Painter Invoice Template NZ Free, GST-Compliant & Ready to Use
A free painting invoice template for NZ sole traders and small painting businesses. Covers m2 pricing, prep vs coats, paint materials markup, scaffolding hire, and GST - so every invoice matches the quote you gave. Or skip the template and use Invio to invoice straight from your phone on site.
No credit card • GST calculated automatically • Send from your phone
Example INV-0134
- C
Prep, on its own line
Prep - scrape, sand & fill, $780.00
Job and line items
- C
Paint and materials
Resene X-200 + trim paint, $980.00
Job and line items
- C
Scaffolding hire
$450.00
Job and line items
- C
Waste disposal
$40.00
Job and line items
The template
A filled-in painter invoice, shown at A4 widthExample figures, not a real job22 Blenheim Road
Riccarton, Christchurch 8011
027 441 962
GST: 119-583-204
TAX INVOICE
BINV-0134
Issue: 23 Jul 2026
Due: 06 Aug 2026
Sent
Bill To
Craig & Melissa Findlay
9 Idris Road
Fendalton, Christchurch 8014
| CDescription | Qty | Rate | Amount |
|---|---|---|---|
| Scaffolding hire. 1 week hire, full house exterior access1 x $450.00 | 1 | $450.00 | $450.00 |
| Prep - scrape, sand & fill. Water-blast, scrape flaking paint, fill cracks, sand back12 x $65.00 | 12 | $65.00 | $780.00 |
| Undercoat - exterior walls & trim. 1 coat primer/undercoat, weatherboard + trim8 x $65.00 | 8 | $65.00 | $520.00 |
| Topcoat - 2 finish coats. Weatherboard, trim and fascia, acrylic finish14 x $65.00 | 14 | $65.00 | $910.00 |
| Paint & materials. Resene X-200 + trim paint, materials at cost + 25% margin1 x $980.00 | 1 | $980.00 | $980.00 |
| Waste disposal. Paint tins and drop sheets - transfer station1 x $40.00 | 1 | $40.00 | $40.00 |
BPayment Details
Please use the following details to make a payment.
Bank: Westpac
Account: 03-1355-0192847-00
Reference: INV-0134
Notes
Exterior repaint - weatherboard villa, 2 coats Resene X-200
Thank you for your business!
What this invoice should carry
Sixteen fields, in four groups, keyed to the letters on the sample invoice above. Where a value is shown, it is the one you can read off it.
Your business details
Business name or trading name
On the sample: Harewood Painting Co
GST number, if you're registered
On the sample: 119-583-204
Phone number
On the sample: 027 441 962
Physical or postal address
On the sample: 22 Blenheim Road, Riccarton, Christchurch 8011
Invoice identifiers
Invoice number, sequential for your records
On the sample: INV-0134
Invoice date
On the sample: 23 Jul 2026
Payment due date
On the sample: 6 Aug 2026
Bank account for payment
On the sample: 03-1355-0192847-00
Job and line items
Description of the work, specifying interior or exterior
On the sample: Exterior repaint - weatherboard villa, 2 coats Resene X-200
Surface area (m2) or hours, matching how you quoted
Prep, undercoat, and topcoat listed as separate lines
On the sample: Prep - scrape, sand & fill, $780.00
Paint and materials at cost plus your markup, listed separately from labour
On the sample: Resene X-200 + trim paint, $980.00
Scaffolding or access equipment hire, when you use it
On the sample: $450.00
Waste disposal fee, for paint tins and drop sheets
On the sample: $40.00
GST breakdown
Subtotal, GST at 15%, and the GST-inclusive total, as three separate lines
On the sample: $3,680.00 / $552.00 / $4,232.00
Buyer's name and one identifying detail (address, phone number, email address, trading name, NZBN, or website) - only if the buyer is GST registered, for invoices $1,000+
On the sample: Doesn't apply below - the Findlays aren't GST registered
How to fill out a painter invoice
Follow these steps after every job to get paid faster and keep your invoice matching your quote.
Fill in your business details
Add your trading name, GST number, address, phone, and email at the top. If you trade as Harewood Painting Co, use that - not your personal name. Your GST number must appear on every invoice if you are GST-registered.
Set the invoice number and dates
Use a sequential number - INV-0134 after INV-0133. The invoice date is today. Set a due date (14 days is standard for residential repaints). Consistent numbering helps if you ever need to prove payment history to IRD.
Add the customer details
If the buyer is GST registered, invoices of $1,000 or more need their name plus one identifying detail - address, phone number, email address, trading name, NZBN, or website. Do this on every job - it also matters if you are billing a rental property manager rather than the homeowner directly.
Match the invoice to how you quoted
If you quoted per m2, show the m2 rate and area on the invoice, not a single lump sum. If you quoted hourly, show hours × rate. Consistency between the quote and the invoice is the single biggest thing that prevents a payment dispute.
List prep, coats, and materials separately
Split prep work, undercoat/primer, and topcoat (finish coats) into their own lines, then add paint and materials at cost + markup as a separate line. Example: "Topcoat - 2 finish coats: 14 hrs × $65 = $910". Add scaffolding or access equipment hire as its own line too.
Calculate GST and show it clearly
Multiply your subtotal by 0.15 to get the GST amount. Show subtotal, GST, and total as three separate lines - never just a single total. Use the free Invio GST calculator at /gst-calculator-nz if you want a quick check before sending.
Add your bank account details and send
Include your bank account number and ask the customer to use your invoice number as the payment reference. Then send it as soon as the last coat is dry. "Pay to: Harewood Painting Co 03-1355-0192847-00, Ref: INV-0134" is all you need.
Common painter invoice mistakes
These mistakes slow payment, create disputes, or put you offside with IRD. Easy to fix once you know them.
Invoice does not match the quote
e.g. Quoted $32/m2, invoiced "Painting - $2,720" with no breakdown
If you quoted per m2, show the same m2 rate and area on the invoice. A mismatched format - even at the correct total - invites the customer to question the number.
Prep and coats lumped together
e.g. "Exterior paint job - $2,210"
List prep, undercoat, and topcoat as separate lines. It shows the customer what they paid for and protects you if there is ever a question about how many coats were applied.
Wrong or missing GST
e.g. "Total: $4,232" with no GST line
Show subtotal, 15% GST, and GST-inclusive total as three separate lines. Commercial and rental-management customers need this to claim GST back.
No paint product or finish noted
e.g. "2 coats exterior paint" with no brand or finish
Note the paint system used, e.g. "Resene X-200, low sheen". If a colour or finish question comes up months later, you have a record of exactly what went on the wall.
No bank details on the invoice
e.g. Invoice sent with no payment instructions
Always include your bank account number and ask for the invoice number as the payment reference. No bank details means slow or lost payments.
Sending the invoice days after finishing
e.g. Invoice sent a week after the last coat dried
Send it as soon as the job is done and the site is tidy. If an invoice is already overdue, see our guide on chasing overdue invoices at /chase-overdue-invoices-nz.
What goes on the lines, and what it usually costs
The lines a painting invoice tends to have, in the three groups they fall into.
Labour and area pricing
Priced per hour, or per square metre
Standard labour rate
Hourly-quoted work
$55 - $75/hr
Ex GST. Used for hourly-quoted work such as prep, trim, and repairs.
Interior repaint
Per m2, standard prep + 2 coats
$25 - $40/m2
Higher for dark-to-light colour changes.
Exterior repaint
Per m2
$35 - $60/m2
Higher than interior due to access, weather delays, and heavier prep.
Materials
At cost plus your markup
Paint & materials markup
On top of supplier cost
Cost + 20 - 30%
Covers handling and supplier runs. List materials at your sell price - you don't need to show your cost.
Access and disposal
The lines other trades do not have
Scaffolding or access equipment hire
Per week, usually passed through
$300 - $800/week
Usually passed through at cost, sometimes with a small margin for arranging it. GST still applies - see the FAQ below.
Waste disposal
Paint tins, drop sheets, job waste
$30 - $60
Flat fee for job waste.
Indicative GST-exclusive ranges for 2026, to sanity-check a line you have not priced before. GST itself is 15% on top of the subtotal once you are registered - use the free GST calculator to check. They are not a price guide and not advice on what to charge: rates vary by region, by job, and by how many coats the surface actually needs.
Why Invio beats Word and Excel for painters
Templates are a fine starting point. But most painters move to proper software once they are quoting multiple jobs a week.
Invoice from site once the job is done
Fill in the m2 area, prep, coats, and materials before you pack up the ute. No paperwork to reconstruct at the end of the week, and the customer gets it while the paint is still drying.
While it's still drying
GST calculated automatically
Invio does the 15% for you across labour, materials, and any scaffolding hire - no spreadsheet formula to accidentally break.
INV-0134Sent
Subtotal$3,680.00
GST (15%)$552.00
Total$4,232.00
15% on each taxable line
Saved clients and m2 rates
Store your repeat customers and standard m2 rates. Next job for the Findlays? Two taps and the invoice is half-filled already.
Two taps
Quotes that turn straight into invoices
Build the quote with your m2 rate and area, then convert it to an invoice once the job is done - the numbers carry across so nothing gets retyped or mismatched.
Nothing retyped
Payment reminders built in
Invio sends automatic follow-ups on their own when an invoice goes overdue, and stops the moment it is paid - so you are not the one making awkward calls to a homeowner who owes you for paint you already bought.
Automatic reminders
Overdue: Invoice INV-0134 is outstanding - $4,232.003 days after the due date
Paid. Reminders stop.
Automatic follow-ups
PDF ready to email or print
Send the invoice by email directly from Invio, or download a clean PDF if the customer or property manager prefers paper.
Example e-mail
Invoice INV-0134 from Harewood Painting Co
Here's your invoice from Harewood Painting Co - a PDF copy is attached, and you can also view it online anytime.
Invoice-INV-0134.pdfOne click
What a painter's invoice carries that the others do not
Every NZ trade invoice needs the same GST basics. Past that, the paperwork splits by trade - here is what is specific to painting work.
No licence field
Painting isn't a licensed trade
There is no compulsory registration body like EWRB or LBP. Electricians carry an EWRB number, and builders and carpenters carry an LBP number for restricted building work. Plumbers are registered with the Plumbers, Gasfitters and Drainlayers Board. Landscapers have no equivalent either.
$35 - $60/m2
Priced by area, not just by the hour
Painters are the one trade on this list that regularly prices by square metre rather than by the hour. Matching the invoice to how you quoted - m2 or hourly - is the biggest thing that prevents a dispute.
3 lines, not 1
Prep, undercoat, and topcoat
Splitting prep, undercoat, and the finish coats into their own lines is specific to painting - it shows the customer what they paid for and protects you if there is ever a question about how many coats went on.
$450.00
Scaffolding hire, passed through
GST still applies to what you charge for the hire, even though the hire company already charged you GST on theirs - see the FAQ above.
Painter Invoice FAQs
Common questions from NZ painters about invoicing, GST, quoting per m2, and getting paid.
Do I need to add GST to my painting invoice?
What's the minimum information a painter invoice needs in NZ?
Should I quote and invoice per m2 or per hour?
Do painters need a licence in NZ?
How much deposit should I ask for on a painting job?
Should undercoat and topcoat be listed separately on the invoice?
How do I charge for scaffolding or access equipment?
Do I need my client's address on the invoice?
Invoice every painting job correctly, from your phone
Invio is free for sole traders. Set up your m2 rates once, send GST-compliant invoices from site, and let automatic reminders handle the chase - free on your first 3 invoices, unlimited on Pro.
Free to start • GST calculated automatically • No credit card required