Computer Repair Invoice Template

Free invoice templates for computer repair technicians built for parts and labor, diagnostic fees, and service call. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: computer repair invoice, computer repair bill, or pc fix invoice.

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Download Free Computer Repair Invoice Templates

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

Custom Computer Repair Invoice Template

Best for:

Logo, ticket and asset ID fields.

Editable Computer Repair Invoice Template

Best for:

Edit rates, parts list, rush fees.

Printable Computer Repair Invoice Template

Best for:

Totals, diagnostics, warranty, signatures.

Free Computer Repair Invoice Template

Best for:

Device, model, issue, parts, labor.

How to Invoice for Computer Repair

Keep it simple, get approval fast, and bill with zero surprises.

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In 5 Steps:

Open a work order, capture the client’s info and the device details.
Diagnose the issue, log time, and get approval on the estimate before repair.
Record labor done and parts used, note serials and warranties.
Request a parts deposit when ordering gear, then proceed with the job.
Finish the work, apply any deposit, add taxes and terms, then send the invoice.

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What to Include in a Computer Repair Invoice

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

Business name, address, phone, email
Client name, billing address, phone, email
Invoice number, issue date, due date
Work order or ticket number
Device make, model, serial or asset tag
Problem description and service summary
Technician name and business license ID
Data-handling consent and any login or recovery keys provided
Parts details SKU and warranty, tax on parts if applicable, check local rules
Labor hours and rate, payment terms, deposit received, balance due

Billing Scenarios for Computer Repair Technicians

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

Diagnostic Fee; Estimate Preparation

Diagnostic only, client declines repair

This captures time spent even when no repair is approved.

Onsite Service Call; Travel Fee

On-site service with travel

This separates time on site from the cost of getting there.

After-Hours Surcharge; Labor

Emergency after-hours repair

Urgent work outside normal hours carries a premium plus standard labor.

Data Backup; OS Reinstall

Data backup and OS reinstall

Set clear due dates, fees, and accepted methods, and place them near the balance due.

Parts Deposit; Replacement Part

Hardware replacement with a parts deposit

The deposit secures the order and the part itself is billed when installed.

Remote Support; Minimum Service Charge

Short sessions still meet the minimum so the visit is worth scheduling.

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Service calls and parts for computer repair

Itemize parts, labor, diagnostics, service call, and warranties with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Diagnostic assessment

Item

First look at a device issue

Flat fee or Time × hourly rate. Document findings to anchor scope and estimate next steps.

On-site service call

Item

You travel to the client

Trip fee per visit. Covers drive time and setup; capture address and access notes.

After-hours emergency service

Item

Nights, weekends, or holidays

Surcharge per visit. Apply on top of regular labor for priority response outside normal hours.

Malware removal & tune-up

Time

Slow PC, pop-ups, high CPU

Time × hourly rate. Remove threats, optimize startup, and verify protection status with a clean bill of health.

OS reinstall & updates

Time

Corrupted OS or major upgrade

Time × hourly rate. Back up first, then reinstall OS, drivers, and updates; confirm activation and device manager is clean.

Data backup & transfer

Time

Moving data or safeguarding files

Time × hourly rate. Copy user data to target drive or cloud; verify integrity and restore paths.

SSD drive (part)

Item

Taxable

Replacing HDD or failed SSD

Qty × unit cost × (1 + markup%). Specify capacity and form factor; record warranty info.

Laptop screen (part)

Item

Taxable

Cracked or dead display

Qty × unit cost × (1 + markup%). Match model and resolution; inspect hinges and bezel clips.

Hardware install labor

Time

Fitting parts: SSD, RAM, PSU

Time × hourly rate. Includes disassembly, install, firmware checks, and post-test; note any retained parts.

E-waste disposal & data wipe

Item

Hauling away old hardware

Per item. Provide certificate of secure wipe and proper recycling; list serials collected.

Save and reuse your repair parts and rates

Create a free account and save diagnostics, labor rates, parts, and call fees once, so nothing gets retyped.

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Common Computer Repair Invoicing Mistakes

If invoices cause friction, it costs time and trust. Use these fixes to keep jobs clean and paid.

Mistake

How to fix it

Missing approval for work beyond the estimate delays payment and sparks disputes.

State an approval threshold in your estimate and capture written or recorded consent before proceeding.

Bundling parts and labor into one line hides value and weakens warranty support.

Separate parts and labor, include part identifiers and time worked so claims are easy to verify.

Record the device details on every invoice and match them to the work order.

Set clear due dates, fees, and accepted methods, and place them near the balance due.

Vague service descriptions make the invoice look padded and invite pushback.

Use concise verbs, list what you did and when, and note any client-approved changes.

Skipping data privacy and data-loss disclaimers exposes you to claims.

Add a plain consent statement, note backup status, and include limits of liability, check local rules.

Computer Repair Invoice FAQs

Line items for diagnostics, labor, parts, rush fees, and on-site trips for repair shops and IT technicians. Get paid faster with clear answers.

How should I bill for diagnostics if the client approves the repair?

Charge a flat diagnostic that applies to the job once approved. Example: “Diagnostics: credited with repair: $49,” and “Labor: Malware removal 2.0 hrs @ $95/hr = $190.”

What labor rate and minimum increment should a PC technician use?

Set an hourly rate with a clear minimum. Example: “Labor: On-bench minimum 0.5 hr @ $110/hr = $55; Additional time 1.0 hr @ $110/hr = $110.”

How do I show parts and markup for replacement components?

List each part with brand, part number, and your markup. Example: “SSD: Samsung 970 EVO 1TB, PN MZ-V7E1T0, cost $85, markup 25% = $106.25.”

Can I charge a bench fee if the client declines the repair?

Yes. State it up front and keep it non-refundable. Example: “Bench fee: diagnosis and teardown if no repair authorized: $45.”

How do I price data recovery and evaluation?

Use an evaluation fee plus tiered recovery labor. Example: “Data recovery evaluation: $79. If approved, Recovery: 3.0 hrs @ $150/hr = $450.” Rules vary—check local rules.

What belongs on on-site service for a field visit?

Add a trip fee, mileage or zone, and any after-hours surcharge. Example: “On-site trip fee: $35; Mileage 18 miles @ $1.00 = $18; After-hours surcharge 20% = $42.”

How do I list software licensing and activation keys on the invoice?

Create a separate section for licenses and note the license term. If you’re using a Computer Repair Invoice Template, include “Software Licenses” with key, seat count, and term. Example: “Windows 11 Pro OEM license: 1 seat: key ending ****-3X9Q: $149.”

Do I charge sales tax on labor vs parts?

Many states tax parts but not labor. Example: “Parts subtotal $212.50, Sales tax 7% = $14.88; Labor subtotal $190.00, Tax $0.” Rules vary—check local rules.