Auto detailing invoice
Invoice template for car detailers: interior cleaning, exterior polishing and ceramic coating. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Interior cleaning
- Exterior polishing
- Ceramic coating
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Interior cleaning" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Ceramic coating". 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.
Detailing jobs range from a quick valet to several days of paint correction, and the price depends on the car's size and condition as much as on the menu. This invoice keeps interior, paint and protection work apart. The customer can see that the paint was corrected before a coating went on, and a dealer or fleet sending several cars a month can check each one. Mobile detailers can add a call-out line, or one for water and power if they bring their own.
Fields to prepare
- Deliverables and line items
- Interior cleaning, Exterior polishing, Ceramic coating: record the quantities actually supplied and the service period.
- Interior cleaning
- Say what the clean included, such as shampooing seats, leather conditioning or pet hair removal; the last two are often priced as extras.
- Exterior polishing
- State the level of correction, a one-step polish or a multi-stage correction, and the hours it took; removing swirls from dark paint takes much longer.
- Ceramic coating
- Name the product, the number of layers and the curing time, and keep the warranty terms, including any required annual inspection, in the notes.
- 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 vehicle registration and model, the condition photographs taken before work, and the warranty period on any coating.
Before sending
- Does “Interior cleaning” show the quantity actually supplied, not the quantity first quoted?
- Is “Exterior polishing” charged at the rate the customer agreed to, with any change approved?
- Is “Ceramic coating” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Interior cleaning | 4 × $650.00 | $2,600.00 |
| Exterior polishing | 6 × $650.00 | $3,900.00 |
| Ceramic coating | 20 × $95.00 | $1,900.00 |
| Subtotal | $8,400.00 | |
| Sales tax (8%) | $672.00 | |
| Total | $9,072.00 | |
Net amount $8,400.00, sales tax $672.00, total payable $9,072.00.
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
Can a dealership's cars go on one invoice?
Yes. Put the registration or the last digits of the chassis number in each line, or group the lines per car, so the dealer can match the cost to each vehicle in stock. If cars arrive in batches, agree a monthly billing cycle.
What should the invoice say if a scratch could not be polished out?
Note which marks remain and why, for example a scratch through the clear coat that needs paint repair. Refer to the photographs taken before the work, so the customer does not assume the polishing caused it.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $672.00 on a net amount of $8,400.00, for a total of $9,072.00. 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 change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Auto detailing invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.