Never Forget a Paint Color Again: The Essential Paint Documentation Guide for Every Homeowner & Business
Whether you're repainting a single room, refreshing your building’s exterior, or touching up trim years down the road, one small habit can save you hours of frustration: documenting your paint choices.
Most of us assume we’ll remember what color we used in the hallway or what brand that perfect exterior blue came from, but months or years later, that memory is gone. The label on the can is smudged, the paint has gone bad in storage, or worse… it got recycled or thrown away.
That’s why we created a free, downloadable Paint Documentation Spreadsheet—a simple but powerful tool to track all the critical paint information for your home or business. Learn why this document is so essential and how easy it is to use in the few short steps below.
Why Paint Documentation Matters
Paint is one of the most visible—and costly—parts of your space. Keeping clear records gives you:
✅ Easy & Fast Touch-Ups
When nicks, scuffs, or wear appear, you’ll know exactly which paint, brand, and sheen to use from your leftover paint cans stored in your basement or to buy again—no guessing or color matching.
✅ Consistency Over Time
Whether you're repainting a room or expanding your business space, you can ensure color continuity with historical paint data.
✅ Simplified Sharing
Picking new colors and need to share them with your painter? Selling your home? Handing off property maintenance? Your paint records can be shared digitally and accurately with the painter, new owners, property managers, family, or friends.
✅ Protection Against Storage Accidents
Perhaps you left your paint in the garage and it froze over winter and you can’t read the label because the can is all rusty? If paint gets too old, thrown away, or labels fade, you’ll still have your digital record to rely on.
What to Track (And Why It Matters)
Here’s what your documentation should always include. If you miss one of these, it is nearly impossible to get the exact paint used again:
1. Manufacturer / Brand
Different brands have different formulations and color libraries. Sherwin-Williams’ "Alabaster" isn’t the same as Behr’s version.
Example: Benjamin Moore, Sherwin-Williams, Behr, Valspar, Farrow & Ball, etc.
2. Product Line
Every manufacturer makes many different product lines, quality levels and specialty paint lines. Some paints are made for bathrooms, others for exterior durability or high-traffic areas. All of these products have different formulations and their angular sheen level can vary from product to product, even if both say satin. Knowing the exact product ensures a match, longevity and proper performance.
Example: Sherwin Williams Interior Emerald Acrylic Latex, Behr Marquee Interior, Valspar Ultra Interior, Benjamin Moore Aura® Exterior Paint, etc.
3. Sheen Level
Flat, matte, eggshell, satin, semi-gloss—each has a different look and durability. Repainting or touching up with the wrong sheen can completely change the appearance of a wall and result in flashing or the appearance of what seems like a different color.
Tip: Note where each sheen is used (e.g., flat on ceilings, eggshell on walls, semi-gloss on trim/doors).
4. Color Name and Number
The name may be catchy ("Navajo White") but the number ensures accuracy. Different manufacturers can have colors with identical names but completely different tones. Having the color name and color number can help decipher between brands and ensure you are using the correct paint color.
Example: “Agreeable Gray, SW 7029” or “Shaker Beige, HC-45”
5. Location/Room and Surface Where Used
Document where each paint is applied (e.g., living room ceiling, exterior siding, garage door) to avoid confusion.
6. Date Painted
Knowing when a surface was last painted helps with maintenance planning and estimating paint age or wear. Manufacturers can also change formulations after many years, which can affect color. Knowing when the paint was purchased and mixed can signal which formula the paint store should use when mixing a new gallon of paint years later.
Bonus: Picture of Label
Many paint manufacturers print a label and put it on top or on the side of a gallon of paint when it is tinted. This label typically has all of the information above and can sometimes have a barcode that can be scanned to indicate the order number from when the paint was purchased as well. This is especially important if the paint was mixed to a custom color or matched to a different manufacturers color.
Step-by-Step: How to Start Your Paint History
1. Download the Free Spreadsheet
Get the most comprehensive, ready-to-use Paint Documentation Spreadsheet available.
With Bonus Information:
It includes color name/number lists from most of the major U.S. paint manufacturers and their RGB and HEX codes.
👉 Click here to download the Paint Documentation Spreadsheet
2. Enter Past Paint Info
Go through your old paint gallons already in storage. Walk through your home or business and record what you know. Even partial info is better than nothing!
3. Add New Projects Immediately
Each time you paint, update the spreadsheet as part of your prep or clean-up process. Snap a photo of the paint can label for backup and at the same time, use a permanent marker to write which room or surface the paint is being used in on the gallon of paint itself.
4. Back It Up
Store the file in a cloud service like Google Drive, Dropbox, or iCloud, so it's never lost if your computer crashes. You can also email the document to yourself—make the subject of the email “Paint Colors” or “Paint History” for easy searching in the future.
5. Print a Copy (Optional)
Tape a printed version inside a utility closet or nearby where you store your paint for quick reference.
Final Thought
You don’t have to be a professional to be organized. Whether you’re a homeowner, landlord, or small business owner, this simple habit can save you hundreds of dollars and hours of future frustration.
If you are a professional painter, you should share this with your clients—better yet—fill it out for them and present it as an added value when you finish their project.
Start your paint documentation today—and thank yourself later!
