The walls are perfect, the finish is clean, and the client can't stop talking about how good it looks. What comes next shouldn't undo all that goodwill — but a vague invoice with no due date or a rushed text with a total and your bank details often does. A professional painting invoice makes payment easy, sets clear expectations, and keeps you protected if a client has questions later. Here's exactly what to include.
What to Include on a Painter and Decorator Invoice
1. Your business information
Your name or company name, address, phone, and email. If you're VAT registered, your VAT number is a legal requirement on any VAT invoice. Even if you're not, including your details in full looks professional and gives clients confidence.
2. Client information
Full name and address of whoever you're billing. For commercial jobs — offices, rental properties, developers — get the name of the decision-maker or accounts contact. Invoices sent to the wrong person get delayed, not paid.
3. A unique invoice number
Every invoice needs its own number. It keeps your records organised and is the first thing anyone asks for when chasing a late payment. INV-001, INV-002 — simple is fine.
4. Invoice date and payment due date
State both. Net 14 or Net 30 are common for decorating work. For larger jobs — whole-house redecoration, commercial fit-outs — consider staged payments: deposit up front, progress payment at midpoint, balance on completion.
5. Itemised breakdown of work
Good invoicing reflects good work. Don't compress everything into one line:
Prep work: Surface preparation, filling, sanding (4 hrs @ $55/hr)
Labour: 2 coats emulsion, living room and hallway (12 hrs @ $55/hr)
Materials: 10L premium emulsion, primer, brushes, masking tape
Specialist work: Feature wall, wallpaper hanging (if applicable)
6. Materials
List all paint, primer, filler, tape, and consumables separately. Clients don't always appreciate how much materials cost — showing it clearly removes the surprise and justifies your total.
7. Subtotal, taxes, and total
Tax as a separate line. Any deposit deducted clearly. The total should be the first thing a client sees when they look at the bottom of the invoice — no maths required on their end.
8. Payment terms and methods
Bank transfer details, card payment link, or both. Remove every barrier between the client reading the invoice and the money leaving their account.
9. Surface preparation caveat (optional)
If you uncovered additional prep work that wasn't in the original quote — damp, previous coatings, cracked plaster — note it on the invoice with a brief explanation. This protects you from disputes about why the final bill is higher than expected.
Free Painter and Decorator Invoice Template
Copy and adapt for your next job:
[Your Business Name]
[Address] | [Phone] | [Email] | [VAT Number]
Invoice #: INV-001 Date: [Date] Due Date: [Date + 14 days]
Bill To:
[Client Name]
[Property Address]
[Client Email]
Description | Qty | Unit Price | Total |
|---|---|---|---|
Prep work – [description] | [X hrs] | $[rate]/hr | $[amount] |
Labour – [description of rooms/surfaces] | [X hrs] | $[rate]/hr | $[amount] |
Materials – [paint, primer, etc.] | [X units] | $[price] | $[amount] |
Less deposit paid | -$[amount] |
Subtotal: $[amount]
Tax ([X]%): $[amount]
Total Due: $[amount]
Payment methods: [Bank transfer / Card]
Bank details: [Account name, sort code, account number]
Late payments are subject to a [X]% monthly fee after [14] days.
Common Mistakes Painters Make on Invoices
Not separating prep from painting. Prep work takes time and skill — invoice it as its own line. It justifies the total and shows the client what they're paying for.
Absorbing material costs. If you bought 10 litres of premium paint for the job, charge for it. Don't let margin disappear into your cost of materials.
No explanation for extras. If the job grew due to unforeseen prep, note it briefly on the invoice. A two-line explanation prevents a three-week dispute.
Waiting to invoice until you're back at a desk. Send the invoice the day the job finishes — while the client's satisfaction is at its highest.
The Faster Way to Invoice
A template does the job when you're starting out. When you're running multiple decorating jobs at once, Clervo lets you invoice on-site from your phone in under a minute, track what's been paid, and send automatic reminders so you're not spending evenings chasing clients.
You put in the work. A good invoice makes sure you get paid for it.