Repair invoice template
Repair customers want to see what was wrong, what you did and what it cost, and a clear invoice heads off most warranty disputes. This template records the device, serial number or IMEI, date received, repair ticket, fault reported, diagnosis, approved estimate, warranty and a note on data, and splits diagnostics, labor and parts.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Device (type, brand, model)
- Serial / IMEI
- Date received
- Repair ticket #
- Fault reported
- Diagnosis
- Estimate and approval
- Repair warranty
- Data note
- Line items with qty / hrs, price and amount, grouped as diagnostics, labor, parts
- Tax, discounts, amount paid and balance due
From estimate to invoice
Write the estimate first and get approval before you start. When the job is finished, open the estimate and choose Make invoice: the invoice gets the next number and today's date, keeps every line, and notes which estimate it came from, while the estimate stays in the tracker. Add any extra parts the customer agreed to, and record how and when they agreed.
California rules for repair dealers
California's law for electronic and appliance repair dealers requires an invoice describing all service work done and all parts supplied, stating clearly when used parts are supplied, with a copy kept for at least three years. Before any repair the customer gets a written estimate of parts and labor, and the dealer cannot charge more without the customer's consent. A reasonable diagnostic fee is allowed when the customer is told the amount in writing first. With your state set to CA, the checks flag parts not marked new or used.
Questions
Should I charge for diagnosis if the customer declines the repair?
Many shops do, as a fixed bench fee. Tell the customer the amount in writing when you take the device in, and bill it under Diagnostics whether or not the repair goes ahead.
How do I show a refurbished or used part?
Say so in the part description, for example "battery - refurbished", and keep the part number in its own column. Customers compare this with the warranty, which often differs for used parts.
Where do I put the serial number or IMEI?
In the serial field of the details block, which prints above the line items. It ties the invoice to one device if the customer comes back under warranty.