Free Painting Work Order Template
Need a better way to organize your painting jobs? Use our paint work order template to keep all your project details in one place. Easily customize it with your business name, logo, client information, surface prep notes, paint types, colors, labor, and more. Download a professional-looking PDF you can print or send directly to customers and crew members for a smooth, professional workflow.
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How to make a painting work order
You can use our downloadable painting work order template above, or follow these steps to create a work order that keeps your crew and clients aligned from start to finish:
- Pick your tool. Painting work orders can be made using Word, Google Docs, Excel, Google Sheets, fill-in PDFs, or even job management software like Jobber. Choose whatever lets you quickly edit, save, and export as a PDF.
- Outline the job scope. Clarify if it’s a scheduled project (e.g., interior repaint, exterior refresh) or something more urgent (e.g., touch-ups or warranty fixes). This helps set expectations and coordinate timelines with your crew.
- Fill in project details. Include the job number for easy tracking and the start and end dates to keep everyone on the same page about the work schedule.
- Include business and customer info. Add your company logo, name, email, and phone number, as well as your customer’s name and service address.
- List your painting services and pricing. Break down each service—surface prep, priming, base coats, finish coats, etc.—with descriptions, quantities, unit prices, and material details (like paint brand or color codes).
- Calculate totals. Add up your services and materials, including taxes, discounts, or special fees, to get the final project cost.
- Add notes or special instructions. Mention prep instructions (like moving furniture), surface conditions, safety guidelines, or access details.
- Download the work order. Proofread the work order, then export it as a PDF. Include “painting work order” and the customer’s name in the file name to keep your documents organized
- Send the work order. Share the completed work order with your customer and crew via email or text.
Once approved, assign the job using scheduling software so your team can track their tasks and hours. After the project is complete, close out the work order and send your client a professional invoice.
What are the essential elements of a painting work order template?
To create a clear and professional painting work order, make sure you include these key elements:
- Your painting business name, company logo, and contact information
- The customer’s name, contact details, and service address
- Job number for record-keeping (it should follow the same numbering system as your quote/invoice number)
- The scheduled start and completion dates for the job
- Detailed list of painting services you’ll be providing (e.g., surface prep, priming, painting walls, trim, ceilings) with associated pricing, factoring in labor and materials
- Optional add-ons like premium paint upgrades, accent walls, or additional rooms that may increase project value
- The estimated cost of completing the work, including the subtotal, any discounts, taxes, and tip
- Job notes with important details like color codes, finish types, paint brands, or what is excluded from the scope (e.g., structural repairs)
- Terms and conditions (e.g., deposit amount, payment terms, and your cancellation policy)
- Space for the customer’s signature
Simply plug this information into our free painting work order template, and you’ll have a polished, ready-to-send document for your crew and clients.
Benefits of using a painting work order template
Running a painting business means balancing job site coordination, quoting, scheduling, and customer communication. A painting work order template helps streamline your process so you can manage more projects with less hassle—whether you’re juggling interior jobs, exterior projects, or large commercial repaints.
Here’s how our printable painting work order template can help:
- Saves time on admin. No need to start from scratch with every new project. Just plug in the job details—like paint type, surface prep, and square footage—and you’re ready to go.
- It keeps painting projects organized. A structured template helps ensure nothing is missed, from wall prep to the final coat. It also sets clear expectations for your crew and your customers.
- Presents a professional image. A branded, detailed work order shows clients you run a polished, trustworthy operation and reinforces confidence in your painting services.
- Improves crew communication. Everyone gets the same instructions on job scope, materials, and timing—reducing miscommunication and costly do-overs.
- Builds a reliable paper trail. Work orders provide a clear record for resolving customer questions, handling disputes, or reviewing job history.
- It simplifies repeat or seasonal work. You can easily copy and update templates for recurring contracts, such as property management or multi-unit repaints.
With the right system in place, painting work orders help you stay organized, look professional, and keep jobs moving smoothly from estimate to final coat.
FAQ
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A painting work order (also called a job order, service ticket, or work request) is a written document that outlines the details of a painting project that’s been approved but hasn’t been started yet. It helps you organize job-specific tasks, estimate costs, assign work to your crew, and keep communication clear between you and your customer.
Painting work orders are especially useful for coordinating large or multi-phase projects. For example, during a commercial property repaint, you might issue separate work orders for interior walls, exterior surfaces, or specialty finishes like cabinetry or murals. Each one ensures your team knows exactly what’s expected—and when.
You can also use our work order template as a change order if the client adds new rooms to the scope, upgrades to premium paint, or requests a different color scheme. This keeps everything documented and prevents misunderstandings.
Every painting work order includes key job details—like the surfaces to be painted, prep work involved, the paint type or brand, estimated labor and material costs, and the customer’s contact information. Once it’s signed, both you and your customer have a clear record of what’s been agreed upon.
Our free painting work order template makes it simple to create professional, organized work orders for your residential or commercial jobs—whether you’re just getting started or managing a busy painting crew.
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Switching from paper to a digital painting work order template gives your business a serious edge. Here’s how:
• Streamlines job planning and scheduling. Pre-fill customer and job details to quickly create accurate work orders without starting from scratch.
• Presents a polished, professional image. Branded, digital documents show clients you run a reliable and modern painting business.
• It keeps all your records in one place. No more shuffling through stacks of paper—every job and client detail is securely stored and easily searchable.
• Reduces errors and confusion. Clear, standardized templates help eliminate missed steps, miscommunication, or forgotten prep tasks.
• Send work orders anytime, anywhere. Whether you’re quoting from your phone or finalizing plans from the truck, you can create and send work orders on the go.
• It’s easy to update for change orders. If the scope of work changes—like switching paint colors or adding rooms—you can quickly edit and resend the document.
Using a digital painting work order template helps you save time, stay organized, and deliver a smoother experience for both your crew and your clients.
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Your painting work order should include:
• Work order number, start date, and end date
• Your painting business name, address, and contact information
• The customer’s name, address, phone number, and email
• List of painting services and materials (e.g., surface prep, priming, number of coats, paint type, finishes, and any special requests), including item description, quantity, and prices
• Estimated total cost, factoring in subtotal, any discounts, taxes, and tip
• Job notes or special instructions (e.g., access details, color codes, surface conditions, or drying time considerations)
• Terms and conditions (e.g., payment terms, warranty info, and cancellation policies)
• Space for the customer’s signature and date
Make sure the document is clearly labeled with “Work Order” in large text so it’s easily distinguishable from estimates or invoices.
If you’re using a painting work order generator or template (like ours), it will automatically include these key fields—saving you time and helping you stay organized across every project.
Check out the painting work order sample below to see how yours should look:
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Make the most of our painting work order template by following these best practices:
• Use a simple, professional layout that’s easy for clients and crew to understand
• Double-check that your business and customer contact info is accurate to avoid any miscommunication
• Assign each job a clear, consistent work order number to keep your records organized
• Clearly describe the scope of work and call out any exclusions (e.g., no ceiling painting or surface repairs) to manage expectations
• Break down your pricing so customers know exactly what they’re paying for, including labor, materials, and prep
• Keep your template up to date to reflect your latest service offerings and pricing
• Save a master version of the template on your computer to easily duplicate for new jobs
• Use a digital version so you can quickly create, edit, and send work orders on the go
By staying organized and consistent with your work orders, you’ll spend less time on paperwork and more time painting. Use our free painting work order template to streamline the process and keep every project on track. -
A painting work order can serve as a binding contract—but only if it includes your customer’s signature. The signature confirms that your client has approved the outlined services and costs (like those created with an estimate template) and gives you the green light to begin the painting job.
It also means you’re committing to complete the work as described, including surface prep, painting, and any agreed-upon finishes or clean-up.
(Still unsure? Check out whether painting quotes are legally binding.) -
When using a painting work order template, here are some common mistakes to watch out for:
• Missing key details – Make sure you include things like paint colors, brand, number of coats, prep work, and square footage. If it’s not written down, it’s easy for things to get misunderstood.
• Using the same template for every job – Every project is different. Customize your work order for the specific job—whether it’s residential or commercial, interior or exterior.
• Not breaking down costs- List materials and labor separately. This makes your pricing more transparent and easier for clients to understand.
• Leaving out what’s included (and what’s not) – Be clear about the scope of work. Are you moving furniture? Fixing holes? Cleaning up? Set the right expectations from the start.
• Forgetting to get a signature – Always get approval before work begins. A signed work order protects you if anything comes up later.
• Using outdated information – Double-check that your pricing and service details are up to date. Old information can cause confusion and cost you money.
• Making it too complicated – Keep it simple and easy to read. You don’t want to confuse your clients—or your crew.
Keeping your work orders clear and accurate helps jobs run smoother and keeps clients happy.
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Some painters do use a work order as an invoice, but it’s good to know they’re actually two different things:
• A work order outlines the painting job that’s been approved and still needs to be done
• An invoice is what you send after the job’s finished to request payment
You can use your work order as an invoice—just make sure it includes all the right info. That means a list of the services you completed, the date of service, the total amount due, payment terms, and how the client can pay.
To keep things more organized, it’s often better to use a separate invoice. You can try our free painting invoice generator to make it quick and easy. -
Jobber’s job management software keeps your projects on track from start to finish.
Forget juggling Word docs, spreadsheets, or sticky notes—Jobber lets you create and manage painting jobs in one place so you can stay organized and professional.
Here’s how Jobber helps painting contractors work smarter:
• Capture project details with ease using job forms and checklists—track paint colors, surface prep, materials used, and square footage on-site.
• Schedule your crew in seconds with a drag-and-drop calendar, and quickly reschedule when rain delays or last-minute changes happen.
• Keep your painters on time and efficient with route optimization and GPS tracking to see job progress in real time.
• Track time and materials used on the job to stay on top of payroll, reimbursements, and job costing.
• Let customers book jobs online through your website, so you never miss an opportunity—even after hours.
• Communicate like a pro with automated appointment reminders, “on my way” texts, and follow-ups after the job’s done.
• Convert job info into clean, detailed invoices so you get paid faster.
• Send automatic payment reminders so you don’t have to chase down late invoices.
• Access custom reports to see which jobs are most profitable and how your business is growing.
Whether you’re doing residential repaints or large commercial projects, Jobber helps you stay organized, look professional, and grow your painting business.