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Auto repair invoice template

An invoice for auto repair shops and mobile mechanics: the vehicle, VIN or plate and mileage, each part with its part number, and labor as hours times your shop rate.

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Auto repair invoice template: an example, filled in

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What’s in this template

  • Vehicle, VIN or plate, and mileage fields
  • A part number column
  • Parts and labor on separate lines
  • Sales tax and total
  • Notes for your parts and labor warranty

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, or fill the template in online and download the finished PDF. The Word and Excel files also open in Google Docs and Google Sheets.
  2. Add the customer and the vehicle. Fill in your shop, the customer, the year, make and model, the VIN or plate number and the mileage when the car came in.
  3. List parts and labor. Put each part on its own line with its part number, quantity and price, and labor as hours times your rate. Add shop supplies or disposal fees if you charge them.
  4. Add tax and the warranty, then hand it over. Add sales tax as your state requires, write your warranty in the notes, and hand over or send the invoice before the customer picks up the car.

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When to use it

For repairs, maintenance and inspections, in a shop or on the road. The VIN and mileage tie the invoice to one car, which helps with warranty claims and the service history. Our mechanic invoice guide has a filled-in sample.

Tips

  • Write down the mileage. It dates the work for the warranty and for the next service.
  • Give part numbers. The customer can check prices, and you can find the same part again if it fails under warranty.
  • Keep labor apart from parts, even on a flat-rate job: many states tax them differently. More in our auto repair invoice guide.

Frequently asked questions

What should an auto repair invoice include?

Your shop's name and contact details, the customer, the vehicle with its VIN or plate and mileage, each part with its number and price, labor hours and rate, tax, the total and your warranty. Some states also require a shop registration number or say whether each part is new, used or rebuilt.

Is labor taxable on car repairs?

It depends on the state. Many states tax parts but not labor when labor is listed separately, while others tax both. If only the parts are taxable, work out the tax on the parts and add it as its own line.

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