How to Estimate a Paint Job: A Step-By-Step Guide

How Can You Accurately Estimate a Paint Job?

Getting your estimates right keeps your leads happy and ensures you earn a profit on each job. To help you estimate a paint job more accurately, we’ve provided seven easy-to-follow steps.

1. Gather project information

The first thing to do is visit the job site and assess the area. While you’re there, get a feel for the space, identify challenges, and discuss the job with the client. Ask the following:

• Which areas need painting – interiors, exteriors, or both? Does it include doors and window frames?

• What are surface conditions – are there issues like peeling, mold, or damage?

• What finish and color does the client want, and how does this affect the type and quantity of paint needed?

• Are there any special features like high ceilings or intricate trims that might need ladders?

• How many coats of paint will be needed?

• What is the client's budget?

• When do they need it completed?

• Has the client had professional painting before, and how did it turn out?

Next, you should measure all surfaces to be painted, including walls, ceilings, doors, and window frames, and note down all the dimensions. Count and map out each room. This will help you plan your workflow and estimate the time and materials needed.

2. Calculate paint costs

Choose suitable types of paint for the job—e.g., latex for interiors or more durable paint for exteriors. Then, use your measurements from the site visit to calculate the price, using the current cost of paint and other painting supplies.

Remember to account for primer, especially if you’re covering dark colors or raw surfaces, such as drywalls or brickwork. If you think you’ll need multiple coats for a nice finish, factor that in, too. And don’t forget to allow a little extra on top for waste, as there will always be minor spillages and a bit of paint left in the tray.

After accounting for the initial coat and potential waste, remember to select a brand wisely. Don’t choose the cheapest. Instead, go for a paint brand that offers the right balance between cost and quality. Higher-end paints usually cost more, but the extra coverage will almost certainly save money over the long run.

Finally, make use of online calculators or software, such as those provided by paint manufacturers for more precision when computing the total cost. This basic calculator is good for working out paint coverage for simple rooms.

3. Estimate labor costs

Have all the hourly rates for all your staff to hand—painters and any other crew, e.g. carpenters.

Next, calculate the prep time—factoring in any cleaning, patching holes, or masking off areas that aren’t for painting. Actual painting time depends on the complexities of the job and the surfaces being painted. Textured walls or intricate trim work will take longer to paint than smooth, flat surfaces.

Don't forget to account for cleanup time too. If it’s an exterior painting project, it’s also worth allowing a few hours for unexpected delays, such as poor weather.

Pro tip: Find out the amount other painters charge for the same painting service to charge customers fairly.

4. Factor in material and equipment costs

Account for all painting materials and equipment that will be used, that you don’t already have or need to renew. This could include items like:

• Paint brushes 

• Rollers

• Drop cloths

• Sandpaper

• Trays 

• Tape 

• Caulk or sealants

• Ladders or scaffolding

If you don’t already have protective gear like masks, goggles, and gloves, then make sure you account for those too.

ServiceTitan's Contractor Inventory Management software helps with equipment. It automates things like on-the-spot inventory management by using barcode scanning. This means you can track inventory across multiple locations (such as trucks or warehouses), manage stock levels effectively, and automatically trigger replenishment.

5. Add overhead and profit margin

Overheads are costs that aren’t directly related to the job but must still be considered in estimates so that you can run your business effectively. They cover painting business insurance, marketing, and vehicle costs.

Your profit margin should match customer expectations and meet your financial goals. A typical profit margin should be between 20 and 50 percent.

First, calculate all your job costs, then add overheads as a percentage. Finally, add your desired profit margin.

For example, if your direct job costs are $1,000, your overhead is 30 percent (0.30), and your desired profit margin is 20 percent (0.20):

Total job price = $1,000 + ($1,000*.30) + ($1,000 *.20) 

Toatl job price = $1,000 + $300 + $200 

Total job price = £1,500.

6. Create a detailed proposal

Start by outlining the scope of work. Make sure you don’t leave anything out. Tell your client about the planned prep work, paint types, extra materials, and all the tasks you need to do.

Break down the costs as clearly as possible. List material costs, labor costs, and any additional expenses. Transparency builds trust. Remember to include the project schedule and your payment terms in the proposal. 

Using ServiceTitan to create your proposal saves a lot of time. You can quickly build estimates and add and edit details as needed, helping you close deals faster.

Arizona Painting has used the software to close multiple deals, leading to a five-percent increase in profit margin and a 60 percent increase in leads and revenue.

Joe Campbell, Arizona Painting Owner, Chief Financial Officer, and Chief Marketing Officer, says the software has been a great addition to the company.

“We picked Service Titan (in 2019) because it could do everything from the start to the finish,” he said. “From the first call a customer makes all the way to the collections process -- and then even follow-up and memberships and things like that.

“It was the only program we could find that could do that for our company.”

7. Present and negotiate the estimate

Once your proposal is ready, it’s time to present it clearly and confidently. Walk the client through the estimate in detail and answer any questions or concerns honestly.

If the client wants to negotiate on price, you can use the ServiceTitan Pricebook feature. It makes life easier by presenting your estimate through the app and adjusting details on the spot, speeding up any negotiations. It also shows that you use cutting-edge tools, increasing your credibility as a professional painter in the client’s eyes.

And that’s it. You’ve learned how to build an estimate and present it clearly. Next, let's explore the various factors that can influence the overall cost of a paint job.

What Factors Influence the Cost of A Paint Job?

Several factors potentially impact the cost of a paint job. Let's look at some of the key ones:

• Project size: As the painting surface area increases, the cost increases. 

• Accessibility and Complexity: Hard-to-reach areas or complex surfaces (such as textured walls that require special techniques) can drive up the price.

• Number of Coats Required: If you need more than one coat, you’ll have to buy more paint, and the job will take more time.

• Quality of Paint: High-quality or specialized paints are more costly but usually give better results.

• Prep Work: Account for the surface prep needed, such as filling holes or sanding.

• Location: Labor rates vary widely from region to region.

• Additional Services: Tasks like wallpaper removal or detailed trim painting add to the scope of work.

With these factors in mind, let’s now find out how to measure the area that needs painting. 

How Do You Calculate the Total Square Footage to Be Painted?

Here’s a straightforward way to calculate the total square footage.

For walls and ceilings: Measure the height and width of each wall in feet. Multiply the two dimensions to find the square footage (Height x Width = Area). Then, add each wall area to get the total square footage.

Use the same formula (length x width) if the ceiling is flat and matches the floor area.

If the ceiling isn't flat or doesn't match the floor area due to architectural features like vaults, slopes, or beams, measure each section separately. Start by identifying different planes or ceiling sections, then measure each section's length and width. Multiply these dimensions to find the area of each section. Finally, the areas of all sections are added up to get the total square footage of the ceiling.

For trim, such as baseboards or window frames: 

Measure the length in feet and multiply by the width or height of the trim to get the linear footage, which is typically calculated in inches (then converted to feet).

For example, if a wall is 10 feet high and 15 feet wide, it’s 150 square feet. If you have baseboards that are 3 inches high and run along the same 15-foot wall, that’s 3.75 square feet of trim (converted from 45 linear inches using this calculator).

Add up the square footage for all the painted surfaces to determine the total. If you have doors and windows that won’t be painted, work out the area of those by multiplying the length by width, then take away those areas from the total.

Once you've calculated the total square footage, you’ll need to calculate how much paint is needed to cover all the surfaces.

How Do You Determine the Amount of Paint Needed for a Job?

In general, one gallon of paint covers up to 350 square feet. To estimate the amount of paint you'll need, you can use the following formula:

Total Paint Needed (gallons) = Total Square Footage / 350

For example, if you’re dealing with 1,400 square feet, you would calculate:

1,400 / 350 = 4

This means you need roughly 4 gallons of paint to cover the whole area. 

Adjust the paint quantity by multiplying it by the number of coats you plan to apply. A good rule of thumb is to add around 20 percent extra paint for porous or textured surfaces to ensure you have enough.

Next, we’ll explore the typical labor costs involved in a paint job.

What Are the Typical Labor Costs for a Paint Job?

Labor costs for a paint job vary widely based on the region and experience of the painters. Typically, the gross hourly rates charged to a customer are between $20 and $50 per hour. When estimating labor costs, we want to include the net rate, which would be between $10 and $40 per hour. More experienced painters or those in areas with a higher cost of living will most likely charge toward the upper end of this range. 

For a more precise calculation tailored to your specific needs and location, use the ServiceTitan Labor Rate Calculator. It calculates accurate labor costs based on several factors and variables that you can choose, such as hourly rate, overhead costs, and vacation time.

Now that we’ve covered how to accurately estimate a paint job, let’s wrap things up with a quick summary.

The Bottom Line

If you want to be successful in the painting business over the long run, you need to be good at estimating paint jobs.

Accurate estimates involve: 

• Calculating square footage

• Selecting the right paint

• Accounting for labor

• Incorporating overheads and profit margins

ServiceTitan optimizes the entire process, improving the accuracy of your estimation and invoicing. 

It saves you a lot of effort, helping you stay competitive as it frees up your time to deliver better customer service. 

ServiceTitan offers a full range of solutions for home service businesses, including painting companies. The apps make everything easier and faster, from estimating through to invoicing. You get features such as real-time inventory management, detailed job costing, and customer relationship management. All in all, ServiceTitan helps you improve accuracy, efficiency, and profitability. 

Make your painting business more efficient with ServiceTitan. Sign up today for a free demo.