How to Estimate a Painting Job: 4 Steps to Guaranteed Profit
Painting estimates seem simple—calculate square footage, add paint and labor. But 35% of painting contractors underbid jobs and lose money. Here's the proven 4-step system used by profitable painting contractors to estimate jobs accurately every time.
The 4-Step Painting Estimating System
Step 1: Calculate Square Footage Accurately
Interior Painting - Wall Square Footage:
Formula: (Length + Width) × 2 × Height = Wall sq ft
Example room: 12' × 15' room with 8' ceilings
(12 + 15) × 2 × 8 = 432 sq ft of walls
Ceiling Square Footage:
Formula: Length × Width
12' × 15' = 180 sq ft ceiling
Deduct for Doors & Windows:
- Standard door: 20 sq ft each
- Standard window: 15 sq ft each
- Large window/sliding door: 40 sq ft
Example: 432 sq ft walls - (2 doors × 20) - (1 window × 15) = 377 sq ft paintable walls
Exterior Painting - House Square Footage:
Simple method: House perimeter × Average height
Example: 30' × 40' house (perimeter = 140') × 12' height = 1,680 sq ft siding
Add trim, fascia, soffits: Typically 25-35% of siding sq ft
1,680 sq ft × 1.30 = 2,184 total paintable sq ft
Step 2: Calculate Paint & Material Costs
Paint Coverage Rates (2025 Standards):
| Surface Type | Coverage per Gallon | Coats Needed |
|---|---|---|
| Smooth interior walls (primed) | 400 sq ft | 1-2 |
| Textured interior walls | 300-350 sq ft | 2 |
| Interior ceilings | 350-400 sq ft | 1-2 |
| Smooth exterior siding | 350-400 sq ft | 2 |
| Textured/rough siding | 250-300 sq ft | 2 |
| Trim & doors | 300-350 sq ft | 2 |
| Bare wood (unprimed) | 200-250 sq ft | 1 primer + 2 coats |
Paint Costs (2025 Average):
- Budget interior (Behr, Valspar): $28-38/gallon
- Mid-grade interior (Sherwin-Williams ProMar): $45-65/gallon
- Premium interior (Benjamin Moore Regal): $65-85/gallon
- Exterior paint (quality grade): $55-90/gallon
- Primer: $25-45/gallon
Example Paint Calculation (377 sq ft interior walls, 2 coats):
377 sq ft × 2 coats = 754 sq ft ÷ 350 coverage = 2.16 gallons needed
Round up to 3 gallons × $55/gallon = $165 paint cost
Additional Materials:
- Primer: $25-45/gallon (if needed)
- Caulk: $4-8 per tube (need 2-4 tubes avg)
- Painter's tape: $12-18 per roll
- Drop cloths: $20-40 (reusable)
- Brushes & rollers: $30-60 per job
- Sandpaper & spackle: $15-30
Step 3: Calculate Labor Hours & Cost
2025 Painting Labor Rates by Method:
| Pricing Method | Rate | When to Use |
|---|---|---|
| Per hour | $45-75/hour per painter | Small jobs, repairs, touch-ups |
| Per sq ft | $1.50-4.50/sq ft | Standard interior/exterior |
| Per room | $200-600/room | Residential interior |
| Per day | $350-650 per painter | Multi-day projects |
Production Rates (sq ft per hour per painter):
| Task | Sq Ft per Hour |
|---|---|
| Prep (tape, cover, minor repair) | 80-120 sq ft/hr |
| Interior walls (brush & roll) | 150-200 sq ft/hr |
| Interior ceilings | 100-150 sq ft/hr |
| Trim & doors | 40-60 sq ft/hr |
| Exterior siding (spray) | 250-400 sq ft/hr |
| Exterior trim (brush) | 50-80 sq ft/hr |
Example Labor Calculation (377 sq ft interior, 2 coats):
Prep: 377 sq ft ÷ 100 = 3.8 hours
First coat: 377 sq ft ÷ 175 = 2.2 hours
Second coat: 377 sq ft ÷ 200 = 1.9 hours
Cleanup: 0.5 hours
Total: 8.4 hours × $55/hour = $462 labor
Step 4: Add Overhead & Profit
Overhead Costs (15-25% of job):
- Vehicle and equipment costs
- Insurance (liability, workers comp)
- Fuel and transportation
- Office expenses
- Marketing and advertising
- Tools and equipment maintenance
Overhead: ($165 paint + $462 labor) × 0.20 = $125 overhead
Profit Margins for Painting (Industry Standards):
| Job Type | Target Profit Margin | Markup Multiplier |
|---|---|---|
| Interior residential | 30-40% | 1.43-1.67× |
| Exterior residential | 25-35% | 1.33-1.54× |
| Commercial interior | 20-28% | 1.25-1.39× |
| Small repairs/touch-ups | 45-60% | 1.82-2.5× |
Profit (35%): ($165 + $462 + $125) × 0.35 = $263 profit
Final Estimate:
| Component | Amount |
|---|---|
| Paint & materials | $165 |
| Labor (8.4 hours) | $462 |
| Overhead (20%) | $125 |
| Profit (35%) | $263 |
| TOTAL | $1,015 |
| Price per sq ft | $2.69 |
Painting Cost Benchmarks by Project Type
Interior Painting Costs (2025):
| Project Type | Average Cost | Price per Sq Ft |
|---|---|---|
| Single room (12×15) | $400-800 | $1.50-3.00 |
| Bedroom | $300-700 | $1.50-2.75 |
| Living room | $600-1,200 | $1.75-3.25 |
| Kitchen | $500-1,000 | $2.00-3.50 |
| Bathroom | $200-500 | $2.50-4.50 |
| Whole house interior (2,000 sq ft) | $3,500-7,500 | $1.75-3.75 |
Exterior Painting Costs (2025):
| House Size | Average Cost | Price per Sq Ft |
|---|---|---|
| 1,000 sq ft (small) | $2,500-4,500 | $2.50-4.50 |
| 1,500 sq ft (average) | $3,500-6,500 | $2.33-4.33 |
| 2,000 sq ft (large) | $4,500-8,500 | $2.25-4.25 |
| 2,500+ sq ft (very large) | $6,000-12,000 | $2.40-4.80 |
Common Painting Estimating Mistakes
Mistake #1: Not Charging Enough for Prep Work
The problem: Prep takes 40-50% of total time but contractors forget to account for it
Fix: Always estimate prep at 3-5 hours per room minimum
Mistake #2: Using Cheap Paint to Lower Bid
The problem: Cheap paint requires 3 coats and callbacks for poor coverage
Fix: Use quality paint, charge appropriately, fewer callbacks = higher profit
Mistake #3: Forgetting Travel Time
The problem: Drive 45 minutes each way, not included in estimate
Fix: Add travel time to labor (1-2 hours) or charge minimum service fee
"I was bidding $1.50/sq ft for interior painting and wondered why I worked 60-hour weeks barely breaking even. Raised to $2.50/sq ft, win rate dropped from 45% to 32% but profit tripled. Work less, make more."
Regional Painting Price Variations
| Region | Interior $/Sq Ft | Exterior $/Sq Ft |
|---|---|---|
| Northeast (NY, MA, NJ) | $3.00-5.50 | $3.50-6.00 |
| Mid-Atlantic (PA, MD, VA) | $2.25-4.00 | $2.75-4.75 |
| Southeast (FL, GA, NC) | $1.75-3.25 | $2.25-4.00 |
| Midwest (OH, MI, IL) | $1.50-3.00 | $2.00-3.75 |
| South (TX, LA, OK) | $1.50-2.75 | $2.00-3.50 |
| West Coast (CA, WA, OR) | $2.75-5.00 | $3.25-5.50 |
Use AI to Estimate Painting Jobs in Minutes
Traditional painting estimate: 1-2 hours per job (measuring, calculating, writing proposal)
With AI estimating software: 5-8 minutes
What AI handles automatically:
- Square footage calculations from room dimensions
- Paint quantity based on coverage rates and coats
- Labor hours by surface type and production rates
- Material costs with current pricing
- Overhead and profit calculations
- Professional proposal generation
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Painting Estimating FAQs
Q: How do I price a room for painting?
A: Calculate wall sq ft: (Length + Width) × 2 × Height. Multiply by $1.50-4.00/sq ft depending on prep level and coats needed. Average 12×15 room = $400-800.
Q: What is a fair painting labor rate?
A: $45-75/hour per painter, or $1.50-4.50/sq ft for complete jobs including prep. Regional variations apply—higher in Northeast/West Coast, lower in South/Midwest.
Q: How much paint do I need?
A: One gallon covers 350-400 sq ft smooth surface, 250-350 sq ft textured. Multiply sq ft × coats ÷ coverage = gallons needed. Always round up and add 10% for waste.
Q: Should I charge by square foot or by the room?
A: Calculate by sq ft for accuracy, present to customer as per-room or total price. Sq ft pricing works better for large projects, room pricing better for residential.
Bottom Line: Profitable Painting Estimates
The Winning Formula:
- Accurate measurements: Don't eyeball, measure precisely
- Account for ALL prep work: It's 40-50% of job time
- Use quality paint: Fewer coats, fewer callbacks, happier customers
- 30-40% profit margin: Interior work deserves premium pricing
- Professional proposals: Justify pricing with detailed scope
Stop racing to the bottom on price. Compete on quality, service, and professionalism.
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