Auto Repair Invoice Template (Free Download)

Start from an auto repair invoice template. Add customer and vehicle details (name, phone, VIN, plate, mileage), your shop info, and a unique invoice/RO number. Itemize labor (job code, hours × rate) and parts (part #, qty, unit price), plus shop supplies, disposal/environmental fees, and sales tax. Show subtotal, deposits, discounts, tax, and Total Due. Include warranty/authorization notes and payment methods, then export to PDF or send online.

Concern, Cause, Correction. Document the customer’s Concern (“A/C not cooling”), the diagnosed Cause (low refrigerant due to leaking condenser), and the Correction (replace condenser, evacuate/recharge, verify performance). Using the 3 C’s keeps invoices clear for customers, insurers, and future warranty claims.

Use a template with separate Labor and Parts sections. Charge labor by your hourly rate or a flat-rate time guide, include diagnostic time if applicable, and list parts with part numbers and warranties. Add shop fees (if used), taxes, and concise terms (for example, Net 15, late-fee policy). Attach estimate/RO references and before-and-after notes or photos for transparency.

Common approach: labor rate × billed hours (or flat-rate guide), parts at retail (with clear markup policy), plus shop supplies (flat fee or capped percentage), disposal/environmental fees, and sales tax where applicable. Provide a written estimate, get pre-authorization, and note any change orders. Always show a final itemized invoice.

Yes. Any legitimate shop or mobile mechanic can issue invoices—no special license for the document itself. Ensure invoices are accurate, sequentially numbered, and include required details (seller/buyer info, description of work, totals, terms). Keep copies for your records and taxes.

A professional automotive invoice includes: shop logo/contact, customer & vehicle details (VIN/plate/mileage), RO/invoice number and dates, 3 C’s write-up, labor lines (hours/rate), parts lines (part #/qty/price), shop fees, taxes, totals, payment info, and warranty/authorization notes. Many shops also include technician IDs and test-drive verification.

Use a blank template in Word/Google Docs or an Excel spreadsheet with formulas. Add your shop info, client/vehicle details, unique invoice number, itemized parts and labor, fees/tax, and Total Due. Save a branded master copy, number invoices sequentially, and export to PDF before sending.

Yes—itemization builds trust, speeds insurance/warranty approvals, and reduces disputes. It also helps customers understand parts vs. labor and supports future service history.

If you paid an independent contractor (not your employee) for services and meet IRS reporting thresholds, you generally issue Form 1099-NEC. Payments made by credit card are typically reported by the processor (1099-K), so you wouldn’t duplicate them. Ask the payee for a Form W-9 to determine their tax status (e.g., individual/sole prop vs. corporation) and confirm requirements with your tax advisor. (This is general information, not tax advice.)