This feature is currently in beta.
🔒 Important: Access to this feature requires the Operations add-on.
If you don’t see it available in your account, please email product@paintscout.com to have it enabled.
What is a Painter Account?
A Painter account is a purpose-built seat type designed for field workers — painters, crew members, and subcontractors. Painters get a clean, focused view of their assigned jobs and work orders without all the extra details that are included with a full PaintScout account.
Painter accounts are currently in beta and free of charge.
What Painters See
Painter accounts are organized around a timeline view. Painters can see last week, this week, and next week only — nothing beyond that.
When a painter is assigned to a job, they receive an email notification and the job appears on their schedule automatically.
Work Orders
Each job has a work order focus. A few things to know:
The work order from the invoice is used by default
If no invoice exists yet, the estimate work order is shown — and automatically swaps to the invoice work order once one is created
Work orders are always displayed in area view for painter accounts
Invoice number, date, and status are removed — painters only see what's relevant to the job
Custom Permissions
What a painter can see and do beyond the basics depends on their custom permissions. These are set when the user is first added, based on whether they're an in-house employee or a subcontractor — but can be changed at any time.
In-House Employee
Intended for painters who are part of your core team and should have full visibility into the job.
Permission | Default |
View client information (name, email, phone) | ✅ On |
View job value and prices | ✅ On |
Add/view payments | ✅ On |
Add additional work | ✅ On |
Add/view tasks, notes, and files | ✅ On |
Subcontractor
Intended for painters who are external to your business and should have limited visibility into client and financial details.
Permission | Default |
View client information (name, email, phone) | ❌ Off |
View job value and prices | ❌ Off |
Add/view payments | ❌ Off |
Add additional work | ❌ Off |
Add/view tasks, notes, and files | ❌ Off |
💡 Note: Regardless of permissions, painters always have access to the job address and deal name. The job address falls back to the deal address, then the contact address, if no job address is found.
What Painters Never Have Access To
Regardless of permissions, Painter accounts never have access to:
Account Settings
Contacts or Companies pages
Pipelines
Dashboard
Reports
Sales calendar
Estimates or invoices, unless explicitly shared via the send button — and even then, they can only access the document through the link, not from within the app itself
Adding Additional Work
When a painter adds additional work on a job, they have two options:
Options list — items from the original estimate or invoice that the customer didn't approve. The painter can select from these and add them to the job for approval.
Custom line item — the painter can create a new line item from scratch.
A couple of important rules around additional work:
Additional work the painter created — before it's signed, they can edit or delete it. After it's signed, they need to contact the office to have it removed.
Additional work created by someone else — before it's signed, the painter can delete it (which returns it to the preset list). After it's signed, they cannot edit or delete it.
Notifications
Painters can toggle these notifications on or off themselves:
Job assigned — when a job is added to their schedule
Job updated — when the date of a job changes
Job cancelled — when a job is deleted entirely
One notification is always sent and cannot be turned off:
Job re-assigned — when a job is removed from their schedule and given to another crew or painter
Adding a Painter Account
Go to Account Settings → User Management
Click + Add User
Enter their name and email
Select their role — choose Painter (employee) or Painter (subcontractor)
PaintScout will set the appropriate default permissions based on the role selected
Permissions can be adjusted at any time after the user is added.
Adding Painters to a Crew
Once a Painter account is set up, you can add them to a crew so they show up on the right jobs in their schedule. Crew Members are managed from the Crews section in settings.
Go to Account Settings → User Management → Crews
Open an existing crew or create a new one
In the Crew Members field, search for and add the Painter user
Click Save
Once added to a crew, the painter will automatically see any jobs that crew is assigned to on their schedule.
Sharing Documents with Painters
Estimates, invoices, and work orders can still be shared with painters using the existing share method. This sends an email with a link to the document (or the URL shared directly).
Note: this link is not connected to their PaintScout account — the document won't appear inside the app, and it includes all the information on the document regardless of their permission settings.