of business [1]. In New York, until midnight of the third business day [4].
Do I need a license to paint?
It depends on the state. In New York, home improvement contractors must be licensed in New York City and several counties [4]. We did not find a readable official page on painter licensing in Florida or Texas, so ask your state board.
Send your next estimate from the job.
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Sources
- California Contractors State License Board: A Consumer Guide to Home Improvement Contracts. Checked .
- U.S. EPA: Renovation, Repair and Painting Program. Checked .
- U.S. EPA: Small Entity Compliance Guide to Renovate Right (Mar 2026). Checked .
- New York State Attorney General: Home Improvement Fact Sheet. Checked .
Prices and features change. We check these pages before each update. If something here is out of date, tell us at hello@invoicewren.com and we will fix it.