Motorcycle repair invoice template
Motorcycle repair invoice template: the service, chain and sprockets, brake fluid and valve check on their own lines, with mileage and advice for the rider.
Templates by industry
- Annual service, 600 cc sports bike
- Chain and sprocket kit, fitted
- Brake fluid change, front and rear
- Valve clearance check and adjustment
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Annual service, 600 cc sports bike" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Valve clearance check and adjustment". 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.
Riders keep their service invoices. They show the bike was looked after when it is sold, and they tell the next mechanic what was done and when. This template lists the service by interval, gives a chain and sprocket kit its own line, separates the brake fluid change, and records the valve clearance check with the result. Anything you noticed but were not asked to fix, such as worn tyres, belongs in the notes as an advisory rather than on a line.
Fields to prepare
- Deliverables and line items
- Annual service, 600 cc sports bike, Chain and sprocket kit, fitted, Brake fluid change, front and rear, Valve clearance check and adjustment: record the quantities actually supplied and the service period.
- Annual service, 600 cc sports bike
- Name the interval the service matches, by distance or months, and the oil grade and filter used.
- Chain and sprocket kit, fitted
- Give the chain size and sprocket teeth, so a rider who changes the gearing later can see what was fitted.
- Brake fluid change, front and rear
- Note the fluid specification used and that both circuits were bled.
- Valve clearance check and adjustment
- Record the measured clearances and whether shims were changed; a check with no adjustment costs less than a full adjustment.
- 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 bike’s registration, mileage and service interval, list consumables with their specification, and note anything you advised but did not do.
Before sending
- Does “Annual service, 600 cc sports bike” show the quantity actually supplied, not the quantity first quoted?
- Is “Chain and sprocket kit, fitted” charged at the rate the customer agreed to, with any change approved?
- Is “Brake fluid change, front and rear” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Valve clearance check and adjustment” 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 |
|---|---|---|
| Annual service, 600 cc sports bike | 1 × $150.00 | $150.00 |
| Chain and sprocket kit, fitted | 1 × $165.00 | $165.00 |
| Brake fluid change, front and rear | 1 × $45.00 | $45.00 |
| Valve clearance check and adjustment | 1 × $95.00 | $95.00 |
| Subtotal | $455.00 | |
| Sales tax (8%) | $36.40 | |
| Total | $491.40 | |
Net amount $455.00, sales tax $36.40, total payable $491.40.
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 record the mileage and the next service due?
Yes. Put the mileage at the top and the next interval in the notes; riders use the invoice as the service history when they sell the bike.
The rider brought their own parts: how do I bill the work?
Bill the fitting at your labour rate and note that the parts were supplied by the customer, with their brand, so it is clear what your guarantee covers.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $36.40 on a net amount of $455.00, for a total of $491.40. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Motorcycle repair invoice template: 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.