How to Quote a Painting & Decorating Job

Quoting is one of the most important skills in the decorating trade. Get it right and you win profitable work. Get it wrong and you either lose the job or, worse, win it at a loss. A systematic approach to quoting takes the guesswork out and ensures you price every job consistently and profitably.

The challenge with quoting is that there is no single "correct" price for any job. Your price depends on your costs, your experience, your location, the client's expectations and the competitive landscape. But a structured approach — measuring properly, calculating materials and labour, and presenting a professional proposal — gives you the best chance of winning work at the right price.

This guide walks through the complete process of quoting a painting and decorating job, from the initial site visit to sending the final proposal.

Step 1: Visit the Site and Measure

Never quote a job without seeing it in person if possible. A site visit lets you assess the condition of the surfaces, identify any prep work needed, check access and parking, and understand the scope of the work. It also gives you a chance to meet the client and build rapport.

While on site, measure each room or area. Note the length, width and height of each space. Identify what is being painted — walls, ceiling, woodwork, doors — and the condition of each surface. Note any obstacles, repairs or special requirements.

Take photos for reference. They help you remember the job when you are back at your desk and provide documentation if any questions arise later about the condition of the surfaces.

Step 2: Calculate Paint Quantities

Once you have your measurements, calculate the paintable area for each room. For walls, multiply the perimeter by the height, then subtract the area of doors and windows. For ceilings, multiply length by width. Add the areas together for the total paintable surface.

Check the coverage rate on your chosen paint product — typically 12 to 17 square metres per litre for emulsion, depending on the product and surface. Divide the total area by the coverage rate and multiply by the number of coats to get the litres required.

Add a small contingency — usually 5% to 10% — for waste and touch-ups. Round up to the nearest available tin size. This ensures you have enough paint without over-ordering.

Step 3: Calculate Labour Costs

Labour is usually the largest part of a decorating quote. You can price labour per square metre, at a fixed rate per room, or at an hourly rate. Most decorators use a combination depending on the type of work.

Factor in the surface condition. A room in poor condition needs more filling, sanding and prep — which takes more time. A room in good condition can be painted more quickly. Adjust your labour estimate accordingly.

Do not forget to include time for setup, cleaning up, travel and breaks. A job that takes 4 hours of painting might actually take 6 hours when you include everything. Price for the real time, not just the painting time.

Step 4: Add Materials and Extras

Add the cost of paint, primer, filler, masking tape, rollers, brushes and any other materials. If you need to hire equipment — scaffolding, towers, dust extractors — include that cost too.

Include a contingency for unexpected prep work — it almost always appears. A 10% to 15% contingency on the total is sensible for most residential jobs.

If you are VAT-registered, add VAT to the subtotal. If you are not, do not charge VAT but make sure your pricing covers your costs and profit.

Step 5: Present a Professional Quote

A professional quote does more than state a price — it builds trust and sets clear expectations. Present your quote on branded paper or as a branded PDF, with your logo and business details. Include a clear scope of work, room-by-room breakdown, what is included and what is excluded, and your terms and conditions.

State the total price clearly, along with any deposit requirement and payment terms. Include a validity period — for example, "valid for 30 days" — to create urgency and protect yourself from material price changes.

Quoting software like Trade Assist can generate professional, branded quotes automatically from your room measurements and paint calculations. This saves time and ensures every quote looks consistent and professional.

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