Invoicing software for painters
Quote the walkthrough, take a deposit against paint and materials, then invoice room by room — and share it from a link your customer opens without an account.
No payment details required. Free plan forever.
How painting jobs get billed
Almost no painting job starts without a walkthrough. You count the rooms, look at the condition of the walls, work out how much prep is hiding under the old coat, and price it. That walkthrough is the negotiation — by the time the customer says go, the numbers are already agreed. The invoice should be that quote with whatever changed on site, not a document you rebuild from scratch at the end of the week. In Spheyas a quote converts to an invoice in one click, carrying every line across, so the version your customer accepted is the version they are billed from.
The money almost always arrives in pieces. A deposit up front covers the paint and materials so you are not floating a supplier order out of your own pocket, and the balance falls due when the last room is signed off. Bigger repaints break further: a floor at a time, or prep and first coat separately from the finish. Spheyas records payments against the invoice as they land, so the document always shows what has been paid and what is still outstanding — you do not keep a separate tally of who has paid their deposit.
And then the job changes. Somebody adds the hallway, or decides the trim wants a different finish than the one you quoted. Adding a line to the invoice moves the total, and the invoice itself becomes the record of what was agreed — which matters far more when a customer queries the final figure than any note you kept in your phone. With activity logging switched on, the log records who changed the document and when, so the trail is on the job rather than in your memory.
What goes on a painting invoice
Prep, primer, paint and materials, written the way painters actually bill them — not a generic template with a description box.
Your line items, not a template's
Keep an item list with your own prices, then pick items onto the invoice — the rate comes through with them.
How the item list worksA three-bedroom interior repaint, invoiced
A whole-house interior with light prep, two coats throughout and the trim done in a different finish. The invoice runs one line per room, with the shared costs kept separate so the customer can see what was materials and what was labor:
- Prep work — filling, sanding and masking, whole house
- Primer — patched walls and bare trim
- Master bedroom — interior painting, two coats
- Bedroom 2 and bedroom 3 — interior painting, two coats
- Hallway and stairwell — interior painting, two coats
- Trim and doors throughout — satin finish
- Paint and materials — as supplied
- Deposit received — deducted from the total
Eight lines, and the customer can see exactly where the money went. The invoice totals itself, the deposit already recorded against it comes off the balance, and the amount due is the figure at the bottom.
How painters get paid with Spheyas
Quote from the walkthrough
Price the rooms while you are standing in them, send the quote, and convert it to an invoice in one click when the customer says go.
How quotes workDeposit before the paint order
Put the deposit on the invoice as its own line, record it when it arrives, and the balance updates itself as the job progresses.
How payments workSend a link, not an attachment
Your customer opens the invoice in a browser, downloads the PDF and accepts it — no account, no app, nothing to install.
How sharing worksOne line per room
A repaint priced as a single lump sum invites an argument. Priced by room, your customer sees what each space cost, and you find out which rooms you have been underpricing for years.
How invoicing worksPainting invoicing questions
Can I invoice a painting job room by room?
Yes. Spheyas invoices are free-form line items, so you write one line per room — "Master bedroom — interior painting, two coats" — and the invoice totals itself. Nothing forces you into a fixed template, so a job you price by the square foot or as a single lump sum works the same way.
How do deposits work on a repaint?
Put the deposit on the invoice as a line item and record the payment against the invoice when it arrives. The document then shows the full job value, what has been paid and what is still due, so a customer looking at the final invoice can see their deposit already came off.
What if the customer adds a room halfway through?
Add the line to the invoice. The total moves, and the invoice becomes the record of what was agreed — which is what you want when the final figure gets queried. With activity logging on, the log records who made the change and when.
Can I keep my own prices for paint and prep?
Yes. Keep an item list with your own rates for prep work, primer, interior and exterior painting and materials, then pick them onto each invoice and the rate comes through with them. You are not retyping prices on every job.
Do my customers need an account to see the invoice?
No. You send a link, and your customer opens the invoice, downloads the PDF, and accepts or rejects it — no login, on every plan including Free.
Does the free plan cover a small painting outfit?
It covers 20 finalized documents a month, unlimited users and unlimited clients, and it does not expire or ask for a card. If you are sending more than twenty quotes and invoices a month, Standard lifts the cap and puts your own branding on the documents at $12 a month.
Start on the free plan
It never expires, it asks for no card, and unlimited users and clients are included.
Get started freeInvoicing for your trade
One workflow, four trades — quote, deposit, progress payments, final invoice.