Auto repair invoice template
Mechanic and body shop invoices are read twice: by the customer at pickup and by anyone checking the repair later. This template keeps labor, parts and sublet work in separate subtotals and records the vehicle, the odometer reading in and out, and who authorised the estimate.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Year / make / model
- VIN
- License plate
- Odometer in
- Odometer out
- Repair order #
- Technician
- Estimate authorized (amount, by, how)
- Warranty
- Line items with qty / hrs, price and amount, grouped as labor, parts, sublet
- Tax, discounts, amount paid and balance due
How repair shops usually bill
Labor is billed as flat-rate hours from a labor guide or as actual clock hours, multiplied by the posted shop rate. Parts are listed one per line with a part number, and outside work such as machining or alignment goes under sublet so the customer can see what you did not do yourself.
California rules the tool checks
California requires repair invoices to itemize parts and describe each as new, used, rebuilt or reconditioned, and it does not allow a vague "shop supplies" charge. With the country set to the United States and your state set to CA, the checks flag both problems before you download.
Questions
Should labor and parts be on separate lines?
Yes. Customers compare labor hours with other quotes, warranty claims usually cover parts and labor differently, and several states require the split. The template prints a labor subtotal and a parts subtotal automatically.
Do I charge sales tax on labor?
It depends on the state. Many states tax parts but not repair labor, while others tax both. Untick "Taxable" on labor lines when your state exempts them, and enter the combined state and local rate for parts.
Where does the VIN go?
In the vehicle details section, next to year, make, model, plate and odometer. It prints in a details block above the line items, so the invoice identifies exactly which vehicle was repaired.
Does it work for a body shop?
Yes. Put each replaced panel or part on its own line under Parts, bill refinish and body hours under Labor, send-out work such as glass or frame straightening under Sublet, and record any insurance claim number in the notes.