Painting contractor software: estimates and invoices that show the scope
QuickAdmin helps painting contractors send a priced estimate that separates preparation, protection, primer, coats, trim and cleanup, then convert the approved estimate into an invoice. Paint quantities come from the surface area and coverage you enter.
Updated: . Plan limits follow the published pricing.
Create your first estimate free See plans and limits
Who this is for
Interior and exterior painters and small painting crews who quote from measured surface area, handle color or scope changes mid-job, and need a clear record of what the customer approved.
Scope to settle before you price: Price preparation, protection, primer, coats, trim, access, cleanup, and return visits separately from paint purchasing quantities.
State measured surface area and coat count. Use manufacturer coverage information and your own production history when calculating material and labor.
What you can do in QuickAdmin
Every row is a capability on the published plan lists. Higher plans include the access of the plans below them.
| Job need | In QuickAdmin | Plan |
|---|---|---|
| Show prep, coats and trim separately | Itemize preparation, protection, primer, coats, trim and cleanup on the estimate. | Free (6 per month) |
| Invoice what was approved | Convert the approved estimate into an invoice linked to the job. | Free (3 per month), Basic (unlimited) |
| Collect deposits and balances | Integrated online payment, status tracking and overdue reminders. | Basic |
| Keep photos of prep and finish | Attach photos and documents to jobs and invoices. | Advanced |
| Price scope or color changes | Document changed scope with change orders. | Premium |
Worked example: paint quantity from surface area
Fictional interior repaint. State the measured surface and coat count, then use the manufacturer's coverage figure from the product label.
| Line | Basis | Result |
|---|---|---|
| Measured wall surface | After openings | 2,400 sq ft |
| Coats | Two finish coats | 4,800 sq ft of coverage |
| Coverage assumption | 350 sq ft per gallon (use the label) | 13.7 gallons |
| Order quantity | Round up | 14 gallons |
| Paint cost | 14 × $38.00 (fictional price) | $532.00 |
Primer, patching, masking, labor and return visits are separate lines. Porous or damaged surfaces can change coverage, so keep your own production history next to the label figure.
Limits to know first
- QuickAdmin does not measure surfaces; you enter the area and coverage.
- Photos and documents on jobs need Advanced; change orders need Premium.
- The cost example is a fictional worksheet, not a local price list.
Estimating records do not replace engineering, code review or professional judgment on the job.
Check it yourself
- Test on a real job with the Free plan: 6 estimates and 3 invoices per month, one user, two jobs, no payment details needed.
- Download the painting cost example (CSV). The sheet uses fictional quantities and rates; replace them with your own quotes.
- Compare every limit with the pricing page and the features map before you pay for a plan.
Free tools for this work
- AI materials list estimator – Draft a materials list from a job description and verify its quantities.
- Weather risk assessor – Review forecast risks for outdoor work in the city you enter.
- Profit margin calculator – Compare markup and margin using your cost and selling price.
Guides for painting contractors
- Painting estimate software guide
- Drywall estimate template for repair scope
- How to make an invoice
- Mistakes to avoid when creating estimates for clients
- Define separate drywall repair scope
Looking for the general workflow instead? Read estimate and invoice software for contractors.