Painter and decorator invoice template: quotes, deposits, extras and CIS
Decorators mostly work from a quote for homeowners and a day rate for contractors. The invoice has to match whichever applies, show any deposit already paid, and separate paint from labour. Here are both layouts with worked examples.
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Two ways decorators are paid
For homeowners the usual route is a written quote for a defined job, perhaps with a deposit, and one invoice at the end. For contractors and developers it is a day rate or price per room or plot, billed weekly. GOV.UK lists painting or decorating the inside or outside surfaces of a building as construction work, so on contractor jobs CIS normally applies. The figures below are illustrations, not typical prices.
Homeowner job: matching the quote
An invoice that matches the quote is paid faster, because the customer recognises it. Copy the quoted description, then add agreed extras as their own dated lines and take off any deposit.
| Line | Amount |
|---|---|
| As quoted 2 Sept: prepare, fill and paint hall, stairs and landing walls and ceilings (two coats) and gloss woodwork | £1,850.00 |
| Extra agreed 12 Oct: additional coat to stair spindles and handrail | £120.00 |
| Total for work | £1,970.00 |
| Less deposit received 5 Oct | −£400.00 |
| Balance due | £1,570.00 |
State whether paint is included in the price. If the customer chose a premium paint at extra cost, put it on its own line. See deposits and stage payments for how to write the deposit line, and invoice vs receipt vs quote if a customer asks what is the difference.
Contractor job: day rate and CIS
Marcus decorates four flats for a main contractor for 4 days at £185.00, and buys £96.50 of paint and sundries with the contractor's agreement.
| Step | Amount |
|---|---|
| Labour: 4 days × £185.00 | £740.00 |
| Paint and sundries, at cost | £96.50 |
| Invoice total | £836.50 |
| CIS deduction at 20% of labour | £148.00 |
| Paid to Marcus | £688.50 |
GOV.UK's guidance for contractors says the deduction is taken from the total after VAT and the cost of materials the subcontractor paid for directly. Show paint on its own line and keep receipts, so you can prove it if asked. See what counts as materials under CIS.
Prep, extras and awkward access
Preparation is usually where profit disappears. If you quote for painting but find damp patches, loose plaster or multiple layers of wallpaper, stop and agree the extra work in writing before you carry on. A text or email is enough. Then put it on the invoice as a dated extra. Customers rarely dispute extras they agreed in writing, but often dispute ones that appear for the first time on the bill.
VAT
If you are not VAT registered, do not charge VAT. If you are registered, work for a contractor within CIS is generally subject to the domestic reverse charge, so you do not add VAT and the contractor accounts for it. For homeowners you add VAT at the rate that applies. See the VAT calculator and the reverse charge guide.
When a homeowner does not pay
The statutory late payment scheme only covers business customers, so with homeowners your written terms and quote matter. Send a polite reminder first. See chasing a homeowner for payment.
Decorator invoice checklist
- Your name, address, unique number and dates.
- Customer name and the address of the work.
- The quote date and reference, or the day rate agreed.
- Each extra as a separate dated line.
- Paint and materials, if charged separately.
- Deposits received and the balance.
- CIS summary on contractor work.
- Payment terms and bank details.
Need a ready-made layout? The free CIS invoice template works for contractor jobs.
More trade invoice guides
Other trades invoice differently. See the guides for bricklayer, labourer, plumber, joiner and carpenter, groundworker, electrician and plasterer, or browse all trade invoicing guides. For the rules that apply to every trade, read the invoice requirements for sole traders, and use the day rate calculator to turn a day rate into an hourly rate.
Frequently asked questions
Should my invoice match my quote?
Yes. Copy the quoted description, add agreed extras as separate dated lines, and show any deposit taken off.
Does CIS apply to painting and decorating?
On contractor work, yes. GOV.UK lists painting or decorating the inside or outside surfaces of a building as construction work.
Should paint be on a separate line?
If you charge for it separately, yes, at cost with receipts, so the CIS deduction is not taken from it.
Can I charge extra for unexpected prep?
Yes, if you agree it in writing before you do it. Then add it as a dated line on the invoice.
Sources
- VAT domestic reverse charge for building and construction services – GOV.UK
- CIS contractors: make deductions and pay subcontractors – GOV.UK
- Invoices: what they must include – GOV.UK
This guide is general information, not legal, tax or financial advice. Rules and rates change, so check the linked GOV.UK pages for the current position.