How to Quote a Decorating Job: A Step-by-Step Guide for Professional Painters

Why Your Quote Can Make or Break the Job

For most professional decorators, quoting is the single most important business skill you'll ever develop. A well-structured quote doesn't just tell the client what the job costs — it builds trust, sets expectations, and ultimately determines whether you win the work or lose it to the next painter who undercut you by fifty quid.

The problem? Most decorators learned to quote on the back of an envelope, eyeballing room sizes and guessing paint quantities. That approach works when you're starting out, but it leaves money on the table and creates stress when materials run short halfway through a job.

The Five-Step Quoting Framework

Step 1: Measure Every Surface Accurately

Start with the walls. Measure the length and height of each wall in the room, then multiply to get the total wall area. Don't forget to deduct for doors and windows — a standard door is roughly 2m² and a typical window around 1.5m². If the ceiling needs painting, multiply the room's length by its width.

For skirting boards, architraves, and other woodwork, measure the linear length and multiply by the typical width (skirting is usually 100–150mm). It feels tedious, but accurate measurements are the foundation of a profitable quote.

Step 2: Calculate Paint Quantities

Every paint tin lists a coverage figure — typically 12–14m² per litre for emulsion on smooth plaster. Divide your total surface area by the coverage rate, then multiply by the number of coats. Most jobs need two coats, but bare plaster or a dramatic colour change may need three.

Example: A 4m × 5m room with 2.4m ceilings has roughly 43m² of wall surface. At 13m²/L coverage and two coats, you need about 6.6 litres of emulsion. Round up to 7 litres to account for touch-ups.

Step 3: Price Your Materials

Use your trade discount from your preferred merchant. Don't quote retail prices — clients expect a professional to pass on some savings, but you should still build in a reasonable margin on materials (typically 15–20% on top of your trade price covers delivery, waste, and the time spent ordering).

Include everything: paint, primer, filler, caulk, tape, dust sheets, and any specialist products the surface requires. Forgetting the small items is where quotes leak profit.

Step 4: Calculate Your Labour Cost

There are three common approaches:

• Per square metre: Best for large, straightforward jobs. Typical rates range from £8–£15/m² for walls, depending on your area and the surface condition.
• Hourly rate: Best for fiddly work, prep-heavy jobs, or when you can't predict the surface condition. Most decorators charge £18–£35/hour.
• Fixed price: Best when you know the job well and the client wants certainty. Build in a 15% contingency for surprises.

Whatever method you choose, factor in preparation time — it's almost always underestimated. Stripping wallpaper, filling cracks, and sanding can eat up 40% of the total job time.

Step 5: Present a Professional Quote

This is where most decorators lose out. A handwritten note on a scrap of paper says "cowboy" to a client comparing three quotes. A clean, branded document with a breakdown of works, materials, labour, and a clear total says "professional".

Include:

• Your business name and contact details
• A clear job description and the rooms/surfaces covered
• A breakdown of materials and labour
• VAT (if you're registered)
• A validity period (typically 30 days)
• Payment terms and any deposit required

Common Quoting Mistakes to Avoid

Underestimating prep time. If the walls need filling, sanding, and priming, that's not a two-day job — it's a four-day job. Price accordingly.

Forgetting about access equipment. Stairwells, high ceilings, and awkward exteriors need towers or ladders. Factor in the hire cost and the extra time.

Not quoting for the right number of coats. If you quote for two coats and the client chooses a colour that needs three, you're working for free on that third coat. Specify the number of coats in your quote.

Leaving out the small stuff. Caulk, filler, sandpaper, dust sheets, masking tape — these add up. A typical room might need £15–£25 of consumables.

How Trade Assist Speeds Up Your Quoting

Trade Assist's quote builder handles all of this automatically. Enter the room dimensions, choose your paint and labour method, and the app calculates paint quantities, material costs, and labour — then generates a branded PDF you can email or WhatsApp to the client in seconds. No more envelopes, no more mental arithmetic, no more forgotten line items.

The result: quotes that are accurate, professional, and fast — which means you win more work and protect your margins.