Download Free Car Dealership 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 Car Dealership Invoice Template

Best for:

Logo, finance fields, PO and cost center.

Editable Car Dealership Invoice Template

Best for:

Edit pricing, rebates, trade-in, fees; save presets.

Printable Car Dealership Invoice Template

Best for:

Letter/A4 layout; OTD, taxes, signature lines.

Free Car Dealership Invoice Template

Best for:

VIN, stock number, OTD, tax, price breakdown.

How to Invoice as a Car Dealership

Make the deal clear, capture approvals, and deliver clean paperwork.

Free Online Invoice Generator

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In 5 Steps:

Pull the signed rental agreement and confirm dates, vehicle, and rate plan.
Capture pickup data: odometer in, fuel level, and any pre-existing notes with photos.
At return, record odometer out and fuel level, then add time, miles, and selected extras.
Add taxes and required fees, and post any dated incidentals like tolls or tickets, then check local rules.
Show the deposit or hold, apply it to the balance, and release any remaining amount.

Free Online Invoice Generator

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What to Include in a Car Dealership Invoice

These are the must-have fields that keep your invoice clear and compliant.

Invoice number and issue date
Dealership legal name, address, phone or email, dealer license #
Buyer and co-buyer legal names, billing address, and contact info
Vehicle details: year, make, model, trim, color, VIN, stock #
Odometer reading at delivery and odometer disclosure reference
Financing summary (cash or finance), lender name, APR, term, amount financed, application or account reference
Trade-in vehicle details, lienholder name, and payoff authorization reference
Tax rate, taxable vs non-taxable designation, and tax ID if required (check local rules)
Delivery date, delivery method or location, and titling or registration name
Signatures for buyer, co-buyer, and dealer representative plus acknowledgment of disclosures (privacy, arbitration, warranty or as-is), and check local rules

Billing Scenarios for Car Dealerships

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

Trade-in Allowance; Trade-in Payoff

Buyer trades in a vehicle with an outstanding loan.

Separating the credit and the payoff shows the net trade difference and avoids confusion.

Manufacturer Rebate; Dealer Discount

Manufacturer rebate plus a dealer discount.

Listing both makes incentives clear and prevents double-counting.

Service Contract; GAP Coverage

Buyer adds an extended service contract and GAP.

Splitting protection products shows each optional add-on and its terms.

Registration Fee; Title Fee

Government title, plate, and registration charges passed through.

Add how and when payment is due, including accepted methods and any split-pay plan. Put the balance due date near the totals.

Accessory Package; Installation Labor

Dealer-installed accessories before delivery.

Breaking parts and labor tells the buyer what was installed and reduces disputes.

Deposit Received; Deposit Applied

Showing both lines ties the receipt to the final invoice and closes the loop.

Free Online Invoice

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Standard charges and dealer fees for car dealerships

Show vehicle price, sales tax, title, registration, dealer fees, and add ons with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Documentation Fee

Item

Finalize sale paperwork

Qty × rate. Note the deal number and buyer name for audit trail.

Title & Registration Processing

Item

Pass-through as billed. Record VIN, plate type, and jurisdiction on the invoice.

Temporary Tag Permit

Item

Buyer needs a temp operating permit

Pass-through as billed. Attach the permit number and expiration in notes.

Emissions/Smog Certificate

Item

Vehicle requires a test/certificate

Pass-through as billed. Reference the station ID and certificate number.

Dealer Accessory Parts

Item

Taxable

Sell physical add-on parts

Cost × (1 + markup%). List part numbers; bill install labor separately to keep tax clean.

Accessory Install Labor

Time

Install dealer accessories

Hours × hourly rate. Note RO number and technician initials.

All-Weather Floor Mats

Item

Taxable

Add mats at sale or delivery

Qty × unit price. Specify make/model fitment; include SKU for inventory.

Pre-Delivery Inspection

Time

Prep vehicle before delivery

Hours × hourly rate. Use a standard checklist; attach completed PDI form.

Trade-In Payoff Handling

Item

Pay off customer’s lien

Flat fee or Qty × rate. Note lender name, account, and payoff good-through date.

Appearance Protection Package

Item

Tax Varies

Sell coating/tint bundle as one

Flat package price. If materials and labor can’t be split, use Tax Varies; otherwise separate lines.

Save and reuse your dealer fees and add ons

Create a free account and save doc fees, title and registration amounts, warranty plans, and accessory prices once, so nothing gets retyped.

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Common Car Dealership Invoicing Mistakes

Invoicing gets messy fast. Use these fixes to keep deals clean, cut disputes, and speed funding.

Mistake

How to fix it

Bundling vehicle price and extra charges into one line hides what the buyer is paying and creates distrust.

Break charges into clear groups such as vehicle, fees, and taxes. Keep each group on its own line so totals are easy to verify.

Leaving out the VIN or odometer reading slows registration and can stall delivery.

Capture the VIN and current odometer at the time of sale. Add them to your invoice header and double-check against the purchase paperwork.

Use your current tax matrix and map each fee to the correct rule. If rules differ by product or location, check local rules.

Add how and when payment is due, including accepted methods and any split-pay plan. Put the balance due date near the totals.

Omitting the dealer license or sales tax ID weakens compliance and can delay title work.

Show your dealer license number and sales tax ID in the header. Keep them current and visible on every invoice.

Skipping signatures or acknowledgment boxes invites disputes about what was agreed.

Capture buyer acceptance with e-signature and initials where needed. Include references to the bill of sale and required disclosures.

Car Dealerships Invoice FAQs

Itemize doc fees, trade-in payoffs, F&I add-ons, service labor, and taxes the right way. Use our Car Dealerships Invoice Template. Get clear answers.

What should a vehicle sale invoice include?

List VIN, year, make, model, negotiated price, dealer-installed accessories, doc fee, taxes, title and registration, trade-in, rebates, and balance due. Example: Vehicle Price $28,995; Dealer Tint $299; Documentation Fee $299; Sales Tax $1,875; Title $33; Registration $75; Rebate -$500; Balance Due $31,076.

How do I show a trade-in with an outstanding loan payoff?

Show the trade-in allowance and the lien payoff as separate lines. Example: Trade-In Allowance -$10,000; Payoff to ABC Bank $7,500; Net Trade Credit -$2,500 applied to the taxable base per state rules.

Are doc fees capped and how should they appear?

Rules vary—check local rules. Show one flat line with the exact amount and whether it is taxed. Example: Documentation Fee $299.

How do I itemize F&I add-ons like GAP or a service contract?

List each add-on with the provider and term. Example: GAP Coverage (XYZ Admin, 60 months) $795; Vehicle Service Contract (Platinum, 84 months/100k) $1,995.

How do service department labor hours and parts show up?

Use flat-rate hours times your posted rate, list parts with part numbers, and include shop supplies if used. Example: Labor 1.5 hr @ $140 $210; Brake Pads PN 12345 $89; Shop Supplies $12; Hazardous Waste $4.

How do I handle deposits and non-refundable order fees?

Record the deposit as a credit with date and method, then apply it to the balance at delivery. If a factory order fee is non-refundable, label it clearly. Example: Deposit Received 06/10 $1,000 credit; Factory Order Fee $250 non-refundable.

How do I show state sales tax, title, and registration?

Tax the correct base after trade-in credits and before rebates if that is your state rule. List title and registration as pass-through fees. Example: Taxable Base $26,495; State Sales Tax 6.25% $1,656; Title $33; Registration $75. Rules vary—check local rules.

For fleet deals with upfitting, can I use progress billing?

Yes. Set milestones like deposit, upfit completion, and delivery, then bill each stage. Example: Milestone 1 Deposit $5,000; Milestone 2 Upfit Install 50% $15,000; Final Delivery Balance $10,000 with upfit parts listed by vendor.