The Main Challenges of Running a Painting Business in 2025—And How to Optimize & Scale Successfully

Dany Ortega
Apr 23
4 min read

Updated: Apr 28

The painting industry—both residential and commercial—is a rewarding but competitive field. In 2025, as customer expectations evolve, technology becomes more advanced, and labor markets shift, painting business owners must tackle new challenges while staying efficient and scalable.

Whether you're brushing walls in suburban homes or coating massive commercial facilities, the landscape is changing. Here are the main hurdles painting businesses face today and how you can optimize and scale smartly in the current market.

1. Skilled Labor Shortages

Challenge: One of the biggest headaches in the industry is finding reliable, skilled painters. With an aging workforce and fewer young people entering the trades, staffing can feel like a never-ending battle.

Solutions:

Invest in Training: Create your own apprenticeship or on-the-job training programs to upskill labor and retain them long-term.
Leverage Tech: Use job management tools like Jobber, Buildxact, or Knowify to schedule, monitor productivity, and streamline team communication.
Offer Perks: Competitive pay, flexible hours, and clear growth paths can help attract and keep top talent.

2. Scheduling & Project Delays

Challenge: Juggling multiple job sites—especially when balancing residential projects (often urgent) with commercial contracts (longer-term)—can create scheduling chaos and missed deadlines.

Solutions:

Automated Scheduling Tools: Implement systems like Trello, Asana, or industry-specific software like PaintScout to manage timelines.
Buffer Time: Build in buffer periods between projects to account for delays in materials or weather.
Real-Time Communication: Keep clients and crews updated with messaging apps or client portals.

3. Rising Material Costs

Challenge: Paint prices, tools, and other supplies have seen steady inflation. Without proper cost management, your profit margins can take a hit.

Solutions:

Buy in Bulk: Negotiate bulk deals with suppliers or partner with local distributors.
Track Every Job’s Profitability: Use project tracking software to monitor real-time job costing and adjust estimates for future work.
Eco-Friendly Alternatives: Consider sustainable options that reduce long-term costs and appeal to eco-conscious clients.

4. Client Expectations & Quality Control

Challenge: With platforms like Yelp, Google Reviews, and Houzz, a single poor review can damage your brand. Clients expect perfect finishes and on-time delivery.

Solutions:

Standardized Procedures: Develop a repeatable system for prep, painting, and cleanup to maintain consistent quality.
Quality Assurance Checks: Train foremen or leads to perform daily checks and handle customer walkthroughs.
Customer Relationship Management (CRM): Use tools like Zoho CRM or HubSpot to follow up, request feedback, and encourage reviews.

5. Scaling the Business Without Losing Control

Challenge: Many painting business owners get stuck at a certain income level because they can't scale without things slipping through the cracks—quality, customer satisfaction, or crew reliability.

Solutions:

Delegate & Hire Admin Help: As you grow, bring on office staff or virtual assistants to handle scheduling, invoicing, and customer service.
Build Repeatable Systems: Create SOPs (Standard Operating Procedures) for every part of the business—from client onboarding to paint selection to clean-up.
Franchise or Expand Regions: If your business model is tight, consider franchising or opening new branches in nearby cities.

6. Accounting Challenges & Financial Blind Spots

Challenge: Many painting business owners focus on getting jobs done but overlook the financial foundation of their business. From poor cash flow to inaccurate job costing and tax surprises, not having proper bookkeeping can stunt your growth, or worse, put you in the red.

Why It Matters:

Cash Flow is King: Even if you're fully booked, delayed payments or overspending can crush your cash flow.
Job Costing Accuracy: Without knowing the exact profit margin per job, it’s hard to scale or price services properly.
Tax Compliance: Misreporting income or failing to set aside taxes can result in penalties and stress.

Solutions:

Hire a Specialized Bookkeeper: Work with a bookkeeper who understands the painting or construction industry—they can track labor, materials, and overhead accurately.
Use Job Costing Tools: Software like QuickBooks Online paired with , Buildertrend, Knowify or Joist helps you track actual vs. estimated costs in real time.
Monthly Reporting & Forecasting: Get monthly financial statements and cash flow forecasts so you’re not flying blind.
Separate Personal & Business Finances: Set up a separate business checking account and credit card to keep everything clean and compliant.

Pro Tip: Work with a pro to set up your Chart of Accounts properly from the beginning. This one move can save you hours of cleanup work down the road and give you crystal-clear insights into where your money is going.

Bonus: Painting Business Leverage Marketing in 2025

A strong online presence is essential. Here’s how to stand out:

Local SEO: Make sure your business is listed on Google Business Profile with updated photos and reviews.
Social Proof: Post before-and-after photos on Instagram, Facebook, and LinkedIn.
Niche Down: Specialize in unique services like epoxy floors, heritage building restoration, or eco-paint options to stand out.

Final Thoughts

Running a painting business in 2025 requires more than just a steady hand and good color sense. To thrive, you need systems, people, and tools that help you stay ahead of the competition. Embrace the tech, train your team, and focus on providing an unmatched customer experience. That’s the formula to optimize and scale—without the burnout.