Oil Change Invoice Template

Free invoice templates for oil change services built for parts and labor, oil and filter, and disposal fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: oil change invoice, oil change bill, or synthetic oil change invoice.

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Download Free Oil Change 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 Oil Change Invoice Template

Best for:

Logo, package names, membership fields.

Printable Oil Change Invoice Template

Best for:

Clean totals, oil type, viscosity, signatures.

Editable Oil Change Invoice Template

Best for:

Edit labor, fluid qty, add inspections.

Free Oil Change Invoice Template

Best for:

Service, weight, filter, mileage, next due.

How to Invoice as an Oil Change Technician

Scope the job, service the car, record the facts, apply any deposit, and send a clear invoice with easy ways to pay.

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In 5 Steps:

Confirm vehicle details, oil spec, and pricing with the client, then open a work order.
If required, collect a booking deposit and note it with the work order.
Complete the service and record odometer in/out, oil type, quantity, and filter used.
Build the invoice from the work order with separate lines for parts and labor plus any fees.
Apply the deposit as a credit, add taxes per rules, set the due date, and send the invoice with payment options.

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What to Include in an Oil Change Technician Invoice

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

Business name, logo, contact info, and license # if required (check local rules).
Client name, phone, and email.
Invoice number and issue date.
Work order or PO # and deposit/credit reference.
Vehicle details: year, make, model, VIN or plate.
Odometer reading in and out.
Service location (shop address or mobile site).
Oil spec/viscosity and total quantity used.
Filter brand and part number.
Payment terms, due date, accepted methods, and tax/fees breakdown (check local rules).

Billing Scenarios for Oil Change Technicians

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

Oil & Filter Change; Labor

Basic oil change on a passenger vehicle

Shows the base service and the time spent.

Full Synthetic Oil; Premium Filter

Client requests full synthetic oil

Prices the upgrade by listing the actual products used.

Additional Oil (per quart); Extra Capacity

Engine takes more oil than standard capacity

Explains why the total is higher on larger engines.

Drain Plug/Washer Replacement; Minor Repair Labor

Worn or stripped drain plug or crush washer

Follow the rules for what is taxable and show the math clearly; check local rules.

Used Oil Recycling; Environmental Fee

Required used-oil recycling and handling

Discloses mandatory handling costs in plain terms.

Mobile Service Call; Travel/Mileage

Separates the service from the trip so distance is transparent.

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What oil change techs usually bill for

Include labor, oil type, filter, shop supplies, and disposal fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Oil change labor

Time

Scheduled oil service or change

Time × hourly rate. Include vehicle, viscosity spec, and torque notes.

Engine oil (per quart)

Item

Taxable

Adding correct oil type and amount

Qty × unit cost. Record brand and weight meeting OEM spec.

Oil filter

Item

Taxable

Replacing the oil filter

Qty × unit cost. Attach part number; show markup if used.

Crush washer/gasket

Item

Taxable

When crush washer is single-use

Qty × unit cost. Replace to prevent drips; note size/type.

Drain plug replacement

Item

Taxable

If drain plug is damaged

Qty × unit cost. Use OEM or equivalent; document damaged hardware.

Used oil & filter disposal

Item

Recycling used oil and filter

Pass-through as billed. Show recycler name and pickup date.

Skid plate or cover removal

Time

Vehicle has a skid plate

Time × hourly rate. Labor to remove/reattach underbody shields.

Service reminder reset

Time

After oil service completed

Time × hourly rate. Scan tool or manual reset documented.

Tire rotation add-on

Time

Customer requests tire rotation

Time × hourly rate. Rotate per pattern; torque specs noted.

Windshield washer fluid

Item

Taxable

Low washer fluid at check-in

Qty × unit cost. Refill reservoir; note dilution or concentrate.

Save and reuse your oil change rates and fees

Create a free account and save labor rates, oil types, filter prices, and disposal fees once, so nothing gets retyped.

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Common Oil Change Invoicing Mistakes

Invoices fall apart when facts are missing or charges feel muddy. Use these fixes to keep payments smooth and disputes rare.

Mistake

How to fix it

Missing vehicle and odometer details leads to warranty questions and delays.

Record year, make, model, VIN or plate, and in/out mileage on every job.

Not stating oil spec and quantity leaves you exposed if the engine fails.

List the exact viscosity, grade, and total quarts used so the spec is documented.

Show the service time separately from the products so clients see what they’re paying for.

Follow the rules for what is taxable and show the math clearly; check local rules.

No approval or signature on the work order makes disputes hard to win.

Capture signed or written approval before starting and reference it on the invoice.

Forgetting to apply a deposit causes overbilling and refund hassles.

Track deposits by job, show the credit, and subtract it from the balance due.

Oil Change Invoice FAQs

Price oil types, disposal fees, fleet POs, extra quarts, shop supplies, and warranty notes with an Oil Change Invoice Template. Fast, accurate billing, clear answers.

How should I price synthetic vs conventional oil changes?

Use separate lines for oil type, filter, and labor. Example: 0W-20 full synthetic 5 qt @ $9.00/qt = $45.00; Oil filter PF1234 = $8.00; Labor 0.3 hr @ $110/hr = $33.00.

What do I charge for extra quarts on trucks and SUVs?

Set a base that includes up to 5 quarts, then add per-quart pricing. Example: Extra oil 2 qt @ $9.00/qt = $18.00.

Can I bill for removing an underbody shield or skid plate?

Yes. If a lube tech must remove and reinstall a cover, add labor and any clips. Example: Skid plate R&R 0.3 hr @ $110/hr = $33.00; Fastener kit = $4.00.

How do I show the environmental disposal fee to keep it compliant?

List used-oil disposal and shop supplies as separate lines. Rules vary—check local rules. Example: Used oil disposal = $3.00; Shop supplies 5% of parts and labor = $4.30.

Fleet work: what needs to be on the bill for company vehicles?

Include unit number, PO, VIN, plate, mileage, and driver name. Add payment terms. Example: “Unit 24 • PO 56789 • VIN 1G… • Net 30” plus Service admin fee = $2.00.

How do I handle a stripped drain plug or damaged pan threads found during service?

Get approval, then add parts and labor. Example: Drain plug repair kit = $12.00; Pan thread chase 0.2 hr @ $110/hr = $22.00.

Do I list a maintenance light reset and multi-point inspection as separate lines?

Yes. Your auto shop should show them for transparency, even at $0. Example: Maintenance light reset = $0.00; 15-point inspection = $0.00.

What terms work for comeback top-offs and warranty logs?

State a mileage/time window and note the oil spec the mechanic used. Example: Free top-off within 1,000 miles or 30 days = $0.00; Oil spec “Dexos1 Gen3” recorded.