Free Painting Estimate Template — Download & Customize (2026)

Use this painting estimate template to price residential interior and exterior paint jobs. It covers primer, finish coats, supplies, labor, and prep work — with a 25% profit margin built in. Copy it into Excel or Google Sheets and swap in your actual paint and labor costs.

Last updated: April 2026

Download the template

Enter your email. We'll send the Excel file + a pricing cheat sheet for your trade.

I agree to receive estimating tips. Unsubscribe anytime.

View our privacy policy

Sample HVAC Estimate — Residential 3-Ton Split System

Copy this table into your spreadsheet and swap in your actual costs.

Item	Qty	Unit Cost	Total
MaterialsPrimer (high-hide, 6 gallons × 350 sq ft/gal)	6	$28	$168
Finish paint — walls (Sherwin-Williams ProClassic, 8 gallons × 2 coats)	8	$58	$464
Ceiling paint (flat white, 4 gallons)	4	$45	$180
Trim paint (semi-gloss, 2 gallons)	2	$55	$110
SuppliesRoller covers (3/8 in nap, 10 pack)	2	$12	$24
Brushes (2.5 in angled sash, 4 pack)	1	$32	$32
Drop cloths (canvas, 9x12, 3 pack)	1	$45	$45
Painter's tape + masking materials	1	$28	$28
Caulk, spackle, sandpaper, misc prep	1	$35	$35
LaborSurface prep (patch, sand, mask, prime) — 2 workers × 1 day	16	$45	$720
Apply 2 coats walls + ceiling — 2 workers × 2 days	64	$45	$2,880
Trim and doors (cut in + 2 coats) — 1 worker × 2 days	32	$50	$1,600
OtherCleanup and haul-off	1	$120	$120
Subtotal			$6,406
Profit Margin (25%)			$1,601.5
Total			$8,008

What's in This Template

Paint line items (primer, finish coat, ceiling paint, trim paint)
Supply list (roller covers, brushes, drop cloths, tape, caulk)
Surface prep labor (patch, sand, prime, mask)
Application labor by crew size and coat count
Profit margin and markup formula

How to Use This Template

1. Copy the table above into Excel or Google Sheets.

2. Replace paint brands and prices with your actual supplier costs (Sherwin-Williams, Benjamin Moore, Behr, etc.).

3. Adjust paint quantities based on your wall area — 1 gallon covers roughly 350 sq ft per coat on smooth walls.

4. Add a line for exterior prep (pressure washing, scraping, caulking) if this is an exterior job.

5. Change the profit margin to match your target (25–40% is typical for painting, higher on small jobs).

Tired of Spreadsheets?

Templates work for getting started. But if you're doing 5+ estimates a week, dedicated software saves 3–5 hours per week. Take the 60-second quiz to find the right tool for your crew.

Frequently Asked Questions

What should a professional painting estimate include?

A professional painting estimate breaks down four cost categories: paint materials (primer, finish coats, ceiling and trim paint), supplies (rollers, brushes, drop cloths, tape, caulk), labor (prep work, application, cleanup), and profit margin. It should specify paint brand and grade, number of coats, and surface prep needed. Most painting contractors use 25–40% markup — higher on small jobs, lower on large or competitive bids.

How do I calculate how much paint I need for a job?

Measure wall area in square feet (length × height for each wall, minus windows and doors), then divide by 350 for one coat. A 12x12 room with 8-ft ceilings has about 384 sq ft of wall (4 × 12 × 8) minus 21 sq ft for a door and window = 363 sq ft, needing roughly 1 gallon per coat. Always buy 10–15% extra for touch-ups. Use our paint calculator to get exact quantities automatically.

What profit margin should a painting contractor use?

Residential painting contractors typically use 25–40% markup (20–29% margin). Small jobs (under $1,000) need higher markup — 40–50% — because setup and travel costs are the same as larger jobs. Large jobs ($10,000+) can run 20–25% markup because the volume spreads overhead. A common mistake is pricing at 25% markup when your overhead (insurance, van, paint store account, advertising) is 18% — leaving only 7% real profit. Use our markup calculator to find your true break-even.

Can I use this template for exterior painting?

Yes — just add exterior prep line items: pressure washing ($150–$300), scraping and sanding loose paint (4–8 labor hours), caulking gaps and cracks, and primer on bare wood. Exterior paint covers slightly less per gallon (300–350 sq ft) because siding texture absorbs more. Add a line for ladder or scaffold rental if the job is above one story. Exterior jobs typically run 30–50% more than interior per square foot due to prep and access.

Get notified when we update this template

We update material prices and add new line items quarterly. Enter your email to get the latest version.

I agree to receive estimating tips. Unsubscribe anytime.

View our privacy policy