Appliance repair invoice template
Appliance repair invoice template: call-out with diagnosis, the part fitted, labour beyond the included time and a safety check, with model and serial number.
Templates by industry
- Call-out and diagnosis, built-in oven
- Replacement fan oven element
- Labour after the first half hour, per hour
- Safety and temperature check after the repair
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Call-out and diagnosis, built-in oven" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Safety and temperature check after the repair". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Most appliance repairs are priced the same way: a call-out fee that includes the diagnosis and a first slice of labour, then parts and any time beyond it. Customers often do not know where the call-out stops, so this invoice spells it out. It names the appliance by brand, model and serial number, lists the part fitted, adds labour only for the time past the included period, and ends with the safety and temperature check that shows the oven was left working.
Fields to prepare
- Deliverables and line items
- Call-out and diagnosis, built-in oven, Replacement fan oven element, Labour after the first half hour, per hour, Safety and temperature check after the repair: record the quantities actually supplied and the service period.
- Call-out and diagnosis, built-in oven
- Say how much time the call-out includes, such as the first half hour, and what fault the customer reported.
- Replacement fan oven element
- Give the part number and say whether it is a genuine or a compatible part, since customers often ask.
- Labour after the first half hour, per hour
- Bill only the minutes past the included time, rounded the way your price list says.
- Safety and temperature check after the repair
- Record the test result, for example the oven reaching its set temperature, so a later complaint can be compared with it.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Record the brand, model and serial number, say what the call-out fee covers, and keep the part, the extra labour and the post-repair check on separate lines.
Before sending
- Does “Call-out and diagnosis, built-in oven” show the quantity actually supplied, not the quantity first quoted?
- Is “Replacement fan oven element” charged at the rate the customer agreed to, with any change approved?
- Is “Labour after the first half hour, per hour” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Safety and temperature check after the repair” show the quantity actually supplied, not the quantity first quoted?
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Call-out and diagnosis, built-in oven | 1 × $70.00 | $70.00 |
| Replacement fan oven element | 1 × $48.00 | $48.00 |
| Labour after the first half hour, per hour | 0.5 × $56.00 | $28.00 |
| Safety and temperature check after the repair | 1 × $15.00 | $15.00 |
| Subtotal | $161.00 | |
| Sales tax (8%) | $12.88 | |
| Total | $173.88 | |
Net amount $161.00, sales tax $12.88, total payable $173.88.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Do I charge the call-out if the appliance is not worth repairing?
Yes, the call-out covers the visit and the diagnosis. Write your finding on the invoice, such as a control board costing more than a new oven, so the customer can decide.
The part has to be ordered: how do I invoice the two visits?
Either one invoice after the second visit, or the call-out now and the part and fitting later. Say on the first which part was ordered and when it is expected.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $12.88 on a net amount of $161.00, for a total of $173.88. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Appliance repair invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.