Auto repair invoice template
Invoice template for garages and mobile mechanics: vehicle diagnostics, replacement parts and repair labor. Fill it in online or download Excel or Word.
Templates by industry
- Vehicle diagnostics
- Replacement parts
- Repair labor
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Vehicle diagnostics" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Repair labor". 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.
A repair invoice is read twice: by the driver collecting the car, and later by whoever checks the service history, whether an insurer, a fleet manager or the next buyer. It should show which vehicle was worked on, what was found and what was replaced. The template starts with the three charges of a typical garage visit, the diagnosis, the parts and the labor to fit them, and suits independent garages and mobile mechanics who bill when the car is handed back.
Fields to prepare
- Deliverables and line items
- Vehicle diagnostics, Replacement parts, Repair labor: record the quantities actually supplied and the service period.
- Vehicle diagnostics
- Write the fault the driver reported and what the diagnosis found, for example “warning light: faulty oxygen sensor”, even when the fee is fixed.
- Replacement parts
- List each part with its part number and say whether it is new, reconditioned or used; bill fluids such as oil by the liter.
- Repair labor
- Bill labor hours against the job they belong to, named plainly, such as “replace front brake pads and discs”.
- 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 reference and arrival mileage, diagnostics, part numbers and quantities, and repair labor hours.
Before sending
- Does “Vehicle diagnostics” show the quantity actually supplied, not the quantity first quoted?
- Is “Replacement parts” charged at the rate the customer agreed to, with any change approved?
- Is “Repair labor” 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 |
|---|---|---|
| Vehicle diagnostics | 5 × $80.00 | $400.00 |
| Replacement parts | 5 × $1,200.00 | $6,000.00 |
| Repair labor | 2 × $180.00 | $360.00 |
| Subtotal | $6,760.00 | |
| Sales tax (8%) | $540.80 | |
| Total | $7,300.80 | |
Net amount $6,760.00, sales tax $540.80, total payable $7,300.80.
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
Should the invoice show the registration and mileage?
Yes. Put the registration or plate, the make and model and the mileage at arrival near the top or in the notes. It ties the invoice to one vehicle, and it makes the service history useful when the car is sold or inspected.
The customer declined part of the recommended work. How do I record it?
Bill only what you did, and add a note listing the work you recommended but the customer declined, with the date. If the same fault comes back, both of you can see that it was pointed out.
Can I charge for a diagnosis when the customer has the repair done elsewhere?
Yes, if the diagnosis fee was agreed before you started. Invoice the diagnostics line on its own and give the findings in writing, fault codes included, so the customer can take them to the other garage.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $540.80 on a net amount of $6,760.00, for a total of $7,300.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Auto repair invoice template: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.