Car wash receipt template
Car wash receipt template: vehicle registration and size, each wash option on its own line, wax and interior extras, and notes on damage seen before washing.
Templates by industry
- Exterior wash and hand dry, SUV size
- Interior vacuum and dashboard wipe
- Spray wax finish
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Exterior wash and hand dry, SUV size" against the invoice it settles: the invoice number, the amount received and any balance still owed.
Record the payment
Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Spray wax finish".
Send the receipt
Send the receipt to the customer and mark the invoice as paid; if a balance remains, keep the invoice open for it.
Company drivers, couriers and car-sharing fleets wash their vehicles on the move and claim the cost back, which is why a car wash receipt needs the registration and the date more than a friendly message. Prices also depend on the vehicle size and the options chosen. This template lists the exterior wash, the interior clean and the wax as separate options, and leaves room to note a scratch that was there before the wash.
Fields to prepare
- Deliverables and line items
- Exterior wash and hand dry, SUV size, Interior vacuum and dashboard wipe, Spray wax finish: the lines this payment covers, as they appear on the invoice it settles.
- Exterior wash and hand dry, SUV size
- Give the size class your price board uses, such as small car, SUV or van; it explains the price before anyone asks.
- Interior vacuum and dashboard wipe
- Say what the interior clean covered, for example floor mats and seats vacuumed but no shampoo.
- Spray wax finish
- Write the finish as an option the driver chose, not as part of the wash, so a fleet manager can see what was extra.
- Payment details
- Record the payment date, the method (bank transfer, card or cash) and the amount received, exactly as it arrived.
- Invoice reference
- Quote the number of the invoice this payment settles; for a part payment, note the balance still owed.
- Scope to agree
- Write the vehicle registration and size class, list each wash option the driver chose, and note any existing damage you saw before washing.
Before sending
- Does “Exterior wash and hand dry, SUV size” match the line on the invoice this payment settles?
- Has the money for “Interior vacuum and dashboard wipe” actually arrived, in full or in part?
- Is “Spray wax finish” shown at the amount received, with any balance still owed noted?
Show 3 more
- Confirm the money has actually arrived before you issue the receipt.
- Check that the amount received matches the invoice, and note any difference as a balance or an overpayment.
- Quote the invoice number it settles, and keep receipt numbers in a sequence of their own.
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 |
|---|---|---|
| Exterior wash and hand dry, SUV size | 1 × $22.00 | $22.00 |
| Interior vacuum and dashboard wipe | 1 × $15.00 | $15.00 |
| Spray wax finish | 1 × $8.00 | $8.00 |
| Subtotal | $45.00 | |
| Sales tax (8%) | $3.60 | |
| Total | $48.60 | |
Amount received $48.60, of which sales tax $3.60.
What the document must show
The details a receipt 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: What a receipt must show (and receipt vs invoice)
Frequently asked questions
A driver washes a fleet car every week. Can I put a month on one receipt?
Yes, if the fleet pays monthly: one line per wash with its date and registration. Drivers who pay each time still need a receipt per visit.
Why note damage on a car wash receipt?
A scratch or a loose trim found after the wash is easily blamed on the brushes. A short note before washing, signed or photographed, settles that question quickly.
How is the sales tax worked out on this receipt?
The worked example above uses an example rate of 8%: $3.60 on a net amount of $45.00, for a total of $48.60. The editor recalculates all three when you change a quantity, a price or the country.
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.
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 Car wash receipt template: What a receipt must show (and receipt vs invoice) and Quote, proforma, invoice, receipt, credit note: which to use. To add tax or check a total, use the VAT and GST calculator.