Download Free Auto Body Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Auto Body Invoice Template

Best for:

Logo, RO claim fields, insurer DRP sections.

Editable Auto Body Invoice Template

Best for:

Edit parts, labor hours, materials, supplements.

Printable Auto Body Invoice Template

Best for:

Repair lines, blend notes, tax, signatures.

Free Auto Body Invoice Template

Best for:

Panels, paint codes, parts, labor, estimate link.

How to Invoice as an Auto Body Shop

Track approvals and work in real time so your invoice mirrors the estimate, the claim, and the customer’s payment.

Free Online Invoice Generator

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In 5 Steps:

Start with a signed estimate and repair authorization, capturing VIN, photos, and claim details.
If it’s customer-pay, collect a deposit before ordering parts and log labor, parts, and approvals as work progresses.
Build the invoice from your work order, capturing labor by type, all parts with identifiers, and any vendor services.
Apply the deposit or deductible, then add required fees and taxes to calculate the balance due.
Review totals with the customer or adjuster, collect payment, and issue a paid invoice with delivery and warranty notes.

Free Online Invoice Generator

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What to Include in an Auto Body Invoice

These are the must-have fields for clear, accurate, compliant invoices.

Business name, address, contact info, and repair facility license #
Customer name, contact info, and billing address
Vehicle details: year/make/model, VIN, plate, and odometer
Invoice # and date, plus Repair Order (RO) #
Insurance details: insurer, claim #, policy #, date of loss, and adjuster contact
Estimate or inspection # and version
Labor categories and rates (body, paint, frame, mechanical) with hours per category
Parts list with part #, description, source (OEM/aftermarket), quantity, and unit price
Sublet services with vendor name and outside invoice reference
Deposits, deductible, credits, payment terms, taxes on taxable items with rate and basis, warranty, and authorization/delivery signatures (check local rules)

Billing Scenarios for Auto Body Shops

How to label charges so every invoice makes sense the moment your clients see it.

Insurance deductible (customer pays); Insurer payment (assignment of proceeds)

Insurance claim where the customer owes a deductible

This shows who pays what so the balance matches the claim payout.

Supplemental labor; Supplemental parts

Extra damage found after teardown that was approved by the adjuster

It documents additions beyond the original estimate with clear approvals.

Sublet alignment; Sublet ADAS calibration

Third-party work needed, like wheel alignment or ADAS calibration

It shows pass-through vendor charges tied to the repair.

Blend adjacent panel; Paint materials

Refinish work requires blending adjacent panels for color match

Include your license or registration number and any required IDs plus VIN, plate, and odometer on every invoice.

Vehicle storage (per day); Late pickup fee

Vehicle remains on site after repair completion or beyond free days

It sets expectations on storage costs and encourages timely pickup.

Towing; Hazardous waste disposal

It connects logistics and environmental handling to the repair job.

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What collision shops usually bill for

Break out parts and labor, paint and materials and supplies with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Damage Blueprint & Estimate

Time

First look after a collision

Hours × hourly rate. Document repair plan, parts list, and photos to align expectations and reduce supplements.

Frame Pull & Measure

Time

Structure is out of spec

Hours × hourly rate. Use measurement system and pulls to restore factory dimensions before panel work.

Panel Repair (Dent/Crease)

Time

Metal can be saved

Hours × hourly rate. Hammer/dolly, fill, and finish to OEM standard to avoid unnecessary replacements.

Panel Replacement Labor

Time

Panel is beyond repair

Hours × hourly rate. Remove damaged panel, prep mating surfaces, install new panel, and verify fitment.

Refinish Base/Clear

Time

Painted surface needs renewal

Hours × hourly rate. Prep, mask, apply base/clear, then bake per manufacturer tech sheets for durability.

Blend Adjacent Panel

Time

Color match requires blending

Hours × hourly rate. Fade color into neighboring panel to achieve an invisible match after refinish.

Pre/Post Scan & Codes

Time

Any modern vehicle repair

Hours × hourly rate. Scan before and after repairs to capture DTCs, perform health checks, and attach reports.

ADAS Calibration

Time

Sensors/cameras touched

Hours × hourly rate. Calibrate radar, camera, or lidar targets per OEM procedure and document results.

Paint & Materials Charge

Item

Consumables used in refinish

Qty × unit rate. Booth time, tape, paper, hardeners, and reducers; itemize as a materials charge tied to refinish labor.

OEM Replacement Part

Item

Taxable

Factory part is required

Part cost × (1 + markup%). Use VIN to verify fit, retain invoices, and note any backorders or supersessions.

Save and reuse your auto body rates and fees

Create a free account and save labor rates, parts pricing, paint and materials, and shop fees once, so nothing gets retyped.

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Common Auto Body Invoicing Mistakes

Busy shops miss details that slow payment and spark disputes. Use these quick fixes to keep invoices clean, compliant, and easy to approve.

Mistake

How to fix it

Lump-sum pricing with no hours, rates, or parts detail creates mistrust and delays payment.

Itemize labor by type with hours and rates and list each part with its identifier and price, then total clearly.

Shop jargon and abbreviations confuse buyers and adjusters and invite questions.

Write in plain words and add short definitions the first time you use a term so anyone can follow the invoice.

Show the tax rate, the taxable base, and which items are non-taxable, and note that rules vary and to check local rules.

Include your license or registration number and any required IDs plus VIN, plate, and odometer on every invoice.

Not showing deposits or prior credits makes the total due look inflated and sparks disputes.

Record deposits as prior payments and subtract them visibly from the balance so the math is obvious.

No payment terms or late policy leads to slow pay and chargebacks.

Set a clear due date, list accepted methods, and state late fees or card surcharges where allowed.

Auto Body Invoice FAQs

Real body shop billing help for collision repair jobs: parts, paint, scans, storage, supplements, and terms. Use with your Auto Body Invoice Template, clear answers.

How do I bill for OEM vs aftermarket parts on insured repairs?

List the part type on each line and show your markup. If the carrier requires aftermarket, note it in the description. Example: “Front Bumper Cover, OEM, part 12345 - $465 plus 20% markup.”

What’s the right way to show paint and materials?

Use a paint materials rate or a materials multiplier, as your shop policy allows. Keep it separate from labor. Example: “Paint Materials, 6.0 refinish hrs x $40 per hr - $240.”

Can I charge for pre and post scans and calibrations?

Yes, if required by the manufacturer or your shop SOPs. Note the system and whether a sublet vendor performed it. Example: “Pre/Post Scan, sublet to ADAS Pro - $120” and “Front Radar Calibration - $210.”

How are body and frame labor rates separated on the invoice?

Use distinct labor categories since frame work often bills higher. Show hours and rates for each. Example: “Body Labor, 8.0 hrs x $70 - $560” and “Frame/Structural, 3.0 hrs x $95 - $285.”

When can I add storage and tow-in fees?

After a reasonable grace period or as allowed by state rules. Post your daily rate in your terms. Example: “Vehicle Storage, 3 days x $50 - $150” and “Tow-in from scene - $125.”

How do supplements work after teardown when the estimate missed damage?

Write a supplement with added parts and hours, then get approval from the carrier or customer. Add it as separate lines with notes. Example: “Supplement 1: Hidden apron damage, 2.5 body hrs x $70 - $175; Apron panel - $132.”

How do I bill sublet work like glass, ADAS calibration, or alignment?

Show the vendor and pass-through cost with any agreed markup. Attach the vendor receipt in case of an insurance claim. Example: “Windshield R&R, sublet to ClearGlass - $285, 10% markup - $313.50.”

How should deductibles and betterment be shown on the final invoice?

List the deductible as a separate customer payment due and show betterment reductions on the affected parts. Keep the math visible. Example: “Customer Deductible - $500” and “Tire Betterment 30% on $150 - minus $45.”