Free Invoice Template
Auto Repair Invoice Template
Professional invoicing for auto repair shops and mechanics
An auto repair invoice template pre-filled with labour, parts, and diagnostic line items. Add your shop details and vehicle information, then download a professional PDF invoice.
How it works
- 1Add your shop details
- 2Add your customer details
- 3Update the line items
- 4Set your payment terms
- 5Download and hand over
How it works
How to create a auto repair invoice template
Customize this template in five steps. Takes under two minutes.
- 1
Add your shop details
Enter your auto repair shop name, address, phone, and email. Include your business registration or dealer number if applicable.
- 2
Add your customer details
Enter the customer name, address, and contact number. Include the vehicle details — year, make, model, VIN, and odometer reading — in the notes or as a line item description.
- 3
Update the line items
List each repair or service separately: labour hours and rate, parts with part numbers where possible, and any diagnostic or inspection fees. Customers appreciate a detailed, itemized invoice.
- 4
Set your payment terms
Auto repair invoices are typically due on completion, with the vehicle released on full payment. Note your accepted payment methods.
- 5
Download and hand over
Download the PDF and hand it to the customer with their vehicle. A professional invoice reduces payment disputes and builds customer trust.
Invoice essentials
What to include on a auto repair invoice template
Auto Repair Invoice Templates need more detail than standard service invoices. Here's what to include so you get paid without back-and-forth.
Vehicle details
Include the year, make, model, and VIN. The odometer reading at drop-off and pick-up is also useful for service records and warranty purposes.
Itemized labour and parts
List each labour operation and parts separately. For parts, include part numbers for major components. This protects you if a customer disputes what was done.
Diagnostic / inspection fee
If you charged for a diagnostic or vehicle inspection, list it as a separate line item. This makes it clear the diagnostic time is billable whether or not the repair proceeds.
Warranty terms
Include your labour and parts warranty on every invoice: 'Labour warranty: 90 days / Parts warranty: as per manufacturer or 90 days / 3,000 miles, whichever comes first.'
Authorization note
Note that the customer authorized the work (in person, by phone, or in writing). This is important for insurance claims and any potential disputes.
Reference
Common auto repair invoice template line items
Use these as a starting point. Edit descriptions and rates to match your actual scope and pricing.
| Type | Description | Typical billing method |
|---|---|---|
| Labour | Labour (per hour) | Per hour |
| Labour | Diagnostic / fault finding | Per hour or fixed fee |
| Parts | Engine components | Per item |
| Parts | Brake pads and rotors | Per axle |
| Parts | Filters (oil, air, cabin) | Per item |
| Parts | Tyres / tires | Per tyre |
| Service | Oil and filter service | Fixed fee |
| Service | Wheel alignment | Fixed fee |
| Service | Tyre rotation and balance | Fixed fee |
| Service | Pre-purchase inspection | Fixed fee |
| Service | Vehicle inspection / safety check | Fixed fee |
| Consumables | Lubricants, fluids, sealants | Per job |
Payment terms
Standard payment terms for auto repair invoice templates
Payment terms vary by industry. Here's what's standard and what to specify on your invoices.
Vehicle on completion
Standard auto repair practice: vehicle is released on full payment. Note this on the invoice to set expectations upfront.
Insurance work
For insurance repairs, include the insurance claim number and note that payment is expected from the insurer directly or from the customer pending settlement.
Fleet accounts
Fleet and commercial accounts typically operate on Net 30. Agree credit terms with fleet managers before starting work.
Deposit for major repairs
For major engine or transmission work, request a parts deposit before ordering. Note this on the invoice as a deposit received.
FAQ
Auto Repair Invoice Template FAQ
- Is this auto repair invoice template free?
- Yes — free with no signup. Download as many invoices as you need.
- How do I include vehicle details on the invoice?
- Add the year, make, model, VIN, and odometer reading in the notes field or as the first line item description. This creates a clear service record.
- Should I charge a diagnostic fee?
- Yes. A diagnostic fee is standard and should be a separate line item. Most shops charge 0.5–1.0 labour hours for diagnostics.
- How do I invoice for insurance repairs?
- Include the insurance claim number in the notes and address the invoice to the insurer (or customer, depending on the arrangement). Itemized invoices are essential for insurance claims.
- What warranty terms should I include?
- Standard auto repair warranty is 90 days on labour and 90 days / 3,000 miles on parts (whichever comes first). Include this on every invoice to protect both parties.
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