How to fill out this mechanic invoice template
- Download the invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your shop name, address and phone, then the customer’s name and the vehicle: year, make, model, VIN and odometer reading. In the online generator, put the vehicle in the first line’s details, as in the sample.
- List parts and labor on separate lines: each part with its name and price, and labor as hours at your shop rate. Add the diagnostic fee and shop supplies on their own lines.
- Check the total against the written estimate the customer approved, and note any extra repairs they authorized. Keep your warranty terms in the notes, such as 12 months or 12,000 miles.
- Set the due date, such as on pickup, then send it as a PDF, or as a payment link with Onigiri so your customer can pay by card.
What’s in this car repair invoice template
- Sample lines for a diagnostic fee, front brake pads and rotors, labor at shop rate and shop supplies
- Bill to, From and Payment sections, with spaces for the vehicle, VIN and odometer reading in the Word, Excel and PDF files
- Invoice number, issue date and due date
- Notes with payment due on pickup, a 12-month or 12,000-mile parts and labor warranty, and old parts available on request
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits auto repair shops, mobile mechanics and body shops, for repairs, maintenance and diagnostics
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Invoice checklist
An auto repair invoice is the bill a mechanic or repair shop gives a customer for the parts, labor and fees on a vehicle, usually at pickup. It records which car was worked on, what was replaced and what’s under warranty, so separate lines for parts and labor help the customer check it against the estimate they approved.
- Your shop. Your shop name, address and phone, plus the repair shop registration or license number if your state requires one on invoices.
- Customer and vehicle. The customer’s name and phone, and the vehicle’s year, make, model, VIN and odometer reading at drop-off.
- Number and dates. A unique invoice number, the issue date, the due date and the repair order number if you use one.
- Parts and labor. Each part with its name and price, marked new, used or rebuilt where your state requires it, then labor as hours at your shop rate.
- Fees and supplies. The diagnostic fee, shop supplies, disposal fees and sublet work like towing or machine shop services, each on its own line.
- Payment and warranty. When payment is due, such as on pickup, how to pay, and your parts and labor warranty, such as 12 months or 12,000 miles.
- Unpaid repairs. What happens if the bill isn’t paid; in many states a shop can hold the vehicle under a mechanic’s or garage lien, so check your state’s rules.
Getting paid
Get the customer’s approval on a written estimate before you start, then make the invoice match it.
- On pickup
Payment terms
Most shops collect payment when the customer picks up the car, as the template’s notes say. Fleet and business accounts often get Net 15 or Net 30 instead. Write the exact due date on those invoices.
- 2.5 × $130
Labor and parts
Bill labor as hours times your shop rate; many shops use a labor guide’s book time for the job rather than the clock. Keep parts on their own lines, and use the markup calculator to price them with a consistent markup.
Estimates and approval
Many states require a written estimate and the customer’s authorization before repairs start, and a new approval before the bill goes over the estimate. The details differ, so check your state’s rules. Note on the invoice any extra work the customer approved and how.
Unpaid bills
Collecting at pickup avoids most unpaid bills. If a business account pays late, send a reminder the day after the due date. In many states a shop can keep a vehicle under a mechanic’s lien until the bill is paid, but the notice steps vary, so check your state’s rules first.
Taxes
Parts are usually taxable where there’s a sales tax, while labor is taxed in some states and not in others, and some require labor to be listed separately to stay untaxed. Check your state’s rules, and use the sales tax calculator to add it. This is general information, not tax advice.
Formats
Auto repair invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxAuto repair invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF auto repair invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
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Ready to get paid faster?
Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
