After successfully completing a painting job, an invoice is used to itemize the services completed and inform the client of accepted payment options. It gives them all the information needed to make a prompt and accurate payment to your business. This significantly impacts your customer’s experience, making you look more professional.
Learning how to create an effective invoice can be crucial in taking your business to the next level. Here, we’ll walk you through the steps of writing a great invoice for your painting business.
Fundamentals of a Painting Invoice
Creating a professional invoice is important for building your business’s cash flow. In addition to searching for a free painting invoice template, here are the most essential elements to include in the invoice:
Business Name and Address
If you are an entrepreneur, this section will include your full name and your business name. If you work for a company, it would be their name and address. If you are like most painters, you may not have a physical business location. In that case, the address may be a P.O. Box or your home address.
Client’s Contact Information and Billing Address
Make sure you have the correct name and billing address of your client. This may or may not be the premises you worked on.
The project address is where you did the work, and it can be the same or different from the client’s contact address. You can repeat the address if it is the same as the billing address.
Every invoice has a unique identifying code that you can use to track and reference all your payables and receivables. Invoice numbers can be generated manually or automatically if you use a system like Invoice Ninja. This platform also has house painting invoice examples that you can use to create your own.
If you want to manually generate your invoice number, you can choose from some of the following standard invoice numbering techniques:
- Serial numbering (e.g., 0001, 0002, 0003)
- Date invoice numbers (e.g., 010523-001, 050723-002)
- Client name invoice numbers (e.g., AL-0001, JB-0002)
This is the date the invoice was created and issued.
Describe all the services you performed during the job, but keep the description brief. For example: scraped window trim, primed trim, and painted trim on eight windows.
This section is applicable if your contract is based on an hourly rate. If it is, include the hours it took to complete each service. If not, do not include this section in your invoice.
Include the price of each service offered and then calculate the total amount due.
If taxes apply to your services, include the taxable amount on your invoice.
If there are problems with payment, having a signed copy of your invoice might provide more concrete evidence of the customer’s acceptance of the work performed.
This section often appears at the bottom of the invoice and details the payment options you accept, such as credit cards and direct debit.
Include any payment terms for your contract. Make sure to include the due day for payment, extra charges or fees that apply, incentives for early payment, and any penalties for late payment.
You must issue invoices promptly to avoid any delay in customer payments. In some cases, it is also a legal obligation of the painting and decorating work provider to issue invoices to the customer as soon as the product is sold or services are provided.
Additional Tips for Your Painting Invoice
Here are some additional tips to make your printing invoice appear more professional:
- Always make your invoice straightforward and easy to read and understand. Use clear headings and sections, and be brief with explanations.
- List and briefly explain the services you provided during the contract as well as the cost of each service.
- Include any applicable taxes, extra charges, or discounts.
- Always ensure that your invoice is dated and includes a payment terms section.
- Include your contact information as well as the customer’s contact information (e.g., name, address, phone number, and email address).
Use a Free Invoice Generator
If you need a professionally designed invoice in a PDF format that’s easy to send to clients without spending money to design one, you can use a free invoice generator. Invoice Ninja can help if you want to know what an artist painting invoice looks like.
Send Out a Pro Invoice
Invoice Ninja offers an organized painting invoice that includes all of the necessary information. It cuts down on unnecessary repetitive data entry making it look more professional than handwritten invoices. In addition, Invoice Ninja ensures that you get the amount you’re owed faster than traditional payment methods.