PaintOps

PaintOps turns your WordPress site into the back office for your painting business. Build professional quotes, send them to customers who can view, e-sign, and pay a deposit online, schedule crews on a calendar, track every job from lead to invoice, and, on Pro, see your real profit per job, per crew, and per worker.

It was built by a painter, for painters. The quote builder understands painting scope: interior/exterior components, standard inclusions and exclusions, and the disclaimer language that keeps you out of disputes. Your data lives in your own WordPress database, not locked inside someone else’s SaaS.

Quote to invoice, start to finish

• Quotes, estimates & bids: a scope-aware builder with reusable inclusions/exclusions, itemized or lump-sum pricing, printable output, and email delivery.
• A professional customer page: your customer opens a clean, branded page (your logo, your terms & conditions) and accepts by typing their name, an e-signature-grade record with timestamp. They can also decline with a reason, or ask a question, and you’re notified either way.
• Acceptance converts the quote to a job automatically, whether they paid a deposit online or you shook hands, and a “Mark as Won” button covers the phone call.
• Invoices: numbered invoices for the balance (full or partial), emailed or shared by link, payable online (Pro + Stripe) or marked paid for check/cash, with the payment logged so balances always agree.
• Receivables at a glance: unpaid invoices surface on your dashboard with amounts and age.

Running the work

• Scheduling calendar with crew filtering, worker badges, time-off, and a subscribe link for Google/Apple/Outlook. Add your own recurring holiday labels.
• Crews: group your painters into named, colored crews; staff a job with one tap and filter the calendar and reports by crew.
• Job board / pipeline: Quote → Active → Completed, plus a lost-leads drawer with the customer’s decline reason so you can revive the ones worth re-working.
• A real app for your painters: install-to-home-screen (PWA), a “My Jobs” home, one-tap directions (Google/Apple/Waze), per-job check-in/out that works offline and syncs, photo/receipt/note logging, a “My Hours” view of their own time and pay, and a “Mark Job Complete” button that notifies the office. Workers see only what their permissions allow, never your numbers.
• Customers: a directory with contact details, lifetime value, job history, and multiple service addresses per customer, built for landlords, realtors, property managers, and GCs whose one account means a dozen properties.
• Before/After photos with camera alignment overlay and a compare slider.
• Trade calculators, paint-color tracking, and resource links.
• A choice of visual themes (light, dark, industrial, and more) with a modern app-style navigation bar on desktop and phone.

What Pro adds

• Job financials & profitability: costs, materials, labor hours; gross, expenses, profit, and margin per job; a Profits dashboard with profit-by-classification, profit-per-hour rankings, and profit by crew and by worker (allocated by logged hours).
• Expenses & receipts against any job, plus business-level and vehicle expense tracking for tax time.
• Online payments: deposits on quote acceptance and invoice balances through Stripe Checkout, recorded automatically.
• AI tools (bring your own OpenAI key): estimate dimensions, gallons, and a Description of Work from a photo; scan receipts to auto-fill expenses; get feedback on or a rewrite of your quote wording.

Pro is a paid upgrade handled through Freemius. The free plugin is fully functional on its own; Pro is optional.

External services

This plugin can connect to the following third-party services. Some are optional and only run when you enable and configure the corresponding feature.

OpenAI (Pro AI features, optional). When you use an AI feature (Photo Estimate, Receipt Scan, Description-of-Work Feedback or Rewrite), the plugin sends the relevant input, the photo you choose to upload and/or the quote text you are working on, to the OpenAI API using your own OpenAI API key, and receives the generated result. No data is sent unless you click one of these buttons. PaintOps does not store the photo. Requests go to https://api.openai.com. See OpenAI’s Terms (https://openai.com/policies/terms-of-use) and Privacy Policy (https://openai.com/policies/privacy-policy).

Stripe (Pro online payments, optional). If you enable card payments and a customer pays online, the plugin creates a Stripe Checkout session and verifies Stripe’s webhook using your own Stripe keys. Order/amount details are exchanged with Stripe to process the payment. Requests go to https://api.stripe.com. See Stripe’s Services Agreement (https://stripe.com/legal/ssa) and Privacy Policy (https://stripe.com/privacy).

Google Maps Platform (optional). If you add a Google Maps API key, address fields use Google Places/Geocoding for autocomplete and validation, and job locations may be shown on an embedded map. The address text you type is sent to Google to return suggestions. Requests go to https://maps.googleapis.com and related Google Maps endpoints. See Google’s Terms (https://cloud.google.com/maps-platform/terms) and Privacy Policy (https://policies.google.com/privacy). (One-tap turn-by-turn Directions for your crew use keyless map links and need no API key.)

YouTube and Vimeo (Resources page video embeds, optional). The Resources page (staff-facing, inside your admin area) lets you save links to training videos, and seeds a starter list of publicly available painting tutorials on YouTube. When a staff member clicks a saved YouTube or Vimeo link’s play button, the video is embedded on the page via the provider’s standard embed player (www.youtube.com / player.vimeo.com), which loads content from that provider and is subject to its terms; no data is sent until the play button is clicked, and you can delete any or all saved links. See YouTube’s Terms (https://www.youtube.com/t/terms) and Google’s Privacy Policy (https://policies.google.com/privacy), and Vimeo’s Terms (https://vimeo.com/terms) and Privacy Policy (https://vimeo.com/privacy).

Freemius (licensing & updates). PaintOps uses the Freemius SDK to manage Pro licenses, deliver Pro updates, and (optionally) collect anonymous usage diagnostics you can opt out of. Site and license information is exchanged with Freemius. See Freemius’s Terms (https://freemius.com/terms/) and Privacy Policy (https://freemius.com/privacy/).

You control every one of these by whether you enter the corresponding API key and enable the feature. With no keys entered, PaintOps runs entirely on your own site.