How to Write an Invoice as a Painter & Decorator

Writing a professional invoice is one of the most important admin tasks for any painter and decorator. A clear, well-formatted invoice helps you get paid faster, looks professional to your clients and keeps your records organised for tax purposes.

Many decorators still handwrite invoices or use basic Word templates that do not look professional. This guide walks you through exactly what to include on your invoice, how to format it and how to make sure you get paid on time.

Whether you are a sole trader just starting out or an established decorating business, a professional invoice process is essential for good cash flow and a professional reputation.

What to Include on a Decorating Invoice

Every invoice should include certain essential information. Missing any of these can cause payment delays or create problems with your tax records. Here is what every painting and decorating invoice needs:

Your business name and contact details — including your address, phone number and email. If you are a limited company, include your company registration number. If you are VAT-registered, include your VAT number.

The client's name and address. A unique invoice number. The invoice date and the payment due date. A clear description of the work completed. The total amount due, broken down if applicable. Your payment terms and bank details.

How to Format a Professional Decorating Invoice

A professional invoice looks clean and organised. Use a clear layout with your business details at the top, the client details below, and the invoice details in the middle. The total amount due should be prominent and easy to find.

If you have a business logo, include it at the top of the invoice. A logo makes your invoice look professional and reinforces your brand. If you do not have a logo, your business name in a clear, professional font is fine.

Break down the work into clear line items. For decorators, this usually means listing each room or area separately — for example, "Kitchen walls — 2 coats emulsion" and "Kitchen ceiling — 2 coats emulsion" — rather than a single line that just says "Decorating work".

Setting Payment Terms

Your payment terms tell the client when and how to pay. Common terms for decorators are "payment due on completion" for smaller jobs or "payment due within 7 days" for larger ones. State your terms clearly on every invoice.

Include your bank account details — account name, sort code and account number — so the client knows exactly how to pay. If you accept other payment methods, list those too.

For larger jobs, consider requesting a deposit before starting work. A deposit protects your cash flow and ensures the client is committed. Many decorators request 25% to 50% of the total as a deposit, with the balance due on completion.

How to Get Paid Faster

The sooner you send an invoice after completing a job, the sooner you get paid. Aim to invoice the same day or the day after you finish the work. Invoices sent weeks after a job is complete are often deprioritised by clients.

Make it easy for the client to pay. Provide clear bank details and accept bank transfer, which is fast and free for most people. If you use invoicing software like Trade Assist, the client can view the invoice online and see the payment instructions clearly.

If an invoice is overdue, do not be afraid to follow up. A polite reminder is usually all it takes. The longer you leave an overdue invoice, the harder it becomes to collect.

Using Invoice Software to Save Time

Creating invoices manually in Word or by hand is slow and prone to errors. Invoice software built for decorators can generate professional, branded invoices in minutes, with all the essential information automatically included.

Trade Assist is invoice software built specifically for painters and decorators. It creates branded invoices with your logo, calculates VAT automatically, tracks payment status and lets you send professional reminders for overdue invoices. You can even convert an approved quote into an invoice with one click.

Using software saves hours of admin every week and ensures your invoices are consistent, professional and accurate — which means you get paid faster and look more professional to your clients.

Frequently Asked Questions

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