Free Auto Repair Invoice Template
Bill parts and labor separately, record the vehicle details, and give your customer a clear invoice for every repair.
Fill it in below and download a PDF, or download the blank printable PDF. Prefer the full tool? Open the Invoice Generator.
What an auto repair invoice is for
An auto repair invoice tells the customer what was done to their vehicle, what parts went in, how much labor it took and what they owe. A good one also records which vehicle it was, the mileage, and any warranty on the work, so both you and the customer have a clear record if the car comes back.
This template works two ways:
- Filled online. The form above is preloaded with a sample shop invoice: labor hours, parts and shop supplies, with vehicle details in the notes. Replace the sample with your own and download a PDF, or print it.
- Blank printable PDF. Download it and fill it in by hand at the counter or in the bay.
How to fill in the invoice
- Your shop details: shop name, address, phone, and any license or registration number your state requires you to show. Add a logo and use “Save as template” so they fill in next time.
- Invoice number and date: online numbering is automatic.
- Bill to: the customer’s name, phone and address.
- Vehicle details in notes: year, make, model, VIN, license plate, mileage in and mileage out.
- Labor lines: describe each job, with hours as the quantity and your hourly rate as the unit price.
- Parts lines: each part with its quantity and price. Mark parts as taxable if they are taxable where you work.
- Shop supplies or fees: a separate line for shop supplies, disposal or environmental fees, if you charge them.
- Discount, tax and total: a discount is applied before tax, and tax is applied once, only to the lines you mark taxable.
- Terms: payment terms, warranty terms and the authorization note.
What to include
Parts vs labor
Keep parts and labor on separate lines. Customers can see exactly what they paid for, and you can tax each one the right way. Whether labor, parts and shop supplies are taxable depends on your state and locality. In some states labor is taxable, in others it is not when stated separately, so check with your state revenue agency or a tax professional.
VIN and mileage
The VIN identifies the exact vehicle, and mileage in and out shows when the work was done and that the car was test-driven. Both matter if a warranty question comes up later.
Warranty terms
Write your warranty in the terms, for example “Parts and labor warranted for 12 months or 12,000 miles, whichever comes first.” Be clear about what is not covered, such as customer-supplied parts.
Customer authorization
Record that the customer approved the work, for example “Work authorized by customer by phone on 10/14 at 9:40 AM, estimate $210.00.” Some states, for example California, require a written estimate and the customer’s authorization before work starts, and some also require you to offer the replaced parts back. Rules vary, so check your state’s consumer protection or auto repair agency. For the approval step itself, a work order with a signature line can come first and the invoice afterward.
Worked example: oil change and tire rotation
A customer brings in a 2017 compact SUV for an oil change and tire rotation.
Notes: 2017 compact SUV, VIN recorded, plate 7ABC123, mileage in 48,212, mileage out 48,214.
| Line | Qty | Unit price | Amount |
|---|---|---|---|
| Labor: oil and filter change (hours) | 0.5 | $120.00 | $60.00 |
| Labor: tire rotation (hours) | 0.5 | $120.00 | $60.00 |
| Part: full synthetic oil 5W-30 (quarts) | 6 | $8.50 | $51.00 |
| Part: oil filter | 1 | $12.95 | $12.95 |
| Shop supplies | 1 | $8.00 | $8.00 |
- Subtotal: $60.00 + $60.00 + $51.00 + $12.95 + $8.00 = $191.95
- Tax (example rate of 6% on parts only, $63.95): $3.84
- Total due: $195.79
Check the tax: $51.00 + $12.95 = $63.95, and $63.95 × 0.06 = $3.837, which rounds to $3.84. In this example only parts are taxed. Your state may tax labor or shop supplies too, so mark each line to match the rules where you work.
Tips for mechanics
- Use the customer’s words for the complaint and your words for the fix: “Customer reports squeal on braking. Replaced front pads and resurfaced rotors.”
- Note recommended work you did not do, such as “Rear brakes at 3 mm, recommend replacement within 3,000 miles.”
- List part numbers if customers may need them for a warranty claim.
- Set clear payment terms. Most shops ask for payment on pickup; fleet accounts may get Net 15 or Net 30.
- Keep a copy of every invoice with the vehicle details.
Privacy
The online form runs in your browser. Nothing is sent to our servers; drafts and invoice numbers are kept in your browser’s local storage. Download or print the finished invoice, and keep your own copy.
Need more than a template?
The full invoice generator has the same fields plus three designs (Classic, Modern, Compact) and Letter or A4 paper. If you also do body work or other trade jobs, the contractor invoice template is laid out for materials and labor on larger projects.
Frequently asked questions
Should parts and labor be on separate lines?
Yes. Separate lines let the customer see what each part cost and how much time the work took, and they make it easier to tax parts and labor differently where your state requires it.
Where do I put the VIN and mileage?
Put the vehicle year, make, model, VIN and mileage in and out in the notes. The sample in the form above shows the layout.
Is labor taxable on a car repair invoice?
It depends on your state and locality. Some states tax parts but not separately stated labor, and others tax both. Check with your state revenue agency or a tax professional.
Can I use this as a mechanic receipt?
Once the customer pays, enter the amount paid and the invoice shows a zero balance. If you want a separate receipt, the receipt generator covers that.
Do I need the customer's authorization before starting work?
Some states, for example California, require a written estimate and customer authorization before repairs begin. Rules differ, so check with your state's consumer protection or auto repair agency.
Legit50 provides free document tools for general business use. They are not legal, tax or accounting advice, and you are responsible for the accuracy of the documents you create. Sales tax rules vary by state and locality. Learn more.