Bicycle repair invoice template
Bicycle repair invoice template for shops and mobile mechanics: service, tyres, brakes and wheel work on separate lines, with parts named and findings noted.
Templates by industry
- Full service: gears, brakes, chain clean
- Inner tube and tyre, rear wheel
- Disc brake pads fitted, pair
- Wheel true, per wheel
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Full service: gears, brakes, chain clean" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Wheel true, per wheel". 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 bicycle often comes in for one thing and leaves with three done: the puncture was the symptom, the worn brake pads the finding, the wheel out of true an extra. The owner usually sees only the total, so the invoice has to show what was ordered and what the mechanic added. Service, tyre work, brakes and wheel are listed as separate jobs, and the notes name the bike and anything found that still needs attention.
Fields to prepare
- Deliverables and line items
- Full service: gears, brakes, chain clean, Inner tube and tyre, rear wheel, Disc brake pads fitted, pair, Wheel true, per wheel: record the quantities actually supplied and the service period.
- Full service: gears, brakes, chain clean
- Say which service package was done and what it includes; “full service” means different work from one shop to the next.
- Inner tube and tyre, rear wheel
- Name the tyre and tube size fitted, such as 700×35C, and which wheel; the owner needs it when the next puncture happens on the road.
- Disc brake pads fitted, pair
- List the pads by type and note that the discs were measured; new pads on a worn disc wear fast, and the owner should hear that from you.
- Wheel true, per wheel
- Count the wheels trued and mention a bent rim or broken spokes if found; truing cannot cure a rim that is damaged.
- 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
- List the bike by make and frame type, keep labour apart from parts, name each part fitted, and say what else the mechanic found that the owner should deal with soon.
Before sending
- Does “Full service: gears, brakes, chain clean” show the quantity actually supplied, not the quantity first quoted?
- Is “Inner tube and tyre, rear wheel” charged at the rate the customer agreed to, with any change approved?
- Is “Disc brake pads fitted, pair” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Wheel true, per wheel” 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 |
|---|---|---|
| Full service: gears, brakes, chain clean | 1 × $85.00 | $85.00 |
| Inner tube and tyre, rear wheel | 1 × $48.00 | $48.00 |
| Disc brake pads fitted, pair | 1 × $52.00 | $52.00 |
| Wheel true, per wheel | 1 × $18.00 | $18.00 |
| Subtotal | $203.00 | |
| Sales tax (8%) | $16.24 | |
| Total | $219.24 | |
Net amount $203.00, sales tax $16.24, total payable $219.24.
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 I list what I found but did not fix?
Yes, in the notes: a worn chain, a cracked tyre sidewall or play in the headset, with a short word on urgency. The owner decides on the next visit, and you have a record that you pointed it out.
How do I bill a check of an e-bike motor or battery?
Show diagnostic time or a fixed check as its own line and name the system you read it with. Motor and battery repairs often go back to the maker, so say whether you send them away and who bears the cost.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $16.24 on a net amount of $203.00, for a total of $219.24. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
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 Bicycle 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.