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How Malone Painting Scaled Faster with Consistent, On-Site Estimates
When you’re trying to grow a painting business, consistency becomes everything.
Mike Malone, president of Malone Painting, started his company four years ago with a simple setup, estimating jobs using Excel spreadsheets.
It worked… at first.
But as the business began to grow, it quickly became clear that spreadsheets weren’t built for scale.
The Challenge: Scaling Without a System
In the early days, Mike handled all of the estimates himself. But his goal wasn’t to stay small, it was to build a company that could grow, hire, and operate efficiently.
That meant one thing:
He needed a system that could be taught and repeated.
Spreadsheets made that difficult. Every estimate required manual input, adjustments, and formatting. More importantly, there was no easy way to ensure consistency if someone else stepped in to quote jobs.
For a business looking to grow, that creates risk:
- Inconsistent pricing
- Unreliable margins
- A sales process that depends on one person
Why Paint-Specific Software Matters
After trying a few different tools, Mike landed on PaintScout and immediately noticed the difference.
Unlike generic software, PaintScout is built specifically for painting contractors. That meant:
- Pre-built production rates
- Industry-specific estimating workflows
- A structure designed around how painters actually sell
Instead of starting from scratch, Mike was able to adapt proven frameworks and build a system tailored to his business.
From One Estimator to a Repeatable System
Today, Malone Painting has multiple estimators and they’re all working from the same playbook.
“We have two different estimators now, and when they go into houses, they’re estimating from the same system.”
That consistency is critical.
No matter who is quoting the job, the pricing, structure, and presentation remain aligned. That means:
- More predictable margins
- Fewer errors
- A smoother, more scalable sales process
Closing Jobs On-Site with Professional Proposals
One of the biggest shifts came in how estimates are delivered.
Previously, creating a polished proposal required extra steps outside of Excel. It slowed down the process and made it difficult to present on the spot.
Now, estimates can be built and presented immediately, right in the customer’s home.
Whether it’s on a laptop or iPad, the experience is clean, detailed, and easy to understand.
That changes the dynamic of the sale.
Instead of:
- Sending a quote later
- Hoping the customer remembers
- Competing on price alone
Mike and his team can:
- Present professionally on-site
- Walk customers through the scope
- Build trust in real time
“It makes us look a lot better than the next guy who walks in and writes a number on a napkin.”
Standing Out Through Professionalism
In residential repainting, homeowners aren’t just buying a service; they’re choosing who they trust.
A clear, well-structured proposal signals something important:
This company knows what they’re doing.
With PaintScout, Malone Painting consistently delivers that experience. Customers see:
- Detailed scopes of work
- Clear pricing
- Professional presentation
And that perception matters.
“It gives the customer the feeling that we have our act together.”
Scaling with Confidence
Over the past four years, Malone Painting has grown quickly, and their estimating process has played a major role in that growth.
By replacing spreadsheets with a system built for painters, they’ve been able to:
- Standardize their sales process
- Train new estimators faster
- Present more professionally
- Close more jobs on-site
For Mike, the impact is clear:
“It’s been transformative for our estimating process.”
Your Next Step
If you’re still estimating with spreadsheets or struggling to create consistency across your team, ask yourself:
What would change if every estimator followed the same system?
What if every quote could be built and presented on-site?
What if your proposals made you stand out instantly?
PaintScout helps painting contractors scale with confidence by bringing structure, consistency, and professionalism to every estimate.