Free auto repair invoice template
A repair order style invoice with the vehicle, VIN and mileage at the top, then diagnostics, parts, labor hours and shop supplies, each on its own line.
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Mile Marker Auto Service
Fort Worth, TX
Bill to
Jordan Pike, 2017 Honda Accord
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic, check engine light (code P0420) | 1 each | $120.00 | $120.00 |
| Front brake pads and rotors, labor | 1.5 hr | $130.00 | $195.00 |
| Front brake pads (ceramic) and two rotors | 1 set | $210.00 | $210.00 |
| Oxygen sensor, downstream | 1 each | $95.00 | $95.00 |
| Shop supplies (brake cleaner, rags, disposal) | 1 each | $25.00 | $25.00 |
- Subtotal
- $645.00
- Tax (8%)
- $51.60
- Total due
- $696.60
Notes
VIN 1HGCV1F3XHA000000, mileage in 84,210. Customer authorized repairs by phone. Old parts returned on request. 12-month or 12,000-mile warranty on parts and labor.
Download the auto repair invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Fill it online with these linesWhat to include on an auto repair invoice
- 1Year, make, model, VIN and odometer reading
- 2Customer complaint and what the diagnostic found
- 3Diagnostic fee
- 4Each part with part number, new or used or rebuilt, and price
- 5Labor hours per repair and the hourly rate
- 6Shop supplies and hazardous waste disposal fee
- 7How and when the customer authorized the work
- 8Parts and labor warranty, by months and miles
How auto repair shops and mobile mechanics usually bill
- Labor by book hours from a labor guide, times the shop rate, even if the job goes faster or slower
- Parts at a markup over cost
- A diagnostic fee, sometimes credited if the customer approves the repair
- A shop supplies fee, either flat or a small percentage of labor
- Flat prices for common services like oil changes and brake jobs
Payment terms
Auto repair is almost always paid at pickup, so "Due at pickup" or "Due on receipt" is standard. Many states have auto repair rules that call for a written estimate and customer approval before work over a set amount, and some let the customer ask for old parts back. Check your state rules and record how and when the customer approved the work. Fleet and business accounts may get Net 15 or Net 30 terms once you have a written agreement. Shops in many states can hold a vehicle until the bill is paid, but those rules vary, so confirm yours before relying on it.
General guidance, not legal or tax advice.
Common mistakes on auto repair invoices
- Not recording the VIN and mileage, which matter for warranty claims and returns
- Doing extra repairs without written or recorded approval from the customer
- Leaving out part numbers or whether parts are new, used or rebuilt
- Charging a shop supplies fee that was never mentioned on the estimate
Auto repair invoice questions
What should an auto repair invoice include?
Shop name and contact details, the vehicle year, make, model, VIN and mileage, the customer complaint, diagnostic findings, parts with part numbers, labor hours and rate, shop supplies, tax, the total, how the customer approved the work and the warranty.
Do mechanics charge for diagnostics if they also do the repair?
Some shops credit the diagnostic fee when the customer approves the repair, others always charge it. Say which you do on the estimate and show it on the invoice either way.
What is a shop supplies fee on a car repair bill?
It covers small items used on the job, such as cleaners, rags, lubricants and fluid disposal. Shops charge a flat amount or a small percentage of labor. List it on the estimate so it is not a surprise.
Do I need customer approval before doing auto repairs?
Many states require a written estimate and the customer's approval before work above a set amount, and approval again if the cost goes up. Check your state auto repair rules and write the approval on the invoice.
Is sales tax charged on parts and labor for car repairs?
It varies by state. Some tax parts only, some tax parts and labor. Check with your state revenue department. The tax rate in this sample is only an example.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for auto repair shops and mobile mechanics
Bill your next job from BillingOtter
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