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Auto repair invoice template

An auto repair invoice has to identify the vehicle as well as the customer, and account for every part and every hour of labour. Many states regulate what it must show, so this template follows the stricter rules.

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Auto repair invoice · example

FromEastside Auto Care
ToMarcus Bell
CurrencyUSD
DescriptionQtyPriceAmount
Labour: replace front brake pads and rotors, 1.8 h flat rate1.8$135.00$243.00
Front brake rotors, pair (new, OEM)1$168.00$168.00
Ceramic brake pad set, front (new, aftermarket)1$74.00$74.00
Shop supplies: brake cleaner and lubricant1$12.00$12.00
Total$497.00

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How to use the auto repair invoice

  1. Record the customer, the vehicle and the odometer reading.
  2. Describe each repair and the labour time billed.
  3. List each part, marked new, used or rebuilt, with its price.
  4. Add shop supplies and the warranty, then save.

What an auto repair invoice should include

  • Shop name, address, phone and any state registration number
  • Customer name and contact details
  • Vehicle year, make, model, VIN, plate and odometer reading
  • The customer's complaint and the diagnosis
  • Each repair with labour hours and rate
  • Each part with part number, quantity, price and condition
  • Shop supplies or environmental fees as separate lines
  • Whether replaced parts were returned to the customer
  • Warranty on parts and labour

Avoiding comebacks and disputes

Most disputes start with a bill higher than the customer expected. Get approval in writing before going over the estimate, or record the time and the name of whoever approved it by phone, and put that on the invoice. Offer the replaced parts back; some states require it.

Questions

Do I need a written estimate before starting work?

In many states, yes. California, for example, requires a written estimate and the customer's authorisation before work starts, and fresh authorisation before going over it.

Should the invoice say whether parts are new or used?

Several states require each part to be identified as new, used, rebuilt or reconditioned. It is good practice everywhere and heads off disputes.

How is labour usually billed?

Most shops bill flat-rate hours from a labour guide rather than the time actually spent. State the method and the hourly rate on the invoice.

Is sales tax charged on parts and labour?

Parts are taxable in states with sales tax. Labour is taxed in some states and exempt in others, sometimes only when it is itemised separately.

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