Price by surfaces, prep, and coats — not gut feel. This estimate keeps production, materials, and client expectations in one place.
Bid intake & scope definition
| Area / phase | Notes | Included? | Client priority |
|---|
| Surface prep scope | | Yes / No | High / Med / Low |
| Priming required? | | Yes / No | High / Med / Low |
| Interior rooms / exterior elevations | | Yes / No | High / Med / Low |
| Trim / doors / cabinetry | | Yes / No | High / Med / Low |
| Accent walls / specialty finish | | Yes / No | High / Med / Low |
| Repair by others? | | Yes / No | High / Med / Low |
Site conditions / assumptions
Before pricing
- Verify access, staging, parking, and working hours.
- Confirm existing conditions, hidden damage, and utility shutoffs.
- List owner-supplied materials or specialty fixtures early.
- Note permit, engineering, HOA, or lender requirements.
Allowance controls
- Mark every allowance and finish selection still pending.
- Write pricing validity period before presenting the estimate.
- Clarify what triggers a change order before work begins.
- Keep one client-facing copy and one internal pricing copy.
WINGMAN PROTOCOL · wingmanprotocol.com
Detailed pricing worksheet
| Line item | Qty / unit | Materials | Labor | Sub / equip. | Markup % | Line total |
|---|
| Masking / protection | | | | | | |
| Surface prep / patching | | | | | | |
| Primer coat | | | | | | |
| Finish coat 1 | | | | | | |
| Finish coat 2 | | | | | | |
| Trim / doors / base | | | | | | |
| Cabinet / specialty finish | | | | | | |
| Exterior pressure wash / scraping | | | | | | |
| Materials / sundries | | | | | | |
| Cleanup / touch-up | | | | | | |
| Total estimated price | | | | | | |
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Prep and paint schedule
Product schedule
| Area | Brand / line | Color / sheen | Coats |
|---|
| Walls | | | |
| Ceilings | | | |
| Trim | | | |
| Doors | | | |
Assumptions and exclusions
- Drywall repairs beyond minor patching priced separately.
- Color changes after approval may affect labor and material cost.
- Customer to remove fragile valuables unless otherwise agreed.
- Weather delays may affect exterior schedules.
WINGMAN PROTOCOL · wingmanprotocol.com
Attach this scope to the estimate or contract. A detailed written scope prevents the “just one more thing” conversation later.
Surfaces included
| Area / surface | Prep included | Prime? | Finish coats | Product / sheen |
|---|
| Ceilings | | Yes / No | | |
| Walls | | Yes / No | | |
| Trim / base / casing | | Yes / No | | |
| Doors | | Yes / No | | |
| Cabinetry | | Yes / No | | |
| Exterior siding | | Yes / No | | |
| Exterior trim | | Yes / No | | |
| Deck / fence / rails | | Yes / No | | |
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Exclusions and owner prep
Excluded unless written in
- Carpentry or drywall replacement beyond minor prep.
- Lead-safe containment or abatement unless specifically included.
- Furniture moving beyond normal accessible items.
- Unscheduled return trips for newly added areas.
Owner / client responsibilities
- Finalize colors, samples, and sheen levels before production begins.
- Provide access to water / power and working restroom if agreed.
- Protect pets, alarms, and personal electronics from the work area.
- Inspect the project promptly during final walkthrough.
Approval
This written scope defines the surfaces, prep steps, products, and exclusions for the quoted painting services. Work outside this scope requires a written change authorization.
WINGMAN PROTOCOL · wingmanprotocol.com
Run this checklist room by room. It keeps the crew aligned on prep, coats, touch-ups, and final client-ready cleanup.
Interior room checklist
| Room / area | Prep | Prime | Coat 1 | Coat 2 | Trim | Touch-up | Complete |
|---|
| Entry / hall | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Living room | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Dining room | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Kitchen | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Primary bedroom | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Primary bath | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Bedroom 2 | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Bedroom 3 | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Hall bath | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Laundry / mudroom | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
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Exterior and closeout checklist
| Room / area | Prep | Prime | Coat 1 | Coat 2 | Trim | Touch-up | Complete |
|---|
| Exterior front elevation | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Exterior rear elevation | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Trim / shutters | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Garage | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Stairwell | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Office / flex room | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Closets | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Doors / casing | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Touch-up list | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
| Final cleanup | ☐ Prep | ☐ Prime | ☐ Coat 1 | ☐ Coat 2 | ☐ Trim | ☐ Touch-up | ☐ Done |
Final sign-off
WINGMAN PROTOCOL · wingmanprotocol.com
Use this simple service contract for residential or light commercial painting jobs. Pair it with the estimate and written scope of work.
Payment terms
| Payment event | Amount / percent | Due condition |
|---|
| Deposit | | At signing |
| Midpoint progress payment | | When prep / prime milestones complete |
| Final payment | | At final walkthrough / completion |
Warranty and touch-up policy
Contractor warrants workmanship for one year, excluding failures caused by substrate movement, moisture, owner abuse, manufacturer defect, or new damage after completion. One final touch-up visit, if needed, should be scheduled within the time period stated in the proposal.
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Exclusions and change orders
Excluded unless noted
- Lead-safe remediation or hazardous material abatement
- Carpentry or drywall replacement beyond minor patching
- Daily staging teardown beyond agreed access needs
- Color changes after materials are purchased
Change-order language
Any added area, additional coats due to substrate condition or color change, upgraded product selection, or expanded prep requirement shall be priced and approved in writing before work continues.
Signatures
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Keep prep, materials, and production labor transparent. It reinforces professionalism and makes rebookings more likely.
Invoice line items
| Description | Qty / unit | Rate | Amount |
|---|
| Surface prep labor | | | |
| Primer / sealer materials | | | |
| Paint materials | | | |
| Wall / ceiling production labor | | | |
| Trim / door labor | | | |
| Cabinet / specialty finish | | | |
| Final touch-up / cleanup | | | |
| Amount due | | | |
Invoice totals
| Summary | Amount |
|---|
| Labor subtotal | |
| Materials subtotal | |
| Tax | |
| Deposit / prior payments | |
| Balance due | |
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Progress billing / application of payments
| Cost code / phase | Contract amount | Prior billed | This invoice | Balance remaining |
|---|
| Mobilization / admin | | | | |
| Demolition / prep | | | | |
| Rough work / install | | | | |
| Finish / trim | | | | |
| Punch / closeout | | | | |
| Totals | | | | |
Invoice notes
- List paint line and sheen when clients are particular about products.
- Note completed rooms or elevations for phased billing.
- Attach change orders for added areas or color changes.
Collections / closeout
- A clean invoice often becomes the template for repeat work with the same client.
- Keep signed final walkthrough with invoice for warranty reference.
- Document leftover labeled paint if returned to the client.
Remittance & receipt
Invoice should align with the signed painting contract and scope of work. Store color schedule and touch-up notes with the completed job file.
Customer receipt / owner representative
WINGMAN PROTOCOL · wingmanprotocol.com