Painting business CRM software
Painting business CRM software that moves the estimate and the deposit on the same day. Quotes are accepted online, the deposit lands before a crew is scheduled, and the balance bills off the finished job.
11
$4,200
5
$18,500
Linda Hartwell
Interior Full House
Oakwood HOA
Exterior Repaint
Greg Novak
Deck and Fence Stain
Software a painting business runs on
Jobs are won on the estimate. Then they stall, waiting on a deposit nobody wants to ask for twice. Smarfle sends quotes clients accept online and collects the deposit before a crew is scheduled. The balance bills straight off the finished job, for one painter or five crews.
Painting scheduling software
Your bottleneck is not painting, it is getting to the walkthrough before the homeowner calls somebody else. Smarfle lets them book the estimate themselves and blocks the job for its full span once it is sold, so a four-day interior stays four days.
Learn morePainting dispatch software
When your paint crew arrives at a property the prep crew has not finished, that is half a day of four people gone. Smarfle keeps each stage's status current from the site, so the second crew is sent on fact and the colors agreed at the estimate travel with the job.
Learn morePainting billing software
You dispatch a crew before the deposit lands because the schedule will not wait. Smarfle raises the deposit against the job with a due date attached, so the diary is built on money that has actually arrived.
Learn morePainting invoicing software
You take a deposit up front and then have to remember to credit it at the end. Smarfle records it against the job so the final invoice opens at the balance, and shows a warranty touch-up at no charge so nobody thinks a second bill is coming.
Learn moreThe growth side, built in
Painting call tracking
Estimate calls come while you are cutting in a ceiling line. Tracking records them, logs them to the customer, and texts back the ones you could not answer.
Reviews and Google Business Profile
Review requests fire when the tape comes off and the walls look perfect, building the local rating that wins exterior-season searches.
Website and lead follow-ups
Room-count estimate requests from your site enter the CRM with photos, and follow-ups reach the homeowners still deciding between colors and contractors.
CRM plans that grow with your painting business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient painting business looks like
Painting jobs are won weeks before they start, which leaves plenty of time for the estimate to go quiet and for the deposit to be forgotten by both sides.
Estimates get lost in email threads
Clients ask for quotes, you send them over email, and then nobody can find the color choices or square footage notes three weeks later when the job starts.
Crew scheduling causes constant callbacks
Juggling multiple jobs across different painters means someone always shows up to the wrong address or the paint order is missing when they arrive.
Chasing deposits and final payments
Without a system, collecting deposits before starting and final payments on completion turns into awkward follow-up calls that slow down your cash flow.
Every painting call, handled your way
Calls from a job site are hard to answer with a brush in your hand. Text-back and the AI both cover it, and both log the call to the customer.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a painting project flows through Smarfle
An estimate becomes a scheduled crew and a collected balance. This is the sequence.
- 1
Estimate request comes in
Estimate requests arrive by web form, by phone, or by referral. Each opens a client record with the property address and the scope notes.
- 2
Walk-through booked
Calendar holds the slot. Estimator brings the work order on their phone, captures wall counts, ceiling heights, and surface conditions via photos.
- 3
Estimate sent + approved
Estimate built from line items, color choices captured in custom fields, contract sent for signature, and once approved becomes a multi-day work order.
- 4
Crew works through the project
Daily progress photos, job checklist for prep / prime / cut / roll / cleanup, time tracking per crew member, and material draws from inventory.
- 5
Final walk-through + invoice + review
Final walk-through photos, punch list, auto-invoice via Stripe link, and review request through workflow automation.
Same flow for every painting business, only the terminology and details change.
Where Smarfle fits a painting business
Estimates, deposits, and crews decide it. Subcontracting for builders with no quoting of your own needs less.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a painting business
Painting is the straightforward part. Quoting, scheduling the crew, and collecting the balance are what actually take the time.
Crew scheduling board
Assign painters to jobs with start dates and color spec notes. Automatic reminders keep everyone on the right site at the right time.
Before and after photo logs
Painters upload photos at arrival and completion. Timestamped documentation protects you from disputes and doubles as marketing material.
Job notes with color and surface details
Store paint brand, color code, sheen, and surface prep instructions on every work order so your crew never guesses on site.
Painting CRM details behind a profitable week
You know what a job billed, and you probably do not know what it cost once the sundries, the sprayer rental, and the subcontracted drywall repair are counted. Those numbers already belong on the job if the material lands there as a priced line item instead of on a receipt in the truck.
Margin in painting hides in the sundries and the second coat nobody planned for, and both land on the job.
Sundries counted against the bid
Paint, caulk, tape, plastic and any crew you bring in are recorded on the job with a unit price on every entry. Product pulled off your own rack turns up valued, and the job reports what stayed with you once the bid was paid.
Paint, tape and caulk on the count
Each product is stored with a reference, a buy cost, a charge amount, an on hand figure and a point where restocking is due. Committing product to a job confirms the supply and lowers it, and one view of thin and empty items keeps a crew from stopping mid wall for a store run.
Which painter is on which house
The month board gives every painter their own color and drops down to a week when the days get tight. Booking a job also mails the homeowner an invite file for whichever calendar they use.
Prep, prime and coat steps per service
You write the sequence once against the service, from masking and patching through to the last coat. It opens on every job booked under that service, so a crew you put together last week works the way your best painter does.
Get more customers for your painting business
Painting lead generation
One interior repaint is worth a month of small jobs. Smarfle finds the homeowners comparing painters in your city. The scope arrives with the request, so you walk into the estimate knowing what it is. Take the ones worth a crew week.
Flat pricing per accepted lead
Painting leads run about $30 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what is the project and how big, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Painting contractors ask us this first
Related industries
Other trades using Smarfle to run their book of business.
Switching to Smarfle from other painting software?
Your customer list and your priced services move across from a file you export, and each painter and crew lead gets a login opened in their name. That work belongs to a person on our end and not to a walkthrough handed over for you to follow, and that person is in the US.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your painting business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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