Free invoice template
Painting invoice template: lot, PO, extras.
A painting sub's invoice to a builder: the lot and PO up top, walls, trim and exterior on their own lines, the approved extra, the progress payment off.
- Builder PO
- and the lot, on every invoice
- Extras
- each with its VPO
- Lien waiver
- with each payment
The lines on a painting invoice
| Line | Why it's there |
|---|---|
| Walls and ceilings | Priced the way you bid: per square foot, per room or per plan. |
| Trim, doors and casing | On its own line. It's priced differently, and it's where disputes start. |
| Exterior | Body and trim, with the surface. |
| Extra, with its VPO | Work outside the bid, with the builder's variance PO. Only approved extras get paid. |
| Less: progress payment | What the builder already paid on this lot, as a negative line. |
Billing a builder
One invoice per lot, with the lot, the address and the builder's PO, so accounts payable can match it without calling you. Large production builders often pay through a PO portal instead; smaller builders and general contractors pay your invoice.
Lien waivers and warranty
Send a conditional lien waiver with the invoice and an unconditional one once you're paid. Say how warranty touch-ups are handled.
Homeowner jobs
Same lines, no PO. Take the deposit off, and list paint separately if your state taxes materials. Quoting first? Start from the estimate template.
General information, not legal or tax advice.
Wording you can copy
Net 15. Please reference PO [number] and the lot number with your payment.
A conditional lien waiver for this payment is attached. An unconditional waiver follows once payment clears.
Warranty touch-ups on this lot are at no charge for one year from completion.
Questions
Should paint and materials be a separate line?
For builders priced per square foot, usually not. For homeowners, a separate line is easier to accept and to tax correctly.
Can I invoice before the job is finished?
Yes, if the contract allows progress billing: invoice each stage and take the payments off the final.
What's a VPO?
A variance purchase order: the builder's approval for work outside the scope. Put its number on the line it pays for.
Sources: Professional Builder: VPOs · Hyphen SupplyPro: builder POs · CMAA: lien waivers
Written by the BillGrid team. Checked . General information, not legal or tax advice: agree any late fee with your client before the work, and note that some states limit interest.
Example · a month of billing in BillGrid
40 lots. Every one found by its PO.
North Ridge is an example painting sub, shaped like the trade subcontractors who bill builders with BillGrid: three builders, one invoice per lot, checks that cover many lots.
- 40
- lots a month
- 3
- builders
- 1
- check, many lots
-
01
One row per lot
The builder's PO goes in the Reference column and prints as "Your reference". Bulk invoicing
A sheet of lots, an invoice each. -
02
Every builder at a glance
What each builder owes, how many invoices are open, how late they pay. Search any lot by its PO. Clients
What a builder owes, and how they pay. -
One check, every lot it covers. -
A deposit, then the balance.
