What is an auto repair invoice?
An auto repair invoice is the bill a mechanic or repair shop gives a customer when a vehicle is serviced or repaired. It lists the parts installed, the labor performed and any fees, along with the vehicle details. It is also the customer’s service record and often the document needed for a warranty claim.
This free template includes fields for the vehicle, VIN and mileage, separates parts and labor, and calculates totals automatically.
What to include on an auto repair invoice
- Shop details: shop name, address, phone and any registration number your state requires.
- Customer details: the vehicle owner’s name and contact information.
- Vehicle details: year, make, model, VIN and odometer reading.
- Parts: each part with quantity and price, and whether it is new, used or rebuilt.
- Labor: the work performed with hours and your labor rate.
- Diagnostics and fees: inspection fees, shop supplies and disposal fees.
- Warranty: the coverage for parts and labor.
- Total and terms: tax where it applies and when payment is due.
How to fill out this auto repair invoice template
- Add your shop logo and contact details.
- Enter the customer, then the vehicle, VIN and mileage.
- Check the invoice number and dates. The due date is set to the invoice date, for payment on pickup.
- Edit the sample lines for diagnostics, parts, labor and fees.
- Enter the tax rate if it applies, and any deposit received.
- Add warranty details and recommendations in the notes, then download the PDF.
Repair shop rules to keep in mind
Many states have consumer protection rules for auto repair. They often require a written estimate before work starts, customer approval for work that exceeds the estimate, an itemized invoice that separates parts and labor, and a statement of whether parts are new or used. Some also require you to offer the customer the replaced parts. Rules differ by state, so check the requirements where your shop operates.
Example auto repair line items
Customers trust invoices that clearly name the part and the work. Common examples include:
- Full synthetic oil change and filter
- Tire rotation and balance
- Battery test and replacement
- Four-wheel alignment
- Check engine light diagnosis, codes read and tested
- AC system performance check and recharge
- Serpentine belt replacement
Most shops bill labor using standard book time multiplied by their labor rate. If a job took longer because of rusted bolts or other problems, explain it in the notes before the customer asks.
Tips to get paid faster
- Get approval before extra work. Call or text the customer before going beyond the estimate, and note the approval.
- Explain the repair in plain language. Customers pay faster when they understand what was fixed.
- Collect payment at pickup. Have the invoice ready when the customer arrives and accept cards.
- Add the next service date. A reminder in the notes brings the customer back to your shop.
UniqInvoice keeps every customer’s invoices in one place, lets you send invoices by text or email and accepts card payments.
