Download Free Auto Repair and Mechanic Invoice Templates

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Custom Auto Repair Invoice Template

Best for:

Logo, colors, service codes, terms.

Printable Auto Repair Invoice Template

Best for:

Clean totals, tax, RO#, VIN, signatures.

Editable Auto Repair Invoice Template

Best for:

Edit rates, parts, labor; save defaults.

Free Auto Repair Invoice Template

Best for:

Parts & labor lines, RO#, VIN, tax-ready.

How to Invoice for Auto Repair

Simple steps from work order to paid, with clear approvals and deposits.

Free Online Invoice Generator

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In 5 Steps:

Open a repair order, confirm scope and rates, and get written authorization plus any required deposit.
Diagnose the vehicle, log findings and approvals, and update the work order.
Complete the work, record labor time and parts used, and road test the car.
Calculate totals with tax on parts and any regulated fees, apply the deposit, and set the balance due.
Send the invoice with payment options and due date, then attach warranty info.

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What to Include in an Auto Repair Invoice

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

Invoice # and Repair Order #
Issue date, service dates, and payment due date
Business name, address, contact, and repair facility license # (check local rules)
Customer name and contact
Vehicle year, make, model, VIN, and plate #
Odometer in and out
Authorization name or signature and timestamp
Labor rate and total labor hours
Parts list with part numbers, brand, and tax on parts
Payment terms, accepted methods, and warranty terms

Billing Scenarios for Auto Repair Shops

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

Diagnostic fee; Scan time

Check engine light diagnosis only

Shows you are charging to test and interpret, not to replace parts blindly.

Brake pad set (axle); Rotor resurfacing

Brake job with rotor machining

Separates parts from machining so the labor is clear.

Labor only; Customer-supplied parts

Customer brings their own parts

Clarifies no markup and limits warranty on parts.

Tow-in; Vehicle storage (per day)

Tow-in and overnight stay

State parts and labor warranty in months or miles and note what is excluded and how to claim.

Emergency call-out; After-hours labor

After-hours emergency repair

Flags the premium for off-hours response.

Battery; Core charge

Shows the refundable core so the customer knows to bring back the old one.

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Common charges and shop fees for auto repair shops

Itemize parts and labor, diagnostics, shop supplies, hazardous waste, and warranty terms with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

General repair labor

Time

Any approved mechanical repair

Hours × hourly rate. Note steps, specs, and test drive.

Diagnostic scan (OBD-II)

Time

Check engine light or drivability issue

Hours × hourly rate. Include codes and an initial test plan.

Brake pad set (axle pair)

Item

Taxable

Front or rear pad replacement

Qty × unit cost × markup factor. Record brand and warranty.

Tire (each)

Item

Taxable

Replace worn or damaged tire

Qty × unit cost × markup factor. Include size and speed rating.

Mount & balance tires

Time

Installing new or used tires

Hours × hourly rate. Note valve stems and weights if used.

Wheel alignment

Time

Steering pull or tire wear

Hours × hourly rate. Save pre and post alignment specs.

Engine oil (per quart)

Item

Taxable

Oil change or top-off

Quarts × unit cost × markup factor. List viscosity and OEM spec.

After-hours surcharge

Item

Work outside posted hours

Qty × after-hours rate. Confirm authorization on the repair order.

State inspection / smog test

Time

Annual inspection or emissions test

Flat time × hourly rate. Attach pass/fail and certificate ID.

Hazardous waste disposal

Item

Fluids, filters, or batteries removed

Pass-through as billed. Note waste type per state rules.

Save and reuse your shop rates and fees

Create a free account and save diagnostics, labor rates, part prices, and shop fees once, so nothing gets retyped.

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Common Auto Mechanic Invoicing Mistakes

Repairs move fast and details get missed, which leads to chargebacks and delays. Use these fixes to keep invoices clean and disputes rare.

Mistake

How to fix it

Leaving out the VIN or odometer makes the job hard to verify and hurts resale records.

Capture VIN, plate, and odometer in and out on every job to tie the work to the exact vehicle.

Mixing parts and labor in one line hides the rate and triggers price disputes.

Keep parts and labor on separate lines with hours and a clear labor rate so value is easy to see.

Get a signature before work starts with the estimate, work order number, and approval notes attached.

State parts and labor warranty in months or miles and note what is excluded and how to claim.

Not showing taxes and required fees looks like padding at checkout.

Itemize taxes and any required fees and add “check local rules” to note that rates can vary.

Forgetting to apply the deposit makes the balance look higher than it is.

Record deposits as credits on the final invoice and show the new balance due with the due date.

Auto Repair Invoice FAQs

Get paid right for diagnostics, labor, parts, shop supplies, disposal, inspections, and warranties. Use our Auto Repair Invoice Template for clear answers.

How should a mechanic bill diagnostic time?

Bill scan and test time as labor, often in 0.3 or 0.5 hour blocks. Credit part of it if the repair is approved. Example line: “Engine diagnostic, 0.8 hr @ $120/hr = $96.”

What’s the right way to show parts markup and core charges?

List the part at your sell price and show the core as a separate refundable item. Note the expected core return date. Example lines: “Alternator, reman, $289.00” and “Core charge, $60.00.”

How do I list labor using flat-rate times vs actual hours?

Pick one method per job and label it. Use the labor guide time or your clocked time, then your shop rate. Example line: “Front brake labor, 1.2 hr @ $125/hr = $150.00.”

Can I charge shop supplies and hazardous waste disposal?

Yes, but cap supplies as a small percent with a max and itemize disposal. Rules vary—check local rules. Example lines: “Shop supplies, 5% capped at $25 = $18.50” and “Fluid disposal, $6.00.”

How do I handle customer-supplied parts and warranty disclaimers on the invoice?

Bill labor only and add a clear no-warranty note for the customer’s part. If you charge a handling fee, list it. Example lines: “Install customer alternator, 1.2 hr @ $120/hr = $144” and “No warranty on customer-supplied parts.”

What belongs on a tire and wheel job bill: mount, balance, TPMS, disposal?

Break out each step so the customer sees the work. Include torque spec and any valve or TPMS kit. Example lines: “Mount and balance, 4 tires @ $18 = $72,” “TPMS rebuild kits, 4 @ $7 = $28,” “Tire disposal, 4 @ $4 = $16.”

How should I show sublet services like alignment or programming from another shop?

Mark it as sublet, note the vendor, and add your agreed markup if any. Keep the vendor invoice on file. Example line: “Sublet four-wheel alignment by ABC Alignment, $89.00.”

How do I handle estimate changes and authorization before updating the invoice?

Create a change-order line with the date, time, and who approved it. Add the extra labor and parts as new items. Example line: “Change order: approved by J. Smith 3:14 PM, add rear pads + 0.8 hr, $178.00.”