Free Auto Repair Invoice Template
Bill parts and labor on separate lines and keep a record of the vehicle you worked on.
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Brake pads, front | 1 | set | $140.00 | $140.00 |
| Rotor resurfacing | 2 | each | $30.00 | $60.00 |
| Oil change, synthetic | 1 | each | $75.00 | $75.00 |
| Diagnostic scan | 1 | each | $95.00 | $95.00 |
| Labor | 2.5 | hours | $120.00 | $300.00 |
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Brake pads, front | 1 | set | $140.00 | $140.00 |
| Rotor resurfacing | 2 | each | $30.00 | $60.00 |
| Oil change, synthetic | 1 | each | $75.00 | $75.00 |
| Diagnostic scan | 1 | each | $95.00 | $95.00 |
| Labor | 2.5 | hours | $120.00 | $300.00 |
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Auto Repair invoice designs
Pick a look you like. Each example is made with the tool above, so you can change anything.
Sample auto repair line items
Common billable items. Prices are examples only.
- Brake pads, front1 set at $140.00
- Rotor resurfacing2 each at $30.00
- Oil change, synthetic1 each at $75.00
- Diagnostic scan1 each at $95.00
- Labor2.5 hours at $120.00
Invoicing for auto repair businesses
Most customers do not know what a repair should cost, so every line on the bill gets a close look. They want to know what broke, what you replaced and how long it took. They also remember the number you gave them on the phone. A clean auto repair invoice that splits parts from labor and records the vehicle details builds trust and protects the shop. It also gives you paperwork to point to if the same car comes back with a question.
Common auto repair billing headaches, and how to handle them
Getting approval before you start the work
A customer says yes on the phone, then is surprised by the total. Switch the tool to Estimate, list the work and parts, and have the customer sign on the signature line before you pick up a wrench. Some states require written estimates for auto repair, so check your state's rules. When the job is done, switch to Invoice and keep the same lines.
Parts versus labor, and how labor is billed
Customers often assume the part is most of the cost. Show each part as its own line, then bill labor in hours with your hourly rate. The math is visible, and a long repair looks fair instead of padded. If you use flat-rate times, say so in the notes.
Diagnostic fees, shop supplies and core charges
These small lines cause the most arguments. Put the diagnostic on its own line, and say in the notes whether it is credited toward the repair. If you charge shop supplies or a core charge for returning old parts, list them as separate items with a short description, so they do not look like hidden fees.
Losing track of which car you worked on
A returning customer may have two vehicles, or a fleet. Put the year, make, model, VIN and mileage in the Notes box on every invoice. Use saved business details so your shop name and phone are filled in each time, and let the invoice number count up so every job has its own record.
What to include on a auto repair invoice
- Your shop name, address, phone and any license number your state requires
- Customer name and contact details
- Vehicle year, make, model, VIN and mileage
- Each part listed on its own line with a quantity and price
- Labor in hours with your hourly rate
- Diagnostic fee, and whether it was credited
- Shop supply and disposal fees, if you charge them
- Core charges for returned parts
- Warranty on parts and labor, with time or mileage limits
- Payment methods you accept and the date the vehicle was picked up
Tips for getting paid faster
- Get approval in writing. Use an estimate with a signature before any extra work, and note the approval on the invoice.
- Collect at pickup. Have the invoice ready when the customer arrives, and list card, cash and check in the payment instructions.
- Add a next-service note. A line about the next oil change or inspection brings customers back.
Download a blank template
Blank files are coming soon.