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House painting invoice example for organizations

hey what's up YouTube so while ago I posted a video and my goal is try to get it as quickly as possible in under five minutes of what I think is the best way to estimate essentially what I was saying is figure out all your inputs like if you have employees what do you pay them how much do you get paid for how long does it take to do things put it in a spreadsheet and then have that spreadsheet do all the math just tell you what the price should be took a little bit of a step further to show you you know once you know your cost how much do you need to increase that by so that you can make the profit that you need to make and I know it's easier said than done by giving you the concepts and actually putting it into a spreadsheet so I wanted to show you how you actually put that into the spreadsheet and I wanted to do it in two ways one way if you want to fast forward 16 minutes and 40 seconds of this video I'll show you how to make a really basic one but even that basic one is gonna be extremely useful and powerful and you can just follow along copy/paste and take that with you and estimate paint jobs very quickly the other thing I want to do and what I'm actually gonna go over first to show you you know here's like my interior and all these different standards that we use and here's my exterior with a bunch of different standards that we use and we put in the measurements and then we get a number so I just wanted to show you how those work for the interior you've got nine different rooms and you know each room has its own measurements and to make it easy you only edit things that are colored I'll just wanted to show you like how this works so for prices you turn this off it's not included in the price and really you know you can do up to nine rooms per estimate sheet so if it has 20 rooms you're gonna need more than one estimate sheet but uh most open floor plans and stuff will say you know this is kitchen slash dining room if it's an open floor plan or you know let's call this the master bedroom alright and then we'll get on that the ceilings are you know nine foot high in this room and then you know it's a it's not just a perfect square it's got like a you know master bath and you're gonna include one or whatever she put master bed and bath 1 walls 15 yeah there's 18 the others 25 this one's only six and this one's you know twelve now you have the total surface area of the walls you're doing the ceiling you know break it up into two squares in a triangle or just two squares once 15 by 16 the other one is I don't know five by thirty doesn't matter every house is different you know and you're gonna get the surface area for the ceiling now I've taken it to the extreme on this one so this purple you can see it says sealing perimeter and needed if not painting the walls reason being if we're painting the walls and the ceiling the way our painters do it is we can cut the line by hand when we're cutting it on the wall if you're cutting it on the ceiling like you're not doing the walls you're just doing the ceilings we have to tape caulk that line and then our inputs you know tape caulking and doing it by hand you know is way different than what it takes to tape caulk you know doing it by hand depending of its same color or change color it might be 60 versus 30 for how much linear footage we can do per hour so it's drastically gonna change the price so if you're doing ceilings and walls and they don't want an option for just ceilings you have to fill that out but let's say that you know you did 15:23 and that was the perimeter linear footage I'll show you in the prices the way this works is highlights it in green if it has the inputs it needs to give you a price so when it's doing it in green it's just saying hey I can give you a price on this because you have the inputs in there if we want to know the price for doors in this room it's saying I don't have any enough inputs to get you a price if you come down here I'll show you how it I already had this working okay we're doing the walls we need to tell it what kind of walls are we doing is the same color change color smooth textured is a new drywall will say textured wall change colors and this is basically saying turn it on give give me prices for it so ceilings same thing textured wall change color and then you got your baseboards gonna say this is the same color we got one door in there so it could be let's say it's a closet door and we're doing both sides one side they just want that one side done they've got some windows in there and the reason there's more is maybe they have a closet door and then a door out to the hallway or maybe it's a living room they have a French door in the back and then they have you know their front door or something like that this is a vinyl window it just has the one side that windowsill that needs to be painted we got three windows in there say that we do want prices for this stuff now when we come back to here see it says zero and down here it says zero and you need to tell it what kind of paint are we going to be using for these so we'll just pick this Pro Mar 200 from Sherwin here for these different things and if you turn this on now you'll see in the master bedroom mirror painting and nothing's turned on so it still says zero but if we're just doing the walls that's the price doing the walls and the ceilings that's the price while sowings baseboard now watch if we turn off the walls that ceiling price is more so yeah it's three ninety four jumps up because we have to do extra work and I'm again just using Excel it seems complicated and it was I mean this took me a couple weeks to build but you can do it I guarantee you can do it and if you want to pay me for this I will sell this to you if you don't want to take the time to do it I get time as money but again it's not that hard you can start real simple and keep adding to it and let's say that they want to do the walls and the ceilings this automatically thinks it's two colors but if you say walls and ceilings same color and chain you'll see it drops the price down for them and then this is where the total price is for everything you clicked on it is a little bit different here because you know it's including sundries and some taxes and stuff and I'll show you the stuff that I had over here you know I'm even figuring they want an option just for walls just for ceilings if you add those two together you know say it's five dollars and five dollars if you add them together it's ten dollars but the actual price might be nine dollars and that's because I'm gonna use one gallon of paint but if I'm giving you an option for each one to buy a gallon for each one so that's why it's five and five is ten but now that I'm combining them I don't need two gallons of pain I just need one it takes that into account takes a lot of things into account I mean yeah you can see some of these equations you know take up quite a bit of space where it's it's a lot but it literally everything I could think of I accounted for because I know if there is something we're trying to account for we can come up with it and you know it's really cool to wear hey say that the estimator didn't get the perimeter we wouldn't be able to give him a price for just shillings because when you do that it says need purple input it tells you you know so it accounts for pretty much like everything and if we have a purple input in there it can show you the difference in price you know 300 it's obviously that's really high that's why it's a big difference there and you can change it up I'll show you another really cool thing let's say we're doing baseboards and they're right now they're stained and we're changing them to paint if you click that option it knows that hey we need it's telling you you need to select a primer because we're gonna have to prime it so you come down here under primer and you're gonna put in let's do the extreme bond primer and now it's spitting out the price for that you can't actually even unclick this because it knows if you're picking that option you have to sand it down prime it and paint it when you're changing it from a stain to a paint and you know so it pretty much I tried to count for everything in here and then it's also nice because if the homeowner wants to see a hundred options like I want to know what this room cost well here's what the cost of every single room is and I wanted to know you know what is that what am I actually paying for like if I take out the doors how much money am i saving I'm gonna save about a hundred and thirty bucks you know if I take out the baseboard it's like wow that's really expensive it's like yeah but let's just you don't need the ceilings they look fine the baseboards look fine or will do the baseboards but let's take out the rest of this stuff or let's just do the walls now it's saying hey now it's only 500 bucks and that's the majority of the room as the walls so you can show them how the price breaks down and you don't have to sit there and do tons of math and figure out you know what it actually cost to do all that so with the exterior I a two-hour long video that'll be in the description that shows you how we actually measure the exterior of a house and how we use all these different options but you're basically gonna say okay siding spray this side has 800 the sine of 700 whoops let's say it's a walkout basement in the back so this side is 1200 and this side was 800 you know it's if they want it with a light back roll it's gonna take us a little bit more time but that's I can show them the difference in price let's make sure we've got duration in there let's do like super paint from Sherwin Williams you know just for the siding that's a lot of siding and that's the majority of the job right now with the paint and everything it's coming out to 27 40 and now they want to know what's that well what if we don't do the light back roll well if we don't do the light back roll I can do it for 24 37 you know what if they want everything brush and rolled well let's put a siding roll and that's gonna cost them 2,900 bucks what if I want to use emerald instead of super paint well that's gonna jump the price up to 3,700 what if I want to use I don't know Behr premium plus from Home Depot that drops down to 2800 it's really easy to show them the differences in price we're just toggling through these things you know you got your eaves you know whether it's trim color or body color is gonna make a big difference it's just put in some random numbers here you can see when they're body color and you're gonna spray them with the siding let's bring that back to siding spray 24 80 but as soon as we switch this to trim color now it's $3,000 and that's the beauty of it I can show them a difference in price with just a couple clicks you know change the body the trim let's make them both a one hundred can show them the difference in price again you can watch that video this right here could measure a whole house but this is for you know it's got the deck right now 800 square foot of deck we're doing this stain is gonna cost that much but we can change this to be any kind of say it's a fence or a shed you can put in like siding spray 800 this is gonna be the paint the body paint it's gonna this is what's gonna change the price you know just that's gonna be seven hundred and ninety dollars you'd want to put in the trim and stuff you'd come down and put some other trim standard in here for the the shed the other great things about these for you know the interior if you go to the inputs it's going to show what the inputs are now let's say that there's a different kind of wall that you need you just add it on there let's say it's different kind of ceiling like hey you know this one's a popcorn ceiling and they want the popcorn removed my company doesn't do that so we don't have a standard on there but you just put like remove popcorn ceiling and I don't know you do 50 square foot an hour now you come into your room you measure the ceiling right and then for the ceiling type watch it'll automatically pop in there now remove popcorn ceiling right now we got it at six point seven hours it's gonna bump that up to nine point three six hours so that's the beauty of doing the sheet is you just come in here you just add something that quick and now it's accounting for that super easy here's all the different paints the coverage you could put a new paint and this one wing covers 200 square foot per gallon whatever it is you can just always add to this same thing with the exterior you go to your inputs you can come down here and you can add more this is just what you would divide it by what you multiply it by for the trim you know we're saying linear footage square footage every 300 linear footage of trim equals 1 gallon basically and we do overshoot for it here's you know wood replacement what we're charging you can go in here and you could change all this and you know if you do buy this from me I'll make the changes if it's something you can't figure out but like empty sell for home owner requested print or new product you could put you know something never heard of or it's some epoxy that you normally don't use but you're gonna do it for this homeowner in this job and it's 83 dollars a gallon then you come into here and you would pick that product now it'll show up in there this epoxy and it'll count for the cost you got some other options down here like if the homeowner is gonna provide their paint and you don't have to buy that epoxy that's what it costs now you know it's a huge difference because that epoxy is expensive but it also accounts for a little bit of labor for them going to the store if they want to do a full coat of primer or two coats of paint sometimes one's more than the other just depending if you're doing emerald versus like a 100 and then if you want to maybe charge an extra five ten twenty percent for an extended warranty you could do an option like that here painters are really happy whether they're subs or painters because if their employee painters we have a performance number and we're basically figuring out here's the budgeted hours and here's what you did it in and if they're beating that they have a good performance number and we give them raises and we give them raises because we can afford to and so we also have like this to where the subs can actually look here like it says what they're making down here you know this is basically they're gonna have this much for materials this much for their labor but this breaks it down for them like hey setup clean up that's how much they're making the power wash cold scrapes and Prime they're making this to mask and paint all the bodies and eve's they're making this so it shows them like this is what they're gonna get for the job if they're also having to buy the materials for the job just depends you can take that out and stuff but it spits it out and then I really like the interior painter sheet because we pretty much just use employees for interior but it shows them you know to paint the wall is this much time to tape caulk the wall to the baseboards should take 2.5 hours again you can see these are really complicated equations they look like it but it's really just you know just these if tan Dan functions you can Google how they work but it shows them exactly per room how much time and per item so walls they should spend walls includes these three things where tape caulk walls to baseboards hand cut the line from the walls to the ceiling and actually paint the walls if you add that up it's nine nine is the amount of hours so they know hey for this job they should only take nine hours on the walls and that's how they figure out their you know we have their total hours and their material cost but that's how they figure out their performance number and how they track it we actually use a clocking in and clocking out system where we have them track what they did each day and how long they spent on it so they know you know if they're behind on something it also just it's like having a boss there when nobody's looking over their shoulder but if they clock in and they say they work ten hours on the walls and got nothing done then like it's pretty obvious they were just you know facebooking all day and it doesn't allow for slack but the painters actually really like it because they know our good painters are gonna make $25 an hour plus because their performance number is great versus someone who's never been painted painted before it's like yeah man you're only at $12 an hour but as soon as you get your performance number to this for a whole month or a whole quarter I'll bump you up to 15 an hour and it motivates them to learn the trade to ask you know their supervisors like help me be better at cutting these lines like you're so quick and so good at it and sometimes it just takes time but uh let's say that's a huge thing as these um these sheets that tell the painters how much they're making for everything and again you can do this it's really not that hard you can see these equations aren't that big for this one for the interior one it is a little bit more complicated for some of them you know but again if you put your mind to it you can do this you can come up with this equation just I would say watch like just Google how to use Google sheets and you can see how to do all these like special things like dropdowns and how to have these true-false functions where you're clicking buttons on and off and you know do all this stuff it's possible if you can think of it I guarantee that's possible it's just a matter of how much time do you want to put into it watch that two-hour video to see exactly how we do it for the exterior if you guys want to see exactly how we do it for the interior let me know and I'll make that video interiors are a lot more complicated so without further ado I'm going to show you how to make a measurement sheet yourself right now so follow along and I hope you can see how powerful this is so I was sending like people my standards I said hey if you want them all send them for free we're gonna use two quick easy standards here we're gonna use siding and trim right walls and trim we're gonna for this example call it exterior so we're gonna say spraying the walls and then doing the trim by hand now just arbitrary number doesn't mean anything let's say every you know let's say every hundred and seventy-five square foot of wall or siding you're able to spray in one hour and that includes you know masking off you know walls and masking off windows sidewalks roofs and all that on average 175 per hour and then for trim let's say that you can do 35 linear footage of trim whether it's fascia window trim corner boards downspouts you can do roughly 35 linear foot an hour if you don't know what you can do on your next house just figure out I spent this much time doing walls I spent this much time doing trim and then measure how much there was and then you can compute it it's really not that hard and like I said I'll just give you our standards which we know works then the other inputs you need to know is like you know your types of paint let's say that you most commonly bid one kind of paint we'll call it a paint a and you're gonna want to know a few things with that paint so we'll need to know what does it cost you and for this cost include tax include your recycling fees so if you're not sure just look back at a receipt where you bought one gallon of paint because you need an extra gallon a trim what was the total cost there so it includes everything let's just say thirty two point five six we'll get real specific we're gonna tell this is Excel that it's money again Google sheets exact same thing it's completely free and then we want to know the coverage rate right so if you look at you know the spec sheet it's gonna say usually three to four hundred square foot per gallon and it normally doesn't actually cover that much it's closer to half of that because you know when you spray it on you could argue you're putting on twice as thick or brushing and rolling changing colors you're gonna need at least two coats so we'll say every two hundred square foot is a gallon and again paint a house figure out the square footage figure how many gallons used and then you can just use that number this is the actual number that we use for siding for spray so some other inputs that you're gonna need is let's say that you're paying somebody to do this job like a subcontractor or an employee and you want to know what's the wage what do you pay them per hour I know when it comes to subbing it's a little bit tougher because you're paying on a percentage of the job but you want to know like well if it takes some three days to do the job and they're spending you know 24 hours on the job roughly what am i paying in per hour and then that way to you know if you're gonna do a really big job a really small job it should all come out to they're making about the same amount per hour or per day and especially if they're an employee what's their wage rate and for this one you know we'll put you know twenty three point five six because you want clewd if you're doing it on payroll what are your payroll taxes what is your workers comp and stuff it's called your burden so include the burden in that wage rate and then we want to know you know a big one is what kind of profit are you trying to make on each job let's say that you're only been making 5% profit you do your taxes at the end of the year and you're not making enough and you want to change that it's like man I should be making at least fifteen or let's you know let's say 20% profit 30% profit whatever it is it doesn't matter so for these numbers that we want them to be percentages so I'm just going to tell so we want those percentages let's say 25 percent profit is what you need to be making what you want to be making so some other things that you need to put in there is what is a fixed percentage of the job so let's say you know everybody seems to be wanting to pay credit card so you want to put that fee in there that's costing you I don't know 3.2 percent normally it's three but we'll just put whatever it is you know now it says three but we can put in whatever number it is you know maybe you're getting it for better 2.9 percent it doesn't matter the point is you just put whatever it is and then you could start listing like all office I got you know your insurance payment yada yada yada but you can kind of bundle that at the end of the year figure out what it is to where we can call it overhead and again don't you don't have to put overhead you can break all this stuff down if it isn't a percentage just try to do the best you can and always shoot high you know you're roughly doing about 10,000 and revenue a month and your rent for your office if you have one as $1,000 a month to put 10% that's how you can kind of figure it out do it on a monthly basis will say that our overhead is 10% let's say that you have a sales estimator but it's doing the estimates and you're painting or you're managing the cruise or whatever you're doing let's say you're paying them 10% so back from the original video I showed you I was trying to show you you know this is what you need to divide by it in order to make sure that you're making the amount of money that you need to be making and what's great about doing a spreadsheet is you can always make these adjustments so you do a couple jobs that didn't work out you can make the adjustments so that you can make the profit that you need to make now problems are still gonna happen in each or profit but this is assuming 9 out of 10 jobs go smooth and 9 out of 10 you're making this the one job or the paints makes the wrong paint or something that happened you might not make it but you get the point so you know we're gonna call this the markup and it's simply you started a hundred percent and you subtract these so a hundred percent is actually one because like 90 percent is 0.9 so you're gonna say equals one minus this minus this minus this minus this now if you're good with Excel and stuff though you could just say 1 minus the sum of all those I'm trying to show you if you haven't used this program much it's pretty easy you just press you know if you want to do an equation equals and then click the numbers this Plus this and I'll tell you what that number is it's pretty cool program and it's really don't be afraid of it obviously I'm showing you real simple you can take it to the extreme like I have where you're using all these different crazy equations but really it's pretty simple once you actually understand it and watch some YouTube's on it ok back to figuring out what do we charge this person right so now we have almost all the inputs we need there probably one more which I'll to kind of do on the fly so we want to measure you know what is the siding or wall area and total linear footage of trim okay and this is what we're gonna measure at the house so let's say we go to a house it comes out to 3600 square foot and the total trim when you measure you know all the trim on the windows the doors the fascia downspouts all the trim that's what you get right now we need to know you know how long does this take we can call it unit or how many hours your guesstimating this is gonna take and again we always try to shoot for the high side the painter should be able to do it quicker than this but they should never take longer than this whatever these numbers end up being for you so we're gonna say equals you take your total surface area and you're gonna divide it by how much you can do per hour and since you can do that many an hour it's gonna tell you this should take roughly 20 and a half hours to get this done the same thing here we're going to say equals this is how much trim there is and then every 35 linear foot is an hour and how many times is 35 in 550 it's in there fifteen point seven times and that's about how many hours it should take alright so now we're gonna say total hours and there is a little some button you can press right here or another cool thing with Excel you can start typing these functions just click it and then you highlight the ones and it's gonna sum those two that's how many hours you want it to take if you want to make it simple thirty to thirty six point two nine hours all right now our wage rate is this so if we say labor should be unless something goes terribly wrong or we estimated wrong or there was something we weren't accounting for you know obviously you're gonna make this a little bit more complicated like putting some prep in there and stuff I'm just showing you how easy this actually is equals the amount of hours times once you pay your painters this wage right here okay and then you tell Excel this should be money alright so that's how much it's gonna cost you to pay the labor or if you're paying yourself you know you want to make a profit and you want to pay yourself a wage this is how much you're gonna make on that wage or something or you can just get rid of this altogether and just put it in terms of profit but all right next thing we need to know is you know what is the paint cost and we need to know okay well if it's covering two hundred square foot per gallon you know you can do some extra math over here this doesn't have to be pretty we'll say equals we've got three hundred this number right here that's the surface area divided by how much it covers and that's gonna be how much paint we're gonna use on the body now what about trim let's say you know you can put a standard here trim with and it can be a function of that because most homes it's three to four inches is how wide the trim is we'll just say hey it's three inches wide right and then this'll be you know the trim number you use you can call it whatever because every foot is 12 inches so if we say equals three divided by twelve that's how much the height in terms of foot it's 0.25 feet high so if we take the length which is 550 times the height we're gonna get the surface area so we can just you know put that number here we'll say equals length times the height okay and then again we need to figure out okay this is the surface area so equals this divided by how much we're getting for coverage it's gonna be you know less than a gallon so then we can add these two together you know so total gallons equals this Plus this now there's some rounding functions so we're gonna say equals round up and it's gonna say okay what number do you want around we want to run this number and how many decimal marks do you want we don't want any because we want it to be a whole number gives us 19 all right you can get rid of these zeros by pressing that button there so that's how many total gallons we have you could say unrounded gallons and if you really want to get technical you can put all of this into just one equation but I'm just showing you someone who's not really familiar with this system how to do it so that's how many gallons we're gonna do so then we're just gonna take equals the amount of gallons times your cost which was that including tax and everything that's how much the pain is now another you know input we could have is sundries and you know exterior you usually use less injuries and interior but it's usually roughly a percentage of your paint cost so we want that to be a percentage that it's 10% so then you can say you know sundries like caulking plastic paper all that equals well this number times 10% and it's gonna give us 10% of that so that's what it cost so here's your labor and here's your materials all right labor materials so just put labor and materials total cost and now maybe we'll use that sum function and we'll highlight what we're adding up okay so that's what the labor of materials is gonna be so now what do we charge okay so this is the markup and it's based on these numbers so we're gonna say equals labor and materials divided by 52% is what the labor and material should be if labor materials is 52% there's room for all this other stuff so we're gonna press that so that's what you should charge the homeowner all right and what's cool is let's say you want to make 30 percent profit that's what you should charge the homeowner jumped it up to 3200 let's say that your sales guy is 10 percent they're making way too much money you could easily hire a sales guy at 5 percent so you can either pass that savings on to the homeowner instead of charge them 3,200 change it to 5 charge them that and maybe you'll get more jobs or you're winning plenty of jobs anyway that's why your sales guys are making too much money you could pay him half and be fine put that money in your pocket so change this to 35 and reduce this to 5 you're still charging the same amount but now you're making more profit and again let's say your overhead goes up because you went out and you bought a truck because your van broke down or whatever the case is you need to increase this just add it on to your jobs I mean that's the true cost of what it is that's the market value as long as you're not you know being crazy on your profit people are gonna buy this and if you build the value up you they know they're buying you they're gonna buy it so I just wanted to show this is how easy it is to make that and really what's cool is we can just highlight these you know blue now those are the only that's when you go to a house this is your measuring sheet and then you measure this out okay it was 4200 and then the trim was I don't know 500 this is what we charged the homeowner let's say that they wanted to use a different paint and that pain is $25 a gallon that's what you charge the homeowner let's say they're going to use some special paint that only covers 100 square foot per gallon change that and now you know the price so you can keep all these the same and now you just you know clear this out save this document this is your measuring sheet and there you go if you're worried about it for like a sales guy and it's all ugly and whatnot show you a trick you highlight these right click and tell it to hide it hide this right here and now that the it's like wow look how clean that is you know I just measured those things out and that's what I put down on the contract charge the customer okay so I think you can see how powerful that is and really I mean that's what the majority of paint jobs are you probably want to take some other things into account like prep work and I hope now you can see you know taking that concept and you can actually do this and create that if you do want to buy one of mine that I spent a ton of time on and obviously takes everything into account or everything I can think of at least just shoot me an email and I'll let you know what they cost other than that wish you guys the best of luck and talk to you next time