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Line Items Overview

Create and manage line items for fixed-price services with hourly rate, quantity, or custom pricing options plus client and crew notes.

What is a Line Item?

A line item in PaintScout is a project element with an optional price that does not rely on dimensions for calculation. Line items work like production rates but for fixed-price services, quantities, or custom charges. Create commonly used line items in Settings to avoid recreating them on every estimate.

How to add a Line Item in the Settings

1. Click the person icon in the top right and go to your Account Settings > Line Items section.

2. Click the +Add New Line Item button.

Screenshot showing the Line Items settings page with the Add New Line Item button

3. Label the line item and add a description.

Screenshot showing the line item label and description input fields

Line Item Pricing

You can price a line item in three ways: by hourly rate, by quantity, or with a custom amount.

1. By Hourly Rate

Click the Hourly Rate option and enter your hours. PaintScout calculates the price using the hourly rate set on the current estimate.

Screenshot showing the Hourly Rate pricing option with hours input field for a line item

2. By Quantity

To calculate the total price for a line item, follow these steps:

  1. Click on the Quantity option.

  2. Enter the number of units and the corresponding price/unit.

  3. The system will automatically calculate the total price for you.

You can click the +HRS FOR WORK ORDER button to add the total number of hours associated with this line item (will not affect price).

Screenshot showing the Quantity pricing option with units, price per unit, and hours for work order fields

3. Custom

Click the Custom option and add your price. Select the +HRS FOR WORK ORDER button to factor hours into the work order.

Screenshot showing the Custom pricing option with price and hours for work order fields

What are line item notes?

Default notes are applied every time you use a line item on an estimate. You can change them while editing the estimate. Click the Notes button to add a crew or client note.

  • Client Note: Appears on the estimate for the customer to see

  • Crew Note: Appears on the work order for your team to see

Screenshot showing the line item Notes section with Client Note and Crew Note fields

Line Item Materials

Click the Materials button to add materials to your line item.

Please note, that the number of gallons is not calculated automatically, you will need to enter the quantity manually.

Screenshot showing the line item Materials section for adding product materials and quantities

How do you deactivate a line item?

Toggle off the Active option for the line item. It will remain in your settings for reference but will no longer appear in the selection list when building an estimate.

Screenshot showing the Active toggle for deactivating a line item from the selection list

How do you reorder line items?

Line items appear on estimates in the same order as in Settings. Move frequently used items toward the top for faster access, especially on tablets and phones.

Click and hold a line item, then drag it to the desired position. Click Save when finished.

Animated screen recording showing drag and drop reordering of line items in settings

Related articles

Area Names

Create and organize reusable area labels like rooms and locations for faster estimate creation with drag-and-drop organization.

Add & Edit Line Items

Add and customize line items on estimates including pricing options, materials, hours, photos, and notes for detailed project scopes.

Working With Options

Create optional add-on items or services on estimates that customers can choose to include before accepting their quote.

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