Auto Repair Invoice Template
A free invoice for mechanics and auto shops. Parts and labor have their own tables, and the vehicle box has room for the VIN, plate and mileage.
Need the matching estimate, work order and receipt? Get all 6 in one design, plus spreadsheet versions that add up the totals, for $24. See the auto repair paperwork pack
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Or get all 6 matching documents in the auto repair paperwork pack for $24.
View full pageWhat's on this invoice
- Your shop name, logo, address, phone, email, and your hours or state registration number
- Invoice number, date, work order number and when payment is due
- Customer details, and the vehicle: year, make, model, VIN, plate, mileage in and mileage out
- A parts table with part number, quantity, unit price and amount
- A labor table with what was done, hours, rate and amount
- Shop supplies, other fees, sales tax, total, amount paid and amount due
- "Recommended for your next visit", for work that can wait
- Old parts: returned to the customer or disposed of by the shop
How to fill it in
- Add your shop details and logo, then save it as your master copy.
- Give each invoice a new number, and copy the work order number from the repair order.
- Fill in the customer and vehicle. Write the mileage when the car came in and when it left.
- List each part with its part number. If a part is used or rebuilt, say so in the Part column.
- List the labor by job, with the hours and your rate. Name the problem you fixed, not just the part.
- Add shop supplies and sales tax, and subtract anything the customer already paid.
- Note any work that can wait, tick what happened to the old parts, and print it or save it as a PDF.
Parts and labor, kept apart
Customers read a repair bill line by line. Separate tables let them see what the parts cost and what the work cost, and many states tax the two differently. The sample shows a typical visit: $414.00 in parts, $588.00 in labor, $18.00 in shop supplies and $28.98 in tax on the parts, for $1,048.98.
The invoice is also the last line of the customer's vehicle maintenance log, if you hand those out.
Questions
- Do I charge sales tax on parts and labor?
- It depends on your state. Many states tax parts but not repair labor, some tax both, and a few tax neither. Check with your state's tax department. The Sheets and Excel versions in the pack have a separate tax rate for parts and for labor, so you can set each one.
- Does my state require anything on a repair invoice?
- Some states have rules about what a repair invoice must show, such as marking used or rebuilt parts, or printing the shop's registration number. Check your state's consumer protection or motor vehicle office. The template has room for a registration number under your address.
- What are shop supplies?
- A small charge for things used on the job that don't get their own line, like cleaners, rags and lubricants. Many shops charge a flat amount or a small percent of labor. If you don't charge it, leave it at 0.
- Can I use this as a mechanic invoice?
- Yes. It works for independent mechanics, mobile mechanics, auto shops and garages. If you work out of your truck, put your phone number where the hours go.
- What if the customer pays only part of it?
- Write what they paid in the Paid line, and the amount due updates in the Sheets and Excel versions. Give them a receipt for the payment. The pack has one in the same design.